New look and feel to employee profile section

We’ve upgraded the left hand toolbar and upgraded the general look and feel of the employee profile section to provide your employee’s with a better experience. We hope you like these changes and look forward to seeing this new look being applied across more sections of the system. Below is an example of Bank Details section on the employee profile. This works nicely with our new starter info feature, providing a more streamlined and user-friendly process to capture information from your new starters.

employee profile

Invoicing enhancements

We’ve added some new features to make client invoicing better for you.

Firstly we now perform checks when producing automatic invoices to ensure there are no conflicting invoice numbers, and will provide you with the numbers we beleive will be generated in the preview. Just in case someone produces invoices at the same time your producing yours, we perform another check as we produce each invoice, and will adjust the numbers accordingly to ensure you dont end up with duplicate numbers.

Our second change is a new setting in Settings->Client Invoicing->General. The new setting is called Include zero charge items in invoices to maintain timesheet links. Its a mouthful, but its very useful. It caters for scenarios where you are tracking elements in your timesheets which are not necessarily chargeable to the client but you wish to have included in the attached timesheets in invoices. By default, when we attach a timesheet to an invoice we only include the time that is charged for in the invoice. Some of our customers have timesheets in which chargeable time is logged and non-chargeable time as well, but they wish both elements to be shown to the client in attached timesheets with their invoice. Thats exactly what this feature is for. Turn it on, and when you previous your invoices you will see the £0 items, however when you open up the invoice after being produced, you will no longer see this item as it is hidden, so you don’t get £0 entries in your invoices, but you get to see the timesheet data for those £0 entries.

Our final recent change is a little bit of optimisation on fixed fee invoicing. We’ve adjusted this feature so you can produce fixed fee invoices and have the ability to remove any row from the invoice, add new rows and do whatever you want without breaking the link to the original timesheet entries linked ot that invoice. This will give you a more reliable process for creating fixed fee invoices.

New leave bookings widgets

Given its the holiday season, we’ve added 2 new Summer treats for you, in the form of dashboard widgets. So if you are using our leave bookings module, then please edit your dashboard and add in the Public Holidays widget and the Upcoming holiday bookings widget, so you can quickly see check upcoming public holidays and also see who’s about to sneak off on holiday!

dashboard widgets

New starter data required feature

We know that some of you spend a great deal of time trying to get all the right information from you new starters, whether your workforce are permanent employees or limited company contractors. So you will be pleased to know we’re here to help.. again! Phase one of our new starter info now allows you to define new starter configurations, and choose what information is required from your workers. Currently you can choose to request the following:

  • Contact details
  • Bank details
  • Employment details
  • HMRC new starter declaration

To make use of this great feature, please log into your account using a general administrator user account, and go to Settings->Employees, and then select New starter info from the left hand toolbar. You can define multiple configurations to request different peices of information from your workers. When your worker logs in, they are redirected straight to their Profile page, and on the right hand side they are presented with a list of items that are required before they can start filling in timesheets.

new starter info

So what’s next you may ask ? Phase two will provide you with the ability to set default configurations for different types of employment, and phase 3 will see the integration of document uploading with this feature as well. This will give you the ability to request a perment employee fills in the standard HMRC new starter declaration and uploads their P45, but a limited company contractor must fill in their empoyment company details  and upload their PI insurance certificate and VAT certificate. Keep tuned, these should all be in place by October.

Feedback and real usage scenarios which may help us refine this new feature to cater for more needs is welcome, please let us know!

Various updates – Recruitment edition

Please see below a list of minor updates included in our latest release

Ability to track the person who created a timesheet record

This is useful in environments where you are creating timesheets on behalf of submitters often, and want to be able easily check in a report who created a timesheet. This is a new available field called Timesheet Created by, and can be included in a Contractor Time & Cost per Job report having Timesheet Time Grouping.

Include expense audit trail in downloaded invoices with expenses attached

You can now include the expense form audit trail in your attached expense forms sent to clients. This is configured by a new setting available in Settings->Client Invoicing->General.

Direct links to open timesheets in rejected timesheet emails.

Help your contractors out by giving them a direct link to open up a rejected timesheet. This link can be formed by editing your template for Rejected Timesheets, and including the tag %TIMESHEETURL%.

Import work patterns from CSV files

If you regularly import job records through CSV files (through the user interface or through automated synchronisation feeds) you can now include the working pattern assigned to a specific job. This is done making use of a new field for each day of the week, allowing you to enter the time in [start time hh:mmm]-[end time hh:mm], e.g. 09:00-17:00. If your rate code is just a total hours or days, then you just enter the total amount, e.g. 09:00 for 9 hours, or 1.00 for 1 day.

New warning message when self billing emails have no target recipients

If you have not set up a self billing agency email address for a specific contractor, and have also disabled the ability for the contractor to view their self billing invoices, then we have nowhere to email the self billing invoices to! Previously you would not be informed of this, but now you will see a specific warning message in your self billing summary emails informing you so after sending out a batch of self billing emails.

Table page size in client & self billing invoice list

We are now saving your table page sizes for the self billing and client invoicing lists, so when you log back in to the system, you don’t need to keep setting your preferred page size.

Customise working patterns per job

Some of you have been making good use out of our new working patterns feature, which allows you to pre-set a generic set of working times, and apply them to a specific job, allowing for margin forecasting and for pre-populating timesheets. We’re pleased to announce that you can now set up working patterns on a per-job level, so that you don’t need to define them in a separate list. This is more useful if your working patterns differ for every booking that you make, rather than having a generic 5 days a week for most bookings.

To make use of this great new feature, edit your job record, go to the Rates & Billing tab, and set Working Pattern to Custom Working Pattern. You will see an editable working pattern appear on the top right.

timesheet working pattern custom

Configure your default modules when creating new user accounts

You can now control which modules are enabled by default when creating new employees. To set these up, please go to Settings->Employees, and tick the relevant modules in the Default Enabled modules section.

default modules

 

Don’t forget you can also control mandatory fields and configure default values for other fields from this settings page as well.

 

Capture HMRC new starter details

This one is for our UK customers who wish to record PAYE employee’s new starter information. We’ve added an additional section to the Employment tab when editing an employee record, allowing you to capture the new employee’s current tax year working situation as well as student loan information. Soon to come, we will make this section available to employee’s accounts so that they can fill in this information when logging in for the first time after their account is created.

As you know, Timesheet Portal does not provide payroll functionality, however you may wish to report on this information so you can export it to your favourite payroll package.

hmrc new starter details

Check your approver’s email preferences

If you’re wondering why your approver’s havent received specific emails, you can now check which email notifications they have enabled. To check, just edit an approver’s record, and look on the right hand side of the Main Details tab. Please note you may not change your approver’s email preferences, as we respect people’s right to control what emails they receive from us.

approver notifications

Self billing module user control

As self billing is a chargeable module, we have moved the tick box to enable it for a user to the Main Details tab, alongside the other chargeable modules.  This means if you want to turn self billing on or off for a specific user, you should be going to the Main Details tab, not the Self Billing tab.

SELF billing module

Facelift on projects

Proud to present a more graphical approach to viewing your projects. You will notice on your projects page, you can click on a project, which will present you with some basic details and the ability to view charts to view recent charges, pay, time logged and and budget analysis chart.

Furthermore, you will see your list of tasks for your project below the project charts. We have therefore removed the direct link to view tasks for a project which previously was located on the right hand side of the projects list. To view your tasks, just click on the row for the project.  To make changes to your project details, click on the Edit icon on the top-right of the project details page.

This is just a taste of whats to come in the next 12 months as we continue to add more graphics and enhancements to the user interface.

project_charts

Customise generic invoice templates

We’ve added some new options for you to customise your invoice templates further. These new options allow you to choose all the fields which appear in the invoice header, and in the invoice details table. Don’t forget, if you are after a completely bespoke invoice template, we provide a service to create them, and in most cases we can produce a near-perfect match for anything between £150-£250. Email sales@timesheetportal.com with your invoice template for a quote.

To customise one of the generic layouts, go to Settings->Client Invoicing, and look for the new options Invoice Header Fields and Invoice Detail Table Fields. See screenshot below of the new options:

invoice_customisation

Email approval buttons

We’ve added a new feature to make your approval emails look nicer by including coloured buttons for Approve and Reject. This should make it easier for your approvers to spot, rather than using the Approve and Reject hyperlinks. These new buttons are available on timesheet, expense and leave approval emails, and can be included by inserted a tag %BUTTONS% in your email template.

email_approval

Document Signing – Automatic tag substitution

Phase 2 of document signing has now been launched.  This phase has introduced the ability the automatically substitute pre-defined tags in your PDF templates with information relating to a job.  This will give you the ability to automatically fill in a client’s name and address, and the assigned contractor and rates for job when creating a contract for a job.

We will shortly start charging for the document signing module as well, so please keep an eye out for further information.  Please note our help guide doe not yet have a section on document signing, we are about to start working on this, but if your require help setting up in the meanwhile please call our support line and someone can assist you.

document-sign