What can you do with it (global overview of functionality)?
This page contains an overview of the functionality of Journyx Timesheet in order to clarify just how it will fulfill your business needs. It is impossible to describe everything that Timesheet does, but we hope this brief overview will give you enough information about how you can make it work for your company.
Almost any functionality is optional within Journyx Timesheet, so you decide if you want to use it or not. It may look overwhelming at first but Journyx Timesheet is intuitive and easy to use. People get Timesheet up and running in just a few hours. The most complex thing to consider is how do you want to set it up - what kind of information do you want to get out of the system? What kind of project structure and how much detail do you want? Once you know the answers to these questions, setup is easy. Journyx Timesheet is installed with a Configuration Quickstart, which is a step-by-step guide that takes you through all the critical steps needed to get the system up and running for your organization. The answers to many frequently asked questions can also be found in the Quickstart.
Please contact us if you need more information about what you can be accomplished with Journyx Timesheet.
Contents
| Functionality | Details | Screenshots |
| 1. Configuration | More info » | 1 2 3 |
| 1.1 Different periods possible on the entry screen | More info » | 1 2 |
| 1.2 Different number of columns on the entry screen | More info » | 1 2 3 4 5 6 7 |
| 1.3 Use different entry screens (for example per department) | More info » | |
| 1.4 Time-, expense- and mileageadministration can be used seperately | More info » | 1 2 3 |
| 1.5 Add text and hyperlinks to the entry screen | More info » | 1 2 3 4 |
| 1.6 Monthly calendar for easy navigation between sheets | More info » | 1 2 3 |
| 1.7 Protection of submitted sheets | More info » | 1 2 |
| 1.8 Automated sending of e-mails | More info » | 1 2 3 |
| 1.9 Use multiple approvers | More info » | 1 2 3 |
| 1.10 Leave requests (approve or reject) | Moreinfo » | 1 2 3 |
| 1.11 Forgotten password handling | More info » | 1 |
| Functionality | Details | Screenshots |
| 2. Projects (columns) | More info » | |
| 2.1 Access to columns | More info » | 1 |
| 2.2 Project approval | More info » | 1 |
| 2.3 Custom fields can be defined for every column | More info » | 1 |
| 2.4 Accruals (automated counting of remaining time) | More info » | 1 |
| 2.5 Optional free text column (use for example for comments) | More info » | 1 |
| 2.6 Projectnotes | More info » | 1 2 |
| Functionality | Details | Screenshots |
| 3. User | ||
| 3.1 Repeat much used entries automatically | More info » | 1 2 3 |
| 3.2 Number of blank lines on the entry screen | More info » | 1 2 3 |
| 3.3 Set project favorites (limit the amount of projects in the pull down field) | More info » | 1 2 3 |
| 3.4 Report generator | More info » | 1 2 3 4 5 6 7 |
| 3.5 Change password | More info » | 1 |
| 3.6 Overview of all his sheets | More info » | 1 |
| 3.7 Overview remaining holiday time | More info » | 1 |
| Functionality | Details | Screenshots |
| 4. Authorisation | More info » | |
| 4.1 Authorisation roles | 1 | |
| 4.2 Access to projects and tasks | ||
| 4.3 Custom field security | ||
| 4.4 Password demands | 1 | |
| 4.5 Hosting (SaaS of Journyx) uses HTTPS |
| Functionality | Details | Screenshots |
| 5. Report generator | More info » | |
| 5.1 Standard reportgenerator available | 1 2 3 4 | |
| 5.2 Copy a report to other users | ||
| 5.3 Users only see their own entered data | ||
| 5.4 Integration with Excel (automated creation of pivot tables) | ||
| 5.5 System reports for the administrator | ||
| 5.6 Status overview of all sheets in the system | 1 |
1. Configuration
On the left side of the entry screen you have up to 4 columns available for specification of the costs. You can set how many columns you want to use on the entry screens (maximum of 4 columns) and you can chose your own column names.
The right side of the screen contains the entry fields per day and per period. This is were the user writes the time spent (timesheet), the amount payed (expense sheet) or the mileage driven (mileage sheet). You can choose between different periods (in the screenshot a 7 day period is used with Monday as the starting day, see 1.1 for further details).
1.1 Different periods possible on the entry screen
You can use different periods per entry screen (so it's possible to use a week period for some users while using a monthly period for other users, or use a weekly period for entering time data and a monthly period for expenses). You can even set the starting day of the period (default is Sunday but you can easily change this to Monday if you want). You can choose between the following periods:
- Weekly period: 7 days.
- Bi-weekly period: 14 days.
- A semi-monthly period divides a month into two time periods that are defined as the first of the month through the date you set and the day after the date you set through the end of the month.
- Monthly period: The period is a calendar month.
- Day-range period: A day-range period covers a set number of days, beginning on the date you define.
1.2 Different number of columns on the entry screen
Think carefully about the structure you want to use (the project structure and the number of columns). The number of selectable tasks of activities within a project is also important. The more options you present to a user, the more errors will be made (the user gets confused and doesn't know what to select or, if there are a lot of options, he just selects one randomly). The basic idea is to think about what kind of reports you want to have. If a project is divided into several stages, then it makes sense to define these stages in your time tracking system. That way, you can effectively monitor progress. If you have estimated (budgeted) the different tasks of a project, then define these tasks within the project in your time tracking system. Journyx Timesheet gives you complete freedom in how you want to set it up - you can even set things up per individual. Keep in mind, however, that the more details you have, the more work it will likely be for the administrator.
It's all a matter of finding a good combination of the kind of information you want to have (project structure and number of columns), the user friendliness (it's clear to the user where to enter time) and the amount of administrative work for the administrator. If you're not sure, just start simple. You can always add things later in Journyx Timesheet without any hassles!
Column structure
The value selected in Column 1 (usually called 'Project') determines which values can be selected in the other 3 columns (see schedule). Projects can be defined in a hierarchy structure (project / sub-project / sub-sub-project etc.). . Column 1 is generally called 'Project' (though you can call it anything you like). You can define unlimited sub-projects. If you do so, the value of the sub-project will determine the values in the other columns (see schedule).
An example
This image shows you an example where a hierarchy is defined: Department / Customers of that department / Projects for the customers of that department and phases per project. For every phase, columns for tasks, subtasks and additional information have been created. You can create your own structure easily. For example, if you don't want the customer in the hierarchy, just define the projects directly under a department. Furthermore, you can easily change the hierarchy later on if you are not happy with your current one (it's almost a matter of 'cut and paste' to redefine your structure).
Access / Selection columns.
You define which level of the hierarchy your users can access. For example, you can set it up so that an employee first selects a customer, then a project, a sub-project and a phase. After this selection, the user can select a task belonging to that sub-project. The hierarchy is shown with a '+' sign in front of the project, and clicking on this '+' sign expands the hierarchy (similar to folders and subfolders in Windows Explorer). Another way is to present the Column 1 values alphabetically. The user can directly select the desired project and enter time to it. In Column 1, you can choose to display just the project code or the code and the description.
Up to 4 columns available
There are up to 4 columns available for specification. It depends on your organisation how many columns you will actually need.
For example, you can use the 1st column for project selection, the 2nd column for tasks within a project, a 3rd column to specify if the task is billable or non-billabe and the 4th column to specify at what time the tasks have been performed ('Regular Office Hours', 'Between 18:00 - 08:00', 'Weekend/Nat. Holiday'). Mind you, this is just an example, within Timesheet it is also possible to define whether a project or task is billable or non-billable when you define the project or task.
If you only want to use 2 columns, for example 'Project' and 'Task' then you can remove the not used columns from the entry screen.
Screenshot examples:
4 columns,
3 columns,
2 columns and
1 column. One column you would use if you only want to track time (and/or expenses and/or mileage) at the project level. If the employee wants to write any further details he can use the comment column.
1.3 Use different entry screens (for example per department)
It is possible to use different entry screens within your organisation. For example, you can set it up so that the sales department uses an entry screen with 2 columns while the development department uses 3 columns. Not only can the number of columns be different, you can also use different column names per entry screen. For example, the sales department uses the column names 'Customer' and 'Sales Activity' while the development department uses the column names 'Project', 'Task' and 'Subtask'.
1.4 Time-, expense- and mileageadministration can be used seperately
Journyx Timesheet consists of 3 integrated administrations (time, expenses and mileage) which can be used separately. So, it's no problem if you want to use Timesheet for timetracking purposes only. In addition, if you want to track the total costs of a project, the other administrations may help too. Thanks to the integration of the three administrations it is very easy to see all the costs (in time (amount of hours / rates) and expenses (for example hardware and/or software costs, travel costs, parking, meals, hotel costs etc.) in one report ('Total Cost Report').
Entry to the different administrations are through tabs on the entry screen (in the payed version you can remove the tabs if you do not use the expense or mileage administration).
Click here for a screenshot of the
time entry screen, the
expense entry screen and the
mileage entry screen. All the screens have 1 column in common, the 1st column, the other columns are defined per administration.
1. 5 Add text and hyperlinks to the entry screen
You can add your own text lines (either common text or in HTML format) to the entry screen. You can also add a hyperlink to the toolbar that, for example, links to your own intranet or your own customized user instructions.
1. 6 Monthly calendar for easy navigation between sheets
A toolbar is displayed on the left side of the entry screen. The toolbar can contain: user information (for example, name and authorisation), a monthly calendar for easy navigation purposes, a leave request status overview and a sheet status overview of all the sheets of the user. The toolbar can be partly or totally closed on the entry screen.
1.7 Protection of submitted sheets
You can use the approval process to closely monitor the entered data and to prevent the uses from changing data once it has been entered and submitted for approval (screenshot).
The approver (or approvers) check if the entered data is correct after which the sheet is either approved or rejected. A sheet that is in the approval process can not be changed by the user. The sheet must be rejected or re-opened before the user can perform any changes. This prevents unwanted changes to the data without the knowledge of the manager or project leader.
It's still advisable to use the approval process even though your company may not have someone to approve entered data to prevent any changes to past data. The administrator can easily approve submitted sheets in mass quantities so there will be no time lost.
1.8 Automated sending of e-mails
Journyx Timesheet can send e-mails automatically, for example:
- inform employee that his sheet has been rejected.
- inform employee that his sheet has been approved.
- inform the approver that a sheet has been resubmitted
- remind employees to submit their sheets (friendly reminder at the end of the period).
- inform employees that they are late with the submission of their sheets
- inform the manager of the employees that his personel is late with their submission.
- inform the backup approver that a sheet is waiting for his approval (if the primary approver does not handle the sheet within the defined period.
You can change the text of every e-mail and you can add a hyperlink within the e-mail text to provide the user with a link to the period that needs his attention.
1.9 Use multiple approvers.
If you activate the approval process within Timesheet a button ('Submit for Approval') appears on the entry screen. Approval can be set for the entire sheet and/or on the project level (project approvals). For example, managers approve the timesheet while project managers approve data on their specific projects.
You can set more than 1 approver (on multiple levels) and define backup approvers if the primary approver does not approve or reject the entered data within a specific time (which you define).
For example, you can give your customer project approval rights so that that he can directly approve or reject the hours of your employees that are working for him. Every sheet has an extensive timestamp so it is easy to see the history of every sheet (who entered the data, when was it submitted, who approved or rejected the sheet, why was it rejected etc.).
Project approvals run parallel to the timesheet approval.
You can set up multiple project approvers, backup approvers and define different e-mail settings.
1.10 Leave requests (approve or reject)
An employee selects the days and hours for which he wants to take leave and submits his request to the approver. You can set several automated e-mails ('Person X requests leave', 'Manager Y approved your request' etc.). The amount of leave request hours is automatically included in the timesheet (if you want, this only happens after the request has been approved). You can use this request process not only for leave, it can also be used for other reasons of absence (like a doctor's appointment). If your employees plan their leave whenever it is appropriate then you can define the secretary or receptionist as the approver. This person can then see in a monthly calendar which persons are absent on a specific day or days.
1.11 Forgotten password handling
The user can handle his login problem 'I forgot my password' 'I forgot my password' personally without needing the administrator.
2. Projects (columns)
There are up to 4 columns available to specify the costs. You can remove the columns that you do not use from the entry screen.
The contents of the columns is decided by you.
2.1 Access to the values in a column
You can define which column values are available to a user, you decide:
- which projects (column 1) can be selected and
- which values in the other columns (2, 3 and 4) can be selected (can be defined per project)
You can define that an employee only can select projects on which he is actually working on and for example, within a project, only can track time on specific tasks or activities related to his job description. For example, a project leader can only track time on the task 'Project Management' for Project A, developers can only track time on the tasks 'Development', 'Testing', 'Technical Documentation' on this project and analysts can only select 'Analyses' and 'Functional Test'. Or you can set it up that every project team member can select every task that is defined within the project (for example if employees have different roles within a project).
Selection of projects can be either by a hierarchical structure (select parent, child, sub child etc.) or by the name of the project. There is also search functionality available to make selection of a project easy and fast.
See for more informaton about the column structure '1.2 Different number of columns on the entry screen'.
2.2 Project approval
Beside the approval for the entire sheet (see 1.7 Protection of submitted sheets)), it is also possible to define approvel procedures at the project level. A project approver approves (or rejects) any data that has been written on his project. They have easy acces to the details and either reject or approve the project data. As with the timesheet approval, multiple approvers and backup approvers can be defined and you can define automated e-mails per project.
2.3 Custom fields can be defined for every column
Custom fields can be defined on the column level and on the user level. Custom fields can be text, numeric, date fields. It can also be defined as a field selection list (text field with predefined values). Custom fields are not shown on the entry screen but are available for reporting and to expand the search screens in Timesheet.
Custom fields are great for sorting and cumulating data. For example, if you define the custom fields 'Department' and 'Manager' at the user level then it's easy to create a report that shows you the total amount of hours per department and/or per manager for a specific period. If you define at the task level whether a task is billable or non-billable then in no time at all you can report on the total of billable and non-billable hours (per task, per project, per department, per customer etc.). Journyx Timesheet comes with an integration for Excel. There is an option within the standard report generator that automatically transfers the data you selected to Excel and it creates a pivot table for you.
2.4 Accruals (automated counting of remaining time)
One column (default name 'Pay Type') enables the use of accruals. You can set an accrual for every user/'Pay Type' combination. For example, if you set an accrual for the pay type 'holiday/leave' for a certain user at the beginning of the year (e.g. 250 hours), then whenever this user writes time on 'holiday/leave' the number of hours is automatically subtracted from the accrual. This way employees can easily see how many 'holiday/leave' hours are available to them.
2.5 Optional free text column (use for example for comments
There is an optional column for a comment (a maximum of 255 characters). If you need more space, then you can also use project notes. These give you unlimited space where you can add text.
2.6 Projectnotes
There are several opportunities to add text to your entries. There is an optional comment column you can use which allows for up to 255 characters or you can add project notes. Project notes can contain an unlimited amount of text.
3. User
3.1 Repeat much used entries automatically
Previous made entries in previous periods can be set to be automatically repeated in the next period. The user will not have to make a project and task selection since the values in the columns will be prefilled with the previous values. Much used combinations of column values can either be temporarily (from up to 4 periods back) repeated or permanently. The user can define the settings in his preferences for the temporary memorized entries and can create permanent entries himself.
3.2 Number of blank lines on the entry screen
The user can set in their preferences, such as, how many blank entry lines are presented on the entry screen. In this screenshot, 3 blank lines are shown at first, but are then changed into 8 blank lines. This is done in the 'Preferences' tab where the user can define different settings.
3.3 Set project favorites (limit the amount of projects in the pull down field)
The user can limit the amount of projects that is shown in the project column. This comes in handy when a user can select from many projects but is only working on a few at a specific period. The user can define a favorite list which only shows the projects that he is currently working on. This makes the selection of projects easier and faster.
In this example no favorites or project list has been defined. The user can make a selection out of 10 projects. This screenshot shows you the definition of the project list (left are the available projects, right are the favorite list).
This last screenshot shows that only the favorites are displayed in the project pull down field.
3.4 Report generator
Journyx includes an internal reporting engine with many standard reports that can be modified to fit your reporting requirements. Line item and matrix time/expense reports can display data on any reportable fields, including new fields that are added and defined by the company. You can define the data to be displayed, as well as the items to be subtotaled (i.e., users, projects, days, weeks, etc.). In addition to the standard reports, the internal utility allows you to create new custom reports with user-defined parameters, subtotals, formats, etc. Reports can be pre-formatted for importing into third party packages such as most popular accounting, payroll, and project management software. Each report also includes a button at the top for easy viewing of the data in a variety of output and display formats. These formats include HTML, printer friendly, plain text and Cube Reports. Journyx Timesheet uses an OLAP/ Cube Reporting format that works through MS Excel Pivot Table functionality to customize and modify reports dynamically in the web browser. These can be easily exported to MS Excel with the click of a button where graphical reporting can be achieved. Users can also create new, custom reports with user-defined parameters, subtotals, formats, etc. Reports can also be scheduled to run automatically, report outputs can be saved, and saved reports can be emailed directly from Journyx.
There are several types of reports within Journyx Timesheet:
- Standard Reports
- Scheduled Reports
- Saved Reports
- Sheet Status Reports
- System Reports
- Rate Reports
Once a report is defined it can be shared with other users (copy report definition to other users).
Users only see the data on reports for which they are authorised.
Standard Reports:
Standard reports provide information about the hours, expenses and mileage logged by users. There are several types of standard reports:
- Matrix Time Report (columns and rows)
- Time Report (line item report)
- Project Status Report (estimated hours / realized hours)
- Matrix Expense Report (columns and rows)
- Expense Report (line item report)
- Total Cost Report (overview and detail info of costs in time, expenses and mileage)
Filters and required period can be set, field selection (which fields have to be on the report), subtotals can be set.
Output can be in regular html, printable HTML, automated export to Excel or plain text.
Scheduled Reports.
Reports can be run at certain times.
Saved reports
The output of scheduled reports
Sheet Status Reports
Sheet Status Reports allow you to create reports that will display the status of users' sheets for the date range specified. You may choose to display all users or users that were late submitting their sheets.
System Reports
The system incorporates the ability to run reports on individual aspects of your Timesheet configuration, allowing you to get a 'big picture' view of the information contained within. With the System Reports, you can easily see which Users have access to which Projects, which Tasks are contained in which Groups, which Approvers are associated with which Mileage Approval Plans and nearly any other combination of internal data.
Rate Reports
Rate Reports display the pay rate, bill rate, amount paid, hours worked and the Rule that was applied to each user's time records in the report.
Click here for a short demonstration of the reporting tool.
There are many different standard reports that come with Journyx. These range from summary reports on projects, employees, work types, etc., to detailed reports, employee timesheet reports, project status and actual vs. estimate reports, as well as costing and financial reports and others.
Screenshots of example reports:
Project Status Report,
Estimate Comparison Report,
Summary Report,
Detail Report,
Matrix Report,
Cube Report,
Total Cost Report.
3.5 Change password
The administrator defines the security level of the password (password is valid for a certain period, must be a minimum of x characters, etc.). The user can change his password at any time.
3.6 Overview of all his sheets
The user has easy access to all his sheets in the system. Contents of the sheets and the history (when it was made, who entered the data, who approved, rejected, re-opened it?) of each sheet can be studied in detail.
3.7 Overview remaining holiday time
One column (default name 'Pay Type') enables the use of accruals. You can set an accrual for every user/'Pay Type' combination. For example, if you set an accrual for the pay type 'holiday/leave' for a certain user at the beginning of the year (e.g. 250 hours), then whenever this user writes time on 'holiday/leave' the number of hours is automatically subtracted from the accrual. This way employees can easily see how many 'holiday/leave' hours are available to them.
4. Authorisation
4.1 Authorisation roles
Every individual who will access the system is considered a user. Users can have one of several different roles that determine the abilities and access they will have. The default roles available in the system are User, Time User, Memorized Sheet User, Punch User, Manager, Project Manager, Reporter, Timekeeper, and Administrator. In addition to the default roles, you can define your own authorization roles (not in the freeware version). You can then remove any functionality you do not use ('Expenses' or 'Mileage,' for example) from the entry screen.
4.2 Access to projects and tasks
Access to projects and tasks (the values in the columns) is granted to groups. Objects such as users, projects and tasks can be placed in one or more groups. Groups can be anything you want, for example units in your organisation (departments, offices), project groups or even individuals.
4.3 Custom field security
Custom fields authorisation (define which authorisation roles can see and/or change the custom field values).
4.4 Password demands
The administrator sets the password standards.
4.5 Hosting (SaaS service of Journyx) uses HTTPS
Besides installing Journyx Timesheet on your own server you can choose the SaaS (Software as a Service) option that Journyx provides. The Timesheet software will be installed and maintained for you on one of Journyx servers. Journyx handles the technical administration for you (installing upgrades at request, making backups every day and making sure that Timesheet is available to you). You connect to your Timesheet installation through a secure HTTPS-connection.
5. Report generator
5.1 Standard report generator available
See for more informaton about reports '3.4 Report generator'.
5. 2 Copy a report to other users
Once a report has been defined the report can be shared with other users through the copy of reports function. This will set up a copy of the report in their reports menu. In the definition of a report you can determine if users may change the report (if so, changes are made in their copy not yours).
5.3 Users only see their own entered data
A user will only see the data for which he is authorised. At the user level this means that only the data the user has entered will be shown. The administrator will see all the data in the system, a manager will only see the data of the employees for which he is the manager.
5.4 Integration with Excel (automated creation of pivot tables)
In the payed version of Timesheet integration with Excel exists ('Cube Report' in the Report section). This option will transfer the data on the report to Excel for you and will create a pivot table automatically thus enabling you to see and interpret the data on every level (per customer, per project, per task, billable vs. non-billable hours, etc.) and makes invoicing easy.
5.5 System reports for the administrator
System reports gives the administrator an overview of the database. Which projects are defined and in which groups are they placed? Which users are defined in a group?
5.6 Status overview of all sheets in the system
The sheet status overview shows the status of every sheet in Timesheet in one report, enabling you to see which users are late, which sheets still must be approved, etc.