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Timesheet Settings ​

Configure timesheet policies, working hours, and automated notifications to ensure timely timesheet submission.

Overview ​

Timesheet settings in Hidma allow administrators to configure policies and automation around time tracking and timesheet submission. These settings help ensure timesheets are submitted on time, working hours are tracked accurately, and team members receive appropriate reminders when needed.

Working Hours Configuration ​

Set expected working hours for team members to track time utilization and identify when hours fall short of expectations.

Setting Working Hours ​

  1. Go to Settings → Configuration → Team Settings
  2. Find the Working Hours settings row
  3. Click the three-dot icon at the end of the row
  4. Select Manage Settings
  5. Configure working hours for each team member or role
  6. Click Save

Automated Timesheet Notifications ​

Hidma can automatically send email notifications to remind users to submit their timesheets when they haven't met their expected working hours.

How Timesheet Notifications Work ​

When notifications are sent:

  • Daily, once the relevant week has elapsed
  • Only to users who haven't reached their expected working hours for that week

What users receive:

  • Email reminder about incomplete timesheet
  • Information about hours logged vs. expected hours
  • Prompt to complete and submit timesheet

Benefits:

  • Improved Compliance - Ensures timesheets are completed on time
  • Better Data Quality - Reduces missing or late time entries
  • Automated Reminders - No manual follow-up needed from managers
  • Increased Accountability - Users know expectations are monitored

Enabling Timesheet Notifications ​

To enable automated timesheet submission reminders:

  1. Go to Settings → Configuration → Team Settings
  2. Click the three-dot icon at the end of the Working Hours settings row
  3. Select Manage Settings
  4. Ensure the following options are enabled:
    • ✅ Set working hours for each team member
    • ✅ Send notification if number of hours have not been reached
  5. Click Save

Configuration Tip

Both options must be enabled for notifications to work. The system needs to know what the expected hours are (first setting) before it can notify users when those hours aren't met (second setting).

How It Works ​

Step 1: Set Expected Hours Configure expected working hours for each team member (e.g., 40 hours per week).

Step 2: Week Elapses The system waits for the week to complete (typically Sunday through Saturday, or your configured work week).

Step 3: Check Actual Hours Once the week ends, the system compares actual logged hours against expected hours.

Step 4: Send Notifications If actual hours are less than expected hours, the system sends a daily reminder email until the timesheet is completed.

Step 5: Stop When Complete Once the user logs sufficient hours and submits their timesheet, notifications stop for that week.

Best Practices ​

Timesheet Notification Best Practices

Set Realistic Expectations Configure working hours that match actual work schedules. Don't set 40-hour expectations if part-time staff work 20 hours. Unrealistic expectations create notification fatigue.

Communicate the Policy Tell team members about timesheet notifications before enabling them. Explain why timely timesheet submission matters and how the system will help remind them.

Review Exception Patterns If certain team members consistently miss timesheet deadlines despite notifications, investigate why. They may need training, have legitimate reasons, or face technical issues.

Use Notifications as Reminders, Not Punishment Frame notifications as helpful reminders, not disciplinary measures. The goal is better data quality, not catching people doing something wrong.

Monitor Notification Effectiveness After enabling notifications, track whether timesheet submission improves. If compliance doesn't increase, the underlying issue may not be forgetfulness.

Account for Leave and Time Off Ensure that approved leave, vacation, or sick time is properly accounted for so users on leave don't receive inappropriate notifications.

Adjust Working Hours as Roles Change When team members move from full-time to part-time (or vice versa), update their expected working hours to reflect their new schedule.

Common Scenarios ​

Scenario: New Team Member Onboarding ​

Situation: New employee starting who needs to understand timesheet expectations.

Solution:

  1. Set their expected working hours in Team Settings
  2. Enable notifications for their account
  3. Explain during onboarding that they'll receive automated reminders if timesheets are incomplete
  4. Provide training on how to log time and submit timesheets

Scenario: Chronic Late Timesheets ​

Situation: Multiple team members consistently submit timesheets late or incompletely.

Solution:

  1. Enable automated timesheet notifications
  2. Communicate the new policy to the team
  3. Monitor compliance over the next few weeks
  4. Follow up with individuals who still miss deadlines despite reminders

Scenario: Part-Time and Variable Schedules ​

Situation: Team includes both full-time (40 hours) and part-time (20 hours) staff.

Solution:

  1. Configure individual working hour expectations for each team member
  2. Set 40 hours for full-time staff
  3. Set 20 hours (or appropriate amount) for part-time staff
  4. Enable notifications for all
  5. System will send reminders based on each person's individual expectations

Scenario: Weekly Review Process ​

Situation: Manager wants to review timesheets every Monday but team members often forget to submit by Friday.

Solution:

  1. Enable automated notifications sent daily after the week closes
  2. Team members receive reminders over the weekend if timesheet incomplete
  3. By Monday morning, most timesheets are complete
  4. Manager can efficiently review submitted timesheets without chasing people

Troubleshooting ​

Users Not Receiving Notifications ​

Check:

  • Are working hours configured for the user?
  • Is the notification setting enabled?
  • Has the week elapsed? (Notifications only send after week closes)
  • Is the user's email address correct?
  • Are emails going to spam folders?

Too Many Notifications ​

Check:

  • Are working hour expectations realistic?
  • Is the user logging time correctly?
  • Are leave/vacation days properly accounted for?

Solution:

  • Adjust expected hours to match actual work schedules
  • Provide training on time logging
  • Ensure time-off is properly recorded in the system

Notifications Sending for Completed Timesheets ​

Check:

  • Did the user submit the timesheet (not just log hours)?
  • Are logged hours meeting or exceeding expectations?
  • Is there a delay in the system processing the submission?

Solution:

  • Ensure users understand the difference between logging hours and submitting timesheets
  • Verify that the timesheet submission was successful
  • Wait for next notification cycle to see if it resolves

Need Help?

For questions about timesheet settings or notification configuration, contact [email protected].

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