Timesheets by Tasks

Purpose

The Timesheets by Tasks feature allows organizations to calculate employee working hours based on time recorded against tasks rather than traditional check-in and check-out attendance.

When Timesheets by Tasks is enabled, employee attendance and working hours are generated from task timesheet entries recorded within the Tasks and Projects modules. This method is ideal for project-based organizations, service teams, agencies, consultants, and employees whose work is tracked through task completion rather than physical attendance.

The recorded task time is used to:

• Calculate employee working hours

• Generate attendance records

• Measure time spent on tasks and projects

• Support project reporting

• Provide timesheet summaries

• Contribute to payroll-related attendance calculations

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Create

Prerequisites

Before using Timesheets by Tasks:

1. Create the required Shift Categories.

2. Create and assign Shifts to employees.

3. Enable Timesheets by Tasks in Timesheet Settings.

4. Ensure employees have access to tasks and projects.

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Configure Timesheets by Tasks

Step 1: Configure Employee Shifts

1. Create the required Shift Categories.

2. Assign shifts to employees through the Shifts screen.

Step 2: Enable Task-Based Timesheets

1. Navigate to Timesheets & Leave from the left sidebar.

2. Open Timesheet Settings.

3. Select Timesheets by Tasks.

4. Save the configuration.

The system will begin calculating attendance using task timesheet entries.

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Create Task Timesheets

Employees can record working time using any of the following methods.

Method 1: Record Time from Task Details

Step 1: Open a Task

1. Navigate to the Tasks module.

2. Open the desired task.

Step 2: Enter Working Time

1. Enter the Start Time.

2. Enter the End Time.

3. Select the appropriate Member.

4. Click Save.

The time entry will be recorded against the task.

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Method 2: Record Time from Project Timesheets

Step 1: Open a Project

1. Navigate to the Projects module.

2. Open the desired project.

Step 2: Create a Timesheet Entry

1. Open the Timesheets tab.

2. Click Create Timesheet.

Step 3: Enter Time Information

1. Complete the required timesheet information.

2. Save the entry.

The recorded time becomes part of the employee's task-based timesheet.

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Method 3: Use Timer-Based Tracking

Step 1: Open My Timesheets

1. Navigate to My Timesheets.

Step 2: Start the Timer

1. Click Start Timer when beginning work.

Step 3: Stop the Timer

1. Click Stop Timer when work is completed.

Step 4: Assign the Task

1. Select the related task.

2. Click Confirm.

The recorded duration is automatically added to the task timesheet.

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View

Employees, managers, and administrators can view task-based timesheet entries through:

• Task Details

• Project Timesheets

• My Timesheets

• Attendance Reports

• Employee Timesheet Reports

The system displays the total working time recorded for each task.

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Edit

To modify an existing task timesheet entry:

Step 1: Open the Related Record

1. Navigate to the task, project timesheet, or personal timesheet entry.

Step 2: Edit Time Information

1. Update the start time, end time, task assignment, or other available details.

Step 3: Save Changes

1. Click Save.

The updated working time is immediately reflected in attendance calculations.

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Delete

To remove a task timesheet entry:

Step 1: Open the Timesheet Record

1. Navigate to the task or project timesheet entry.

Step 2: Delete the Entry

1. Select the timesheet record.

2. Click Delete.

Step 3: Confirm Deletion

1. Confirm the deletion request.

The removed time entry will no longer contribute to attendance calculations.

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Field Descriptions

Field	Description
Start Time	The time work begins on the task.
End Time	The time work ends on the task.
Member	Employee performing the work.
Task	Task associated with the recorded work time.
Timesheet Entry	Record containing employee work duration for a task.
Start Timer	Begins automatic time tracking.
Stop Timer	Ends automatic time tracking.
Confirm	Saves the timer-based time entry to the selected task.
My Timesheets	Personal timesheet workspace used to manage task-based time entries.

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Workflow Rules

Task-Based Attendance Rules

When Timesheets by Tasks is enabled:

• Attendance is calculated using task timesheet entries.

• Traditional check-in and check-out attendance is not used for working hour calculations.

• Employee working time is derived from task records.

Working Hour Calculation Rules

The system calculates working hours using:

• Start Time

• End Time

Calculation Formula:

Working Hours = End Time − Start Time

The calculated duration is added to the employee's attendance records.

Task Time Aggregation Rules

• Multiple task entries can be recorded during a workday.

• The system aggregates all valid task timesheet entries.

• Total working hours are calculated from the combined task durations.

Shift Assignment Logic

Although attendance is calculated from tasks:

• Employees should still have assigned shifts.

• Shift schedules provide the expected working schedule reference.

• Shift information may be used for attendance comparisons and reporting.

Timer-Based Tracking Rules

When using the timer:

1. Employee starts the timer.

2. The system records the start timestamp.

3. Employee stops the timer.

4. The system calculates the elapsed duration.

5. Employee selects a task.

6. The time entry is saved.

Attendance Processing Rules

Task timesheet entries automatically contribute to:

• Employee attendance records

• Daily working hour calculations

• Attendance summaries

• Workforce productivity reports

Overtime Calculation Rules

• Task-based working hours may be compared against assigned shift hours.

• Additional hours beyond scheduled working time may contribute to overtime calculations based on organizational policies.

Leave Request Workflow

• Leave calculations continue to reference employee shift schedules and leave records.

• Approved leave periods are considered separately from task-based attendance records.

Employee Assignment Rules

• Working hours are attributed to the employee selected in the timesheet entry.

• Each task timesheet entry must be associated with a valid employee.

Payroll Integration Behavior

Task-based attendance data may be used for:

• Payroll attendance calculations

• Working hour summaries

• Productivity analysis

• Project cost tracking

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Status Behavior

Task Timesheet Status

Status	Description
Recorded	Working time has been successfully saved.
Updated	Existing working time has been modified.
Deleted	Timesheet entry has been removed.

Timer Status

Status	Description
Running	Time tracking is active.
Stopped	Time tracking has ended and is awaiting confirmation.
Confirmed	Recorded duration has been assigned to a task.

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Synchronization

Data created in this screen is synchronized with:

• Tasks

• Projects

• Project Timesheets

• My Timesheets

• Attendance Management

• Employee Attendance History

• Attendance Reports

• Workforce Productivity Reports

• Overtime Management

• Payroll Processing

Task timesheet entries are immediately reflected in attendance and reporting calculations.

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Important Notes

• Timesheets by Tasks must be enabled before task-based attendance calculations can be used.

• Employees should have assigned shifts even when attendance is calculated through tasks.

• Working hours are calculated from recorded task durations rather than check-in and check-out activities.

• Time entries can be created from task details, project timesheets, or timer-based tracking.

• Timer-based tracking requires employees to assign the recorded duration to a task before confirmation.

• Deleting a timesheet entry removes its contribution to attendance and working hour calculations.

• Accurate task time recording is essential for attendance reporting, project tracking, and payroll calculations.

• Task-based attendance is best suited for project-oriented and service-based work environments.