Create a time card

Time cards can be created automatically or manually.

Before you begin

Role required: timecard_user

About this task

  • Automatic: Use the following options to automatically generate the time cards:
    • By updating task: Configure time cards to be created when a user updates a task record. This behavior is controlled by a time card property that is set to false by default. In Project Task, Incident, Problem, and Change records, the Time worked field does not appear by default and must be added to the form.
    • By scheduled job: Configure time cards for the project tasks to be generated automatically for the users through a scheduled job. Only admin can configure to run a scheduled job.
    Note: Time cards cannot be created automatically when you use the mobile interface. Use the desktop interface if you want to use the automatic time card feature.
  • Manual: Create a time card for each task and enter the times manually.

Procedure

  1. Create the time card with one of these options.
    OptionSteps
    From the time card list
    1. Navigate to Time Sheets > My Time Cards > All.
    2. Click New.
    From a time sheet related list
    1. Open the time sheet for which you want to create the time card.
    2. Click New on the Time Cards related list.
    From a time sheet related link
    1. Open the time sheet where you want to create the time card.
    2. Click any of the following related links:
      • Generate Time Cards: It generates the time cards for all project tasks assigned to the user for the time sheet week. With this option, time cards are generated only for the project tasks that are in progress or planned in that week.
        Note: The level at which the time cards are generated using this option (i.e. at project level or task level) is determined by the Generate time cards for top task only field on the project form.
      • Copy from previous time sheet: It copies all the time cards (for project and non-project tasks) from a selected time sheet.
      Note:

      When using the related links for creating time cards,

      • if a time card already exists for a project task for the time card week, a duplicate time card is not created.
      • time cards are generated only for those project tasks that are in progress or planned in that week.
  2. Fill in the fields.
    Table 1. Time card form fields
    Field Description
    Week starts on Starting date of the week for which the time sheet is created. It is automatically filled.
    Note: It is controlled by the time card property What day should time cards start on, default is Sunday.
    State The current state of the time card. All new time cards begin as Pending.

    Following are the default states: Pending, Submitted, Approved, Processed, and Rejected.

    Category Type of task for which the time card is created.
    Task Task to which the time card is associated.
    User Name of the user for which time card is created.
    Remaining effort The amount of work time left for the planned task. It is the remaining effort on the planned task table and is calculated as:

    Remaining effort = Planned effort - Actual effort

    Note: The field is not visible on time card form by default. Configure the form to add this field if required.
  3. Click Submit.

Result

  • The time card is created for the selected time card period.
  • A time sheet is created for the time card week, if the time sheet for the week does not exist.
  • For the time cards generated using Generate Time Cards related link or a scheduled job, the level at which the time cards are generated is determined by the Generate time cards for top task only field on the project form. If it is set to true, all the time cards for the planned tasks are generated for the top task only i.e. at the project level. If it is set to false, separate time cards are created corresponding to each planned task in the project.

What to do next

After the time card is created, the hours for that task can be incremented automatically from the Time worked field in the task record. This is controlled by a time card property Auto-fill a user's time card with time from their 'Time worked' entries, which is set to false by default. If automatic updates for time worked are not configured, the time card must be updated manually by the user.