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Synopsis

Have you ever struggled with keeping track of your team's work hours and figuring out the costs? We created a Timesheet Template to help with this. This template helps you manage all work hours, including breaks and overtime, in one place. It analyzes performance and financials with weekly and monthly dashboards. Plus, you can automatically create PDF reports to monitor and validate monthly work hours.

This way, you won't have to worry about unexpected overtime hitting your company's budget or not getting paid correctly. For teams, a Timesheet can lead to cost savings through smarter time management. Freelancers can rest assured that every hour worked is properly recorded and paid for. And the best part? It saves you time organizing and doing the math, giving you more freedom to focus on other projects and tasks.

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Content

How to use the template

Before using the template, it's helpful to know how it's set up. The blue highlighted fields – or blue text – are where you need to enter your information, and they're essential for the template to work correctly. The black fields have special formulas and calculations. Be careful not to delete the fields with black numbers or make big changes, as they are important for the template to function properly.

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This template is designed for ease of use and features tabs organized by color for easy navigation: blue for 'Input tabs,' green for 'Dashboard tabs,' and gray for 'Reports & PDFs tabs.' The blue tabs are where you input your data, including company details, employee names, supervisors, and the hours each employee works daily. This section is also where you log in for specific working hours. The green dashboard tabs automatically refresh with graphs that illustrate the data you've entered in the input tabs. These visuals help you understand the total hours worked, distinguishing between regular and overtime hours. Lastly, the gray tabs are designated for auto-generating PDFs, available on demand. These PDFs offer a comprehensive.

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How to register hours worked

Understanding how to log your hours accurately is crucial for maximizing the benefits of this template. The process begins in the 'Fields' tab, where you set up initial information. In the 'Timesheet fields' section, enter details for employees and supervisors as needed. In the "Supervisor distribution" table, part of the "Timesheet details" section, link each supervisor to their respective employees. This setup enables the template to populate related fields automatically.

You can also add reasons for absence and two customizable fields tailored to your company's specific requirements. This flexibility allows for tracking various elements such as clients, projects, departments, or any other pertinent information. These settings will be available as dropdown menu options, simplifying the timesheet completion process.

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To log hours, move to the 'Timesheet input' tab, structured into distinct sections for easy data entry:

  1. 'General details' for logging the date and the person responsible.
  2. 'Work hours details' for recording start and end times, breaks, and reasons for absence, if any.
  3. 'Customizable Inputs' for the previously set up customizable fields, with an extra field for any important notes.
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Filling in these details triggers two automated calculation sections: 'Work hours' and 'Payment Calculation'. These sections analyze the cost of the workday, including regular and overtime hours, which we'll explore further.

How to track costs and extra hours

Properly managing overtime is essential for controlling operational costs. In our Timesheet Template, you can configure the overtime calculation rules in the "Fields" tab to suit your needs. You can select between daily or weekly cumulative calculations for overtime. Opting for daily calculation means the template will account for any overtime worked by an employee on a daily basis, providing additional pay for these hours regardless of the total hours worked over the week. On the other hand, the weekly accumulation method calculates overtime only if an employee's total weekly hours exceed the standard workweek hours, offering a more precise approach to budget management.

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You can also customize the workweek duration to align with your team's schedule, whether it's five, six, or seven days. This customization ensures the weekly workload and overtime are calculated accurately for effective cost management. Specifics about daily work hours, hourly rates, and overtime rates are entered in the "Employees work hours" table under the "Timesheet details" section. You can assign each employee their expected daily hours and rates, with the template automatically calculating the total expected weekly hours based on the workdays specified.

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Following this initial setup, the "Timesheet input" tab becomes the place for daily hour logging and cost calculation. As you enter start and end times, along with breaks, the template automatically processes this information to generate insights in the final two sections: "Work hours" for tracking total regular and overtime hours, and "Payment calculation," which assesses the costs associated with these hours based on the parameters set in the "Fields" tab.

How to monitor results

Once the initial configurations are made in the "Fields" tab and hours are logged, the dashboards offer a comprehensive and detailed analysis of the outcomes. The "Weekly Summary" tab serves as a pivotal point for reviewing how hours were allocated over a chosen week. It includes filters for time periods—like year and month—and specific categories such as employees and supervisors, which facilitates granular analysis.

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The dashboard presents a clear breakdown of total worked hours alongside the costs incurred, distinguishing between regular and overtime hours. It employs charts to depict the distribution of hours and costs across employees and by day, enhancing visibility into operational dynamics. Additionally, it tracks the total days off taken by employees, categorized by reason, which aids in precise management and fosters improved coordination within the team.

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Toward the bottom of the tab, the template consolidates the week's data, detailing dates, employees, workdays, and the overall cost. These weekly insights extend into the monthly dashboard, which compiles the data for the entire selected month. This level of analysis can uncover working trends, pinpoint areas where overtime is excessive, and support strategic planning for staffing on upcoming projects.

How to create PDF reports

Our Timesheet Template includes features for creating PDF reports that provide detailed insights into work hours on both individual and team levels. These tabs come equipped with a filtering function and allows the generation of reports for particular time frames.

The "Timesheet Report" tab is tailored for generating individual employee reports. This function is particularly useful for detailed hour tracking and simplifies the process of validation by supervisors, including spaces for the necessary signatures. This personalized report aids in maintaining transparency and accountability for each employee's work hours. Conversely, the "Employee Report" tab aggregates the hours worked by all employees reporting to a specific supervisor into a single, comprehensive report. This collective view allows supervisors to assess the total hours their team has worked efficiently, laying a robust groundwork for verifying reported hours and managing team productivity.

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Export the PDF

After setting the period you wish to export your reports, you can issue them in PDF. Here's how:

  1. Click on the "File" tab in the upper left corner of Excel. From the sidebar menu, select "Print."
  2. Choose "Microsoft Print to PDF" and click "Print" again to choose where to save the PDF;
  3. If you have a printer, select it to print your report for signature directly.

Customize the logo

You can also insert your own logo into the template. To do this, follow these steps:

  1. Navigate to the "Insert" tab on the ribbon;
  2. Click on "Pictures" within the "Illustrations" group;
  3. Select "Over cells" > "This Device" > Browse for the image file, select it, and click "Insert."

Once inserted, the image will appear over the cells. You can click and drag the image to position it wherever you want. To resize the image, click on it and drag any corner or side handles.

Conclusion

The Timesheet Template enhances the management of work hours, equipped with customizable data entry options and automated calculations for hours and costs, thus simplifying operational decision-making to optimize team hours and budget utilization. This template is aimed at improving outcomes, while its user-friendly design saves time, allowing you to concentrate on other crucial tasks.

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