Time Card

Overview

Time Card is the simplest and easiest way to enter your time in Core on a daily or weekly basis for various periods. It requires a minimal amount of data entry and allows you to reuse the commonly performed activities on various projects besides saving entries automatically. You can customize the date range of your time card so as to match and sync your time card with your payroll period. Beside this, you can add memos and view entry details on it, see the workflow status (submit-approve indicators), billed status and memo on the grid, and do much more. Time Card attempts to duplicate a real time sheet with its grid-like layout and comes in two views:

  • Week

  • Day

You can set the Time Card to pre-fill the grid with the last used projects-activities or allocated tasks to speed up the time entry process, besides setting up incomplete time card reminders for yourself. This can be done in User Preferences. You can also view your task allocation summary on this screen to keep track of allocated hours used and remaining. Core allows you to copy the entire time card to the next week or day. Click to watch this video on time entry in Core.

CREATE_AND_SUBMIT_TIME_ENTRIES.jpg

Field Descriptions

Basic Tasks

Enter Time in Week View

Enter Time in Day View

Submit Time Card

View Reports

Advanced Tasks

Approve Time Card

Remove Blank Rows

Show/Hide Columns in Grid

Copy Time Card

Show/Hide Entry Details

Add Memos

Set Preferences

Send Time Card for eSign

Apply Filters

Mark Screen as Favorite

Field Descriptions

Field Name Field Description
Time Card >
Dates The dates and days displayed on the grid depend on your selection of the week/day option above and period from the More menu. This way the date range of your time card can match and sync with your payroll period, say weekly, biweekly (two weeks), semi-monthly (half a month) or monthly.
Hours Actual hours worked on a project. The same number of hours is automatically carried to the Client Hours field. If you export Core data to a payroll system, these hours are used as the basis for payroll or job cost reports.
Total The Total column on the Week view shows the total hours (per project-activity line and all together) of all time entered for the selected period, say biweekly or monthly. The Total row shows the total hours entered per day for various projects-activities.
L Code The legal industry has a set of uniform task-based codes Litigation Codes (L-Codes) that is used in coding time for billing purposes. You can select the L-Code for each time entry corresponding to its activity. These codes can be used for mapping purposes when exporting the invoices to LEDES . This is available only for the legal industry type.
Time Card > Entry Details >
Memo You can add a memo for the time entry, especially if it is required to do so. Core pre-fills it with the associated activity memo, if available.
Extra Any time worked beyond that specified in the contract. It is billable, but not deducted from the contract amount when a project is evaluated as over or under budget , unless specified in the billing schedule . It is in addition to the contract amount.   Time entered and flagged as extra creates an exception to the Automatic Evaluation rule. When marked as extra, the billable value is not evaluated against the project's contract amount.
Overtime It is the extra time worked on a project exceeding the daily or weekly Standard Hours. Overtime entries have their OT flag checked. According to FLSA, overtime is any time worked beyond 40 hours in a workweek.

 

Enter Time in Week View

When you open the Time Card screen, you are defaulted to your ID in the Show fields with the current week pre-filtered. It maintains the order of entries when changing the week after updating the time card. You can also sort the list by project even if there is no time recorded for the week. You can enter time in the week view for various periods: weekly, biweekly, semi-monthly and monthly.

To enter time using the Week view, watch this video or follow these steps:

    1. Open the Time Card screen from the side menu > Time & Expenses > Time Card.

time_card_week_view.png

      1. If you are a regular Time & Expense user, your Show option is pre-selected to Employee; otherwise, first select the Show option (Project, Employee or Vendor) and then move on.  

      2. Select Week on the top-right to enter time in the week view.

      3. Under More > Select Period, choose the relevant period for entering time on the grid. The dates The dates and days displayed on the grid depend on your selection of the week/day option above and period from the More menu. This way the date range of your time card can match and sync with your payroll period, say weekly, biweekly (two weeks), semi-monthly (half a month) or monthly. are displayed accordingly, obeying your beginning of the week settings from Global Settings.

      4. Click Add and enter the required information in the top row of the grid:

        • Project

        • Activity

        • Description

        • Hours: Actual hours worked on a project. The same number of hours is automatically carried to the Client Hours field. If you export Core data to a payroll system, these hours are used as the basis for payroll or job cost reports.

      5. You can move from one week to another by clicking the left/right arrow control on the right and also view the Total ( The Total column on the Week view shows the total hours (per project-activity line and all together) of all time entered for the selected period, say biweekly or monthly. The Total row shows the total hours entered per day for various projects-activities.) time on the side according to the period selected.

The time entry is saved automatically! You can view the weekly allocation summary on this screen to keep track of your allocated hours used and remaining. When an individual resource is allocated to an activity group, this dynamic allocation summary does not consider the activities that are part of the group for the used or spent value.

Note: In case of legal companies, you can also choose the relevant L-Code The legal industry has a set of uniform task-based codes Litigation Codes (L-Codes) that is used in coding time for billing purposes. You can select the L-Code for each time entry corresponding to its activity. These codes can be used for mapping purposes when exporting the invoices to LEDES. This is available only for the legal industry type. for your time entry.

Enter Time in Day View

When you open the Time Card screen, you are defaulted to your ID in the Show fields with the current week pre-filtered and today's date pre-selected. The Day view allows you to select any day in the selected period to view and enter time for one day at a time. You can enter time in the day view for various periods: weekly, biweekly, semi-monthly and monthly.

To enter time using the Day view, watch this video or follow these steps:

  1. Open the Time Card screen from the side menu > Time & Expenses > Time Card.

    time_card_day_view.png

  2. If you are a regular Time & Expense user, your Show option is pre-selected to Employee; otherwise, first select the Show option (Project, Employee or Vendor ) and then move on.
  3. Select Day on the top-right to enter time in the day view.

  4. Under More > Select Period, choose the relevant period for entering time on the grid. The dates (The dates and days displayed on the grid depend on your selection of the week/day option above and period from the More menu. This way the date range of your time card can match and sync with your payroll period, say weekly, biweekly (two weeks), semi-monthly (half a month) or monthly.) are displayed accordingly, obeying your beginning of the week settings from Global Settings.
  5. From the given period, select the desired day-date for your entry.

  6. Click Add and enter the required information in the top row of the grid:

    • Project

    • Activity

    • Description

    • Hours: Actual hours worked on a project. The same number of hours is automatically carried to the Client Hours field. If you export Core data to a payroll system, these hours are used as the basis for payroll or job cost reports.

  7. You can scroll horizontally to move from one day to another to enter time. Click Save.

You can view the daily allocation summary on this screen to keep track of your allocated hours used and remaining. When an individual resource is allocated to an activity group, this dynamic allocation summary does not consider the activities that are part of the group for the used or spent value.

Note: In case of legal companies, you can also choose the relevant L-Code ( The legal industry has a set of uniform task-based codes Litigation Codes (L-Codes) that is used in coding time for billing purposes. You can select the L-Code for each time entry corresponding to its activity. These codes can be used for mapping purposes when exporting the invoices to LEDES. This is available only for the legal industry type.) for your time entry.

Submit Time Card

In case of email notifications, Core allows managers to quickly approve or reject the workflow entries or items submitted by employees directly from the emails.

To submit a time card for approval, watch this video or follow these steps:

  1. Open the Time Card screen from the side menu > Time & Expenses > Time Card.

    time_card_day_view_submit.png

  2. Select a view (Week or Day) and date. The relevant time entries are displayed on the grid.

  3. In the Day view, click the Show/Hide Workflow Status icon on the right to see the status of the time entries.

  4. Select the time entries on the grid that you want to submit.

  5. Click Actions > Workflow > Submit. In the Week view, you can do the same and select rows to submit. If you want to un-submit time for some reason, select those rows and click Actions > Workflow > Unsubmit instead.

  6. On the Submit Time dialog, enter the required information:

    • Submit To: You can submit time entries to your manager or a specific person from the list.
    • Resource: This can be an employee or a vendor (contract employee or outside consultant). This option is available only if you choose Submit To: Specific.

    • Type: This represents the type of workflow assigned to the submitted time entries, depending on the purpose of the submission.
      - Billing and Payroll: if time entries are submitted for the purpose of billing the client as well as including them in the payroll of the employee. This option is selected by default.
      - Billing: if time entries are submitted only for the purpose of billing the client
      - Payroll: if time entries are submitted only for the payroll of the employee
  7. Click Done.

View Reports

To print a report:

  1. Open the Time Card screen from the side menu > Time & Expenses > Time Card.

    time_card_reports.png

  2. In the list view, click More > View Reports.

  3. Select a report from the Report List dialog. It opens in the viewer.

  4. Preview the report and then choose to export or print it.

Approve Time Card

As a part of the workflow, Core allows you to approve the time entries submitted to you. Only billable and approved entries are available for billing even though Core charges all entries against the budget or contract amount. Approving time entries prevents modification by any user with limited security permissions. You can also reject the submitted time entries for any reason. However, only submitted or forwarded time entries can be rejected, not the approved ones. In case of email notifications, Core allows managers to quickly approve or reject the workflow entries or items submitted by employees directly from the emails.

Note: Company managers or owners might want their time entries to be approved automatically. You can select the auto-approve options for time and expense entries at the global level for all or at the project level for selected projects.

To approve a time card:

  1. Open the Time Card screen from the side menu > Time & Expenses > Time Card.

    time_card_approve.png

  2. Select a view (Week or Day) and date. The relevant time entries are displayed on the grid.

  3. In the Day view, click the Show/Hide Workflow Status icon on the right to see the status of the time entries.

  4. Select the time entries on the grid that you want to approve.

  5. Click Actions > Workflow > Approve. In the Week view, you can do the same and select rows to approve. If you want to un-approve time for some reason, select those rows and click Actions > Workflow > Un-approve instead.

  6. On the Approve Time dialog, enter a Memo, if needed, and click Done.

Remove Blank Rows

To remove blank rows in the time card, watch this video or follow these steps:

        1. Open the Time Card screen from the side menu > Time & Expenses > Time Card.

 

time_card_clear.png

 

        1. In the Week view, select the blank rows on the grid that you want to remove specifically. You can also choose not to select any rows.  

        2. Click Actions > Remove Blank Rows. It removes the selected blank rows. If you did not select any specific rows, it removes all blank rows.

Show/Hide Columns in Grid

You can configure the fields or columns that appear on the grid. You can hide or show columns, and sort the order of columns according to your requirements.

To do so, watch this video or follow these steps:

        1. Open the Time Card screen from the side menu > Time & Expenses > Time Card.

time_card_show_hide_columns.png

        1. Click More > Show/Hide Columns on the action bar.
        2. Select or un-select the column names in the drop-down list, say Client.
        3. Next, click the column name you want to sort the data by, say Activity.
        4. Click once for ascending order ( A-Z) and twice for descending order ( Z-A).

Note: You can resize the column widths on the grid and then reset them, if needed (More > Reset Column Widths).

Copy Time Card

Core allows you to copy the time card from one day or week to another. It also allows you to copy selective or individual time entries to another date. This is a useful option when you are working on the same project and activities. However, this option is not available for semi-monthly and monthly periods.

To copy the time card, watch this video or follow these steps:

        1. Open the Time Card screen from the side menu > Time & Expenses > Time Card.

          time_card_copy_from.png
        2. Select your Week or Day view from the top and then under More > Select Period, choose the relevant period for copying time. The dates The dates and days displayed on the grid depend on your selection of the week/day option above and period from the More menu. This way the date range of your time card can match and sync with your payroll period, say weekly, biweekly (two weeks), semi-monthly (half a month) or monthly. are displayed accordingly, obeying your beginning of the week settings from Global Settings.
        3. Click More > Copy From.
        4. On the Copy From dialog, select the week/two weeks or dates whose time entries you want to copy to your current time card. Core displays the total number of hours that exist in that source week/two weeks to allow you to decide if it is the right week.
        5. Click Continue. The time entries fill up your time card.

Alternatively, you can also copy the selective time entries to another week or date. To do so:

        1. On the Time Card, after choosing your period, select the time entries on the grid that you want to copy.

          time_card_copy_to.png
        2. Click Actions > Copy To.
        3. On the Copy To dialog, select the week/two weeks or day to which you want to copy the time entries.
          • Tomorrow/ Next Week/Two Weeks: Next Week/Two Weeks is in reference to the current date and not the selected time card week.
          • Yesterday/ Prior Week/Two Weeks: Prior Week/Two Weeks is in reference to the current date and not the selected week.
          • Custom: date or week
        4. Click Continue. The selected time entries fill up your time card.

Note: Core displays the total of hours that are already logged in the target week/two weeks to allow you to make any adjustments while copying time entries.

Show/Hide Entry Details

To view or hide the details associated with a time entry, watch this video or follow these steps:

        1. Open the Time Card screen from the side menu > Time & Expenses > Time Card.

time_card_details.png

        1. In the Week view, click More > Show Entry Details.

        2. Then click any cell to enter your time and open the Entry Details dialog.

        3. Enter the required details:

          • Memo: You can add a memo for the time entry, especially if it is required to do so. Core pre-fills it with the associated activity memo, if available.
          • Billable
          • Overtime
          • Extra: Any time worked beyond that specified in the contract. It is billable, but not deducted from the contract amount when a project is evaluated as over or under budget , unless specified in the billing schedule . It is in addition to the contract amount.  
            Time entered and flagged as extra creates an exception to the Automatic Evaluation rule. When marked as extra, the billable value is not evaluated against the project's contract amount.
        4. Click X on the top or anywhere outside on the grid. The time entry is saved automatically!

        5. Entries with memo details display an icon in its cell, which you can click to open.

This does not apply to the Day view as you can view all the details on the grid itself. The cell also displays the submit or approve icon when the Show/Hide Workflow status is turned on. You can view the billed status of the entry as well on the grid in the form of a colored band.

Add Memos

Depending on your chosen view, Week or Day, you can enter a memo In Time Card, especially if it is required to do so. Core pre-fills it with the associated activity memo, if available. When a memo is required for a project, Core highlights those entries and notifies you about those projects. Memos accept formatted text with html input and images.

To add a memo, watch this video or follow these steps:

        1. Open the Time Card screen from the side menu > Time & Expenses > Time Card.

time_card_memo1.png

        1. Select Day or Week on the top-right and then enter your time.

        2. In the Week view, click a grid cell to open the Entry Details dialog. You can also use Ctrl + M to open the memo box.

        3. Enter a memo into the text box and apply formatting using the formatting toolbar.

        4. Then click X at the top to close it. The time entry is saved automatically and the cell displays an icon to denote the appended memo. On the other hand, in the Day view, click on the Memo field in the data entry grid.

time_card_memos_2.png

        1. On the Enter Memo dialog, enter a memo and then close it by clicking X on the top-right.

        2. Click Save.

Set Preferences

You can set up time entry-related preferences in the User Preferences screen.

To do so:

        1. Open the Time Card screen from the side menu > Time & Expenses > Time Card.

        2. In the list view, click More > Preferences.

        3. On the User Preferences screen, click Time on the left panel.

          time_card_preferences.png

        4. Select the options you want for your Time Card.

        5. Click Save to save the settings.

Send Time Card for eSign

You can send your time card and reports to your external clients, Core employees or other contacts to be reviewed and signed electronically via DocuSign. For that, you must have first connected Core to your company's DocuSign account via the Integrations screen. Core automatically adds the signed documents to the Documents tab of the entity (record) as separate attachments.

To send a time card for eSignature:

        1. Open the Time Card screen from the side menu > Time & Expenses > Time Card.

          time_card_esign1.png
        2. In the list view, click More > eSign. (This option is not available if your Core account is not connected to a DocuSign account.)
        3. On the Report List dialog, select the time card report you want to send for esigning. To include selective entries in the report, make sure you choose the relevant period and filters beforehand.
        4. On the eSign - Email Details dialog, choose the To recipients or contacts to whom you want to send the time card via DocuSign.

          time_card_esign2.png
        5. You can review and customize the email message, if needed. It is pre-filled with the email details from the Integrations > DocuSign Settings screen.
        6. At the bottom, select your Save Options. You can specify where you want to save the signed copy of the document, say Company Profile (as a company document) or Specific Record (as a document of an individual record of a specific entity). Core remembers this selected location for the next time a document of that type is sent out for eSignatures.
        7. Click the relevant option:
          • Send: Clicking the ‘Send’ button sends the time card to all recipients. If multiple recipients are selected, each recipient receives a copy or version of the time card to sign.
          • Send with Preview: If you choose to preview the document before sending, you are redirected to the DocuSign editor embedded in a new Core tab. From there you can make adjustments to the DocuSign document like adding, removing, and rearranging tags throughout the document.
        1. Core displays the progress bar and opens the time report in the Send for eSignature screen.

          time_card_esign3.png
        1. Here you can insert Standard Fields like Signature, Initials, Date Signed, Name, etc. into your document where needed.
        2. You can take more actions on the document by selecting the relevant option from the Actions menu on the right.
        3. Before sending, you can also preview the document by clicking Recipient Preview on the top-right. Else, click Continue to skip the preview.
        4. Click Send to send the time report to the recipients.

The document is then received as an email by the recipients (your contacts), who can then review and sign it electronically. The recipients also receive an email when the action is completed by them. DocuSign informs us via email if the document was reviewed, accepted or declined by the recipients. The signed documents are saved in the specified location.

Apply Filters

To view selective data on the grid, watch this video or follow these steps:

        1. Open the Time Card from the side menu > Time & Expenses > Time Card.

time_card_filters.png

        1. In the Week or Day view, click filters-01.png on the right.

        2. On the Filters panel, select a filter from the drop-down and specify individual records or range.

        3. Click Add Filters to specify more filters.

        4. When you have finished, click Apply Filter . You can see selective data now.

        5. In the grid view, you can remove the individual filters by clicking remove-01.png on each. To disable applied filters temporarily or remove all filters, click filter_icon.pngnext to the Filters icon and select Disable Filters or Clear All, respectively.

Mark Screen as Favorite

You can mark or flag the most-often used and important screens in Core as your favorites up to a maximum of ten. These favorite screens then display separately on the side menu under the Favorites list. You can manage all your favorite screens in Core from User Preferences.

To mark this screen as your favorite, watch this video or follow these steps:

        1. Open the Time Card screen from the side menu > Time & Expenses > Time Card.

time_card_fav.png

        1. In the list view, click favorites.png on the top-right.

        2. You can access this screen from the side menu under Favorites.

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