SCAN, TRACK, REPORT AND EXPORT

Knowledge base

Browse our knowledge base for answers to frequently asked questions or checkout our getting started guide.

Frequently asked questions

General

Employees by default cannot see costs on timesheet reports and can only report on, or create charts from, their own timesheets.

Show / hide cost

Show costs to team members and project managers or hide sensitive data from users if required. When creating or editing a new employee turn on the "Show cost" setting to allow the team member to see costs on reports and charts.

Default resource

Set a default resource in the employee record and Timescan will use this resource automatically if no other resource is entered on a timesheet (see s Scanning workflows for setting scan timeouts if timeouts are required).

Force default resource: When the force resource control is set to on, all other resources entered on a timesheet will be ignored.

Scan other users

Timescan can be configured to use one employee login to enter timesheets for all employees, for example on a shared terminal in a workshop. Set the control for "Scan other users" to on, login to the shared terminal and scan a job / employee combination to record a timesheet for any employee. If no employee is recorded the logged in user account will be substituted.

Project manager

Project managers can be allocated in the Edit Projects menu in your Control Panel. Once a project manager has been allocated, the manager will be able to view Project timesheets and their own timesheets in the reporting and charting areas (by default employees can only see their own timesheets).

Export options

Turn the export feature on or off for individual employees in the Edit employee menu.

Project manager

Project managers can be allocated in the Edit Projects menu in your Control Panel. Once a project manager has been allocated, the manager will be able to view Project timesheets and their own timesheets in the reporting and charting areas (by default employees can only see their own timesheets). Project managers will be able to edit timesheets on projects they are managing. All other editing of timesheets must be done by the Timescan administrator account.

Show costs

By default, project managers will not be able to see costs on timesheet reports. To enable costs, go to the Edit employee menu and set the "Show costs" control to On.

Enable export

To allow project managers to export data for their projects, set the "Show export" control to On.

Timescan can be configured to use one employee login to enter timesheets for all employees, for example on a shared terminal in a workshop. Set the control for "Scan other users" to On, login to the shared terminal and enter a project / employee combination to record a timesheet for any employee. If no employee is recorded the currently logged in user account will be substituted.

For maximum efficiency Timescan should be used with a handheld scanner (wired, wifi or bluetooth), however timesheets can easily be entered via the keyboard.

On the timesheet entry page, set the "Scanning" control to Off to display the manual timesheet entry screen. Enter the project, resource or employee codes and click Save to start tracking a timesheet combination, to close the timesheet enter the same project, resource or employee combination and Timescan will find the correct timesheet and closed it automatically.

As soon as a timesheet is created (started), it is available in the timesheets reporting area. Enter a combination of date range, project number, employee or resource and click the View button to display the results. Timesheet results can be filtered, sorted and paginated using our responsive report formatting. Open timesheets will be displayed in red for easy identification during timesheet maintenance.

To run who's active type reports of timesheets, set the "Show open timesheets only" control to On. This will display all open timesheets within the query parameters you have set.

Charts and metrics are available in the timesheet Charts area. Use the X and Y axis controls to manipulate your data and display in a variety of chart formats including bar, line, pie, doughnut, radar and polar area.

Project manager

Project managers can be allocated in the Edit Projects menu in your Control Panel. Once a project manager has been allocated, the manager will be able to view project timesheets and their own timesheets in the reporting and charting areas (by default employees can only see their own timesheets). Project managers will be able to edit timesheets on projects they are managing. All other editing of timesheets must be done by the Timescan administrator account.

To allow project managers to export data for their projects, set the "Show export" control to On.
To run who's active type reports of timesheets, set the "Show open timesheets only" control to On. This will display all open timesheets within the query parameters you have set.

Config

The export file format can be configured in your Control Panel using the field selector provided in the Export configuration menu. Choose the field name from your timesheet file or choose "User defined" to define a constant field (the data provided for user defined fields is repeated in each line of your export file). Configure the required fields for your export file and click the Save configuration button at the bottom of the page.

Exporting

To export your data, login as either the account administrator or the project manager for the project(s). Go to the Reporting area and enter the required criteria and click the View button to display your results. Filter the results further using the report display controls, timesheets highlighted in red indicate open timesheets and will display as zero hours and zero cost until a finish time is recorded.

If using a keyboard, CTRL+Click or SHIFT+Click the tiemsheet entries to select individual timesshets for exporting.
To export all displayed timesheets click the CSV button.
To export all selected timesheets, click the CSV selected button.