Setting up a Timmi Timesheet regulation

Before you get started

This page explains how to create a new Timmi Timesheet regulation or modify the parameters of an existing regulation.

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If you want to manage a new population of Timmi Timesheet submitters operating differently from other submitters, you will have to create a new work cycle and a new regulation.

Creating a new work cycle

To differentiate the new population of submitters, you must create a work cycle for them from the cogwheel at the top right > work cycles.

If you have users who must submit their time in schedules and others in hours or some who submit in Attendance mode and others in Activities mode, you must create separate work cycles. To more easily tell them apart, we recommend you give them clear names (for example: ‘Full-time - hours’, ‘Full time - schedules’ or ‘Package per days - attendance’, ‘Package per days - activities’).

For more information on work cycles, visit the Creating and Managing Work Cycles page.

After creating this cycle, go to the HR file for the concerned employees (from Employees > Application information > Work cycles) and assign this new work cycle to them from the date you want them to submit their time according to the new regulation.

Create a new regulation

New regulation

To add a regulation, go to Settings, and click on ‘New regulation’ at the top.

You can choose between creating a new regulation or duplicating an existing one.

Whenever possible, we advise you to Duplicate an existing regulation that is similar to the one you want to create (same submission method, same work cycle unit, similar checks and times).

As indicated below (Configuring time accounting), configuring the time accounting rules for a regulation requires assistance from the help desk. And if you create a blank regulation, you have to request this section from us.

You can rename the regulation you have created to make it easier to find

When creating a blank regulation, you must indicate:

  • The name,
  • the submission method: Attendance or Activities,
  • work cycle unit: days, hours or schedules (only for the Attendance method),
  • the start date of the timesheet submission.

Configuring the regulation

Defining concerned employees

Attach the work cycles to the regulation by clicking on the "Work cycles" row and save.

Only available work cycles are displayed in the drop-down list: those that are not attached to another regulation, and that are in the same unit as the regulation in question (days, hours or schedules).

An employee cannot be associated with two regulations in the same period. They can switch from one regulation to another if they changes work cycle on a given date.

Defining submission methods

In Submission methods, choose the submission frequency: month, week or month in whole weeks.

If you report overtime by the week, you must select a weekly or monthly frequency in whole weeks.

If you select a calendar month frequency but configure time accounting rules by the week, if a week overlaps two months, overtime hours worked at the start of the week will not be reported until the following month. As a result, you may not be able to understand the overtime calculations for the following month.

With the ‘whole week month’ frequency, if a month ends in the middle of a week, the last days of the month will be linked to the following month.

Configuring the approval process

From this menu, you can:

  • Schedule reminders to be sent to submitters,
  • Set up email notification to be sent to managers when an employee sends their timesheet for approval,
  • Define the various stages of the approval process, setting up any automatic approvals via warnings and checks (see below Configuring checks and warnings),
  • Prevent administrators from approving their own timesheet.

For more information on the approval process, please refer to this help page: Configuring the approval process for a Timmi Timesheet regulation.

Configuring checks and warnings

The next menus contain all the parameters relating to the rules on working time:

  • imperative rules, which restrict entry:

  • checks, which are checks on times entered and trigger visual warnings on the timesheet and in the approval process, highlighting unusual situations and drawing the manager's attention to them during approval:

  • customized warnings. These are free warnings in the form of a checkbox, a label, and an error message if unchecked. These customized warnings that enable rules to be implemented that Timmi Timesheet would not be able to calculate itself, such as the daily rest period for managers on package per days who do not submit their schedules.

Configuring time accounting

Setting up time accounting parameters, and in particular managing Timmi Timesheet Rules, is very complex and requires the assistance of the help desk. Incorrect settings in this section can have serious consequences for incorrect overtime accounting.

Configuring time exports

From the Export module, configure the export of overtime hours to payroll or Timmi Absences, and/or the export of activities, following the procedure described here: Configuring exports from Timmi Timesheet.

Enabling axis application settings

If you have chosen Activities mode, the last Axis application settings tab displays the analytical sections available in your database.

Important: axis application settings are common to all regulations: if you enable an analytical section in a regulation, it will be enabled for all regulations in Activities mode.

Tick the sections that your employees have to post time on. For each section, select whether it is mandatory, has a default value, is editable or is hidden. An editable section cannot be hidden.

The "Mandatory" setting offers 3 choices:

  • "Never": selecting a value for this analytical section is optional
  • "Always": selecting a value for this analytical section is required
  • "When available": selecting a value is not required for this section unless it contains values. For example, if you have a Projects - Tasks tree structure and you choose the "When available" setting for the Tasks section, the user does not have to select a task unless the selected project has one.

If a child section is mandatory, the parent section values will only appear in the Timmi Timesheet search if the user has access to the child values. For example, with a customer > Project > Task tree structure, where the customer and Project are always mandatory, a user will not see customer A unless they have access to at least one of customer A’s projects.

To administer analytical sections, please refer to this help page: Creating and administering analytical sections

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