Sign in and Sign up using Google

We have recently added the ability to sign in to OfficeMA Timesheet using personal and Google Apps for Work accounts. If you have a Google account with an email address that matches the email address of your OfficeMA Timesheet account simply click the sign-in with Google button on the login page

OfficeMA Login

You can also sign in with Google when using the Chrome Timer extension. On the options page, instead of entering your OfficeMA Timesheet login details, such as email address and password, simply click the Sign in with Google button to authenticate using your Google account.

Chrome Timer Options Page

 

New users can also sign up for OfficeMA Timesheet by using personal and Google Apps for Work accounts.

Per Project Currency and Tax Rate

When using OfficeMA Timesheet you can set a business-wide currency and tax rate in the Business Settings window. OfficeMA Timesheet will use the the tax rate to calculate Gross amounts in the revenue reports. The currency is used to format monetary values.

There might be a requirement for a particular project to have its own currency and tax rate. In this case OfficeMA Timesheet provides the ability to set a custom currency and tax rate per project. This is available from the Regional Settings on the project window:

Per Project Tax Rate

The tax rate set for the project will take precedence over the business wide tax rate. This is handy if the project is billed in a region with a tax rate different from the business wide rate.

Per Project Currency

When a custom currency is set for a project, OfficeMA Timesheet will consider all the monetary values set on the project (rate, budget) and its tasks to be in that currency. When generating aggregate reports for projects with mixed currency, OfficeMA Timesheet will use currency conversion* to convert all the net and gross values into the business’s main currency. Gross and net amounts are displayed in two windows in OfficeMA Timesheet:

  • Dashboard Window: All revenue values in the dashboard reports are displayed in the business wide currency defined in the Business Settings window. If any of the projects use a custom currency then currency conversion* is done so that all values are in the business’s main currency.
  • Timesheet Overview Window: The Timesheet Overview window uses the following two rules:
    1. If all the displayed values use the same currency then they are displayed in the that currency.
    2. If the displayed values contain a mix of currencies then all the values are converted* to the business’s main currency.

Example

To explain the per project currency and tax rate, let’s consider an example. Consider a business with GBP as the main currency and 20% as the main tax rate. Two of the projects use custom currency and tax rate:

  • Project 1: Uses CNY (Chinese Yuan Renminbi) as currency and 0% tax rate.

Project tax rate and currency

  • Project 2: Uses EUR (Euro) as currency and 15% as tax rate.

Project currency and tax rate

Timesheet Overview Window

When only project 1 is viewed on the Timesheet Overview window, the project currency is used, as reflected in this screenshot:

Project currency

When only project 2 is viewed, the project currency is used, as reflected in this screenshot:

Project currency

When projects with a mix of currency rates are viewed, OfficeMA Timesheet uses currency conversion* to convert all the monetary values that are not in GBP (the main currency) to GBP, this is reflected in this screenshot:

Project currency

In all scenarios the tax rate defined at the project level takes precedence over the one defined in the Business Settings.

Dashboard Window

The Dashboard window will show all monetary values in the business’s main currency. If any project uses a custom currency then currency conversion* to the main currency is done. This is reflected in the screenshot below:

Dashboard Reports

 

Disclaimer

* OfficeMA Timesheet uses open exchange rates for currency rates. When currency conversion is used the values displayed/exported are provided for informational purposes only, and do not constitute financial advice of any kind. Although every attempt is made to ensure quality, NO guarantees are given whatsoever of accuracy, validity, availability, or fitness for any purpose – please use at your own risk.

New features, bulk import, dashboard and many more

We have recently added many features and made many enhancements to OfficeMA Timesheet. This blog post summarises all these new features and improvements.

Removed Restrictions

The following restrictions have been removed:

  • Name length: The 4 to 50 character name restriction on clients, projects and taks has now been relaxed to 2 to 100 characters.
  • Name Uniqueness: Projects and tasks names had to be unique, which meant you could not create a task with the same name across projects, or a project with the same name across clients. Now project names only have to be unique on the same client rather than globally. The same applies to task names, they only have to be unique on the same project.
  • Ability to Delete:  You can now delete clients, projects and tasks. Note: deleting a client will delete all its projects, tasks and timesheet entries, the same cascade principle applies to projects and tasks.
  • Search Minimum Length: The minimum required length for searching has been reduces from 4 to 2 characters.

Improvements and new Features

Setting a Manager for OfficeMA Timesheet Users

You now have the option to assign a manager to each of your OfficeMA Timesheet users. This is an option field on the ‘User Details’ window. If a manager is assigned then the manager can:

  • Update the timesheet for the users they manage, even if the manager is a limited user. This is handy if someone is ill and their timesheet needs completion, then their manager can complete their timesheet on their behalf. This feature is particularly useful when you don’t want to make all managers administrators.
  • Manager can receive a compliance reports indicating which members of their staff haven’t completed their timesheet for the previous week (see next section).

staff manager

Email Reminders and Non Compliance Notifications

Now you can enable email reminders for timesheet completion. This can be done from the ‘Settings’ window. When enabled OfficeMA Timesheet will notify your users everyday from the day you’ve selected to Friday to complete their timesheet if they haven’t done so already.

Compliance emails are sent to managers on Monday for the previous week. OfficeMA Timesheet multiplies the working hours for each user by 5 to determine if they are compliant or not. For part time users that work a few days a week, you need to average their hours over 5 days and enter it on their pay rate details. Otherwise they will be flagged as non compliant to their manager.

settings

 

Table Improvements

The windows with table views now have a few more icons: Delete, Import and Export All. The available page sizes have also been increased, which means you can display up to a 1000 rows without the need for paging. You can now select multiple rows for bulk actions (delete, etc…)

Bulk actions

Export All

Previously if your data exceeded 100 rows you had to page through it to be able to export everything. Now you can click the small arrow on the export icons to reveal an ‘Export All’ option (see the screenshot below).

Bulk Import


Bulk import is available by clicking the import icon on the toolbar. Using bulk import you can easily import hundreds of users, clients, projects and tasks in seconds. Click here for more information about this feature and the available templates (Note: this feature is available for the Professional accounts only).

data_intoBulk Import

 

Timesheet Entry & Overview

Timesheet Entry


Numerous improvements have been made to the timesheet entry and timesheet overview windows:

  • Clone Entry: you can now clone a timesheet entry by clicking the ‘Clone’ button
  • Multiple Entries: you can now add multiple timesheet entries using the multi entry form. See the screenshots below

Clone

Multi-entries

Timesheet Overview
  • The timesheet overview window now has the project available in the table and exported reports. To show the project column simply enable it from the column headers (see the screenshot below).
  • The time is now split into hours and minutes, this has previously shown decimal hours which were hard to interpret.
  • A number of utility buttons have been introduced to aid with the grouping, this feature was always accessible from the column menu.
  • Tasks using fixed cost project rates are now shown in blue.

Timesheet Overview

Clients, Projects and Tasks


Previously OfficeMA Timesheet used a flat view to display the clients, projects and tasks, this has been improved to a tree view to aid users when dealing with a large numbers of clients, projects and tasks

Treeview

You can apply projects to all clients, for example if you are creating a ‘Branding’ project across all clients. You can also apply tasks to all projects, for example if you are creating a ‘Software Development’ task on all projects. Previously you had to do each one individually.

Applying to multiple clients and projects

Assigning Tasks to Users

Now you have three different routes to assign timesheet tasks to users:

  1. Assigning many tasks to a single user. Use the ‘User Details’ window. On this window you can still use the previous flat view if you prefer by clicking the ‘Nested View’ title (Improved).
  2. Assigning one task to many users. Use the ‘Task Details’ window (Improved).
  3. Assigning many tasks to many users. Use the ‘View Tasks’ window (New).

See the screenshots below for an example of each option

User detailsTask detailsAssign tasks

 

Custom Logo for Professional Account


Our paying customers can now add their own logo to OfficeMA Timesheet desktop (see the screenshot below). This feature is available from the ‘Business Details’ window:

Custom logo

All New Dashboard and Reports


We have a brand new dashboard that crunches all the timesheet entries and provides you with an insight into your business’s performance. The dashboard features many charts, with the ability to download the raw data as CSV (available for the Professional accounts only).

To make the most of this dashboard and its reports you need to ensure that all non working tasks are entered as absences in the ‘Absences’ window. Also all billable tasks need a charge rate set. In terms of cost, you need to ensure that all your users have a pay rates set. For project budget and expenditure you need to ensure that the budget details on each project are populated.

The dashboard features the following tab:

  • Hours Analysis – Gives an overview of all hours work and a break down by client, project, task and user.
  • Revenue Analysis – Gives an overview of all revenue earned and a break down by client, project, task and user. This tab also calculates the total cost based on the users’ pay rates. The profit margin is calculated as:

    profit margin = (revenue – cost)/revenue x 100

  • User Utilisation – Gives an overview of the billable utilisation of all users over time and as an average. The utilisation is calculated as follows:

    utilisation rate = billable hours/available hours x 100

  • Project Budget – Gives an overview of all projects, their revenue, cost, budgeted cost, budgeted hours and expended hours

Dashboard

 

Recent Enhancements to OfficeMA Timesheet

We have recently updated OfficeMA Timesheet with a few new features and enhancements:

Timesheet Timer

We have added a timesheet timer that you can use to track the exact time spent on current tasks. To launch the timer simply click on the timer icon on the toolbar.

When the Timer window launches select the task, enter some notes (optional) then hit the ‘Start Timer’ button. Once the timer is started you can pause it or resume it as needed. When the task is done click the ‘Stop Timer’ button which will save the progress as a timesheet item. Please note that seconds are rounded half way up to a minute.

The timesheet item saved by the timer can be edited like any other timesheet entry on the ‘Update Timesheet Window’.

Timesheet Entry in Hours & Minutes

OfficeMA Timesheet stores minutes as decimal fractions of an hour. Previously, if you wanted to enter 1 hour and 15 minutes into OfficeMA Timesheet you had to enter this as 1.25 hours. 15 minutes is not too hard to convert into decimal hour, but if you wanted to enter 37 minutes for example you had to work out the decimal equivalent. Luckily now you can simply enter hours and minutes separately in the ‘Update Timesheet’ window:

OfficeMA Timesheet uses the following conversion chart to convert minutes into decimal hours and vice versa.

The ‘Timesheet Overview’ report will continue to show minutes as decimal fractions of an hour:

The default value for the hours column and the default increment for the minutes column can be set by Administrators on the ‘Business Settings’ window by updating the following fields:

  • Timesheet Entry Minutes Increment,
  • and Timesheet Entry Default Hours.

Locking Previous Timesheet Entries for Limited Users

Administrators now have the ability to lock the editing of past timesheet entries for limited users. This can be controlled by setting the ‘Timesheet Editing Allowed Days‘ field in the ‘Business Settings’ window (above).

An empty value for the ‘Timesheet Editing Allowed Days‘ field means limited users can add, modify and delete their previous timesheet entries (this is the default setting). The OfficeMA timesheet week starts on Monday and ends on Sunday, so as an example if we consider week commencing 19th August, if you enter a value of zero OfficeMA will lock any entries for this timesheet week on Monday 26th Aug. A value of 4 would allow editing entries for this week until Friday 30th August.

Task Enhancements

We’ve added a number of enhancements to the ‘Timesheet Task Details’ window:

  • You can now assign codes to tasks and OfficeMA Timesheet will show the code as part of the task name throughout the application.
  • There is now a ‘None‘ rate option if the task does not have a rate or if you do not wish to assign any rates for the task.
  • You can now assign tasks to users directly from the task window. This also provides a good way to find out all the users that are assigned a particular task.
Project Enhancements

Billing rate for projects now have a ‘Fixed Cost‘ option for fixed cost projects. You can also add budget details such as budgeted cost and budgeted hours to projects.

We are currently working on a brand new dashboard with charts that will highlight the actual expenditure versus the planned budget for projects. This feature will hopefully enable OfficeMA admin users to clearly visualise which projects are exceeding their budget. Stay tuned, this is coming soon…