Whoever manages the team's hours uses the Team uren (Team hours) page to see what has been logged and to log on behalf of a colleague. You set up the categories and the approval procedure in the company settings. The Beamcore interface is in Dutch, so button and menu names are shown in Dutch with a translation.
Viewing team hours
Urenregistratie → Team uren (Time tracking → Team hours) is visible to an owner and to users with the Uren van anderen bewerken/verwijderen (Edit/delete other people's hours) permission. The overview shows the logged hours per day for each person, with the totals above.
- Browse with Vorige (Previous), Deze week (This week) and Volgende (Next) and switch between Week and Maand (Month).
- Choose a project on the right to see only the hours of that project, or leave Alle projecten (All projects) selected.
- Click a person to expand the hours per project and category.
If the approval procedure is on, in the week view you see the line Urenstaten deze week (Timesheets this week) with the number of timesheets per status, a badge with the status after each name and a list of team members who have not logged anything yet this week. Via Naar Goedkeuringen (Go to Approvals) you continue to the review.
Logging hours for a team member
- Click Uren boeken (Log hours), or click the day cell of a person in the week view. In the second case the employee and the date are already filled in.
- Choose the Medewerker (Employee) and fill in the rest as with your own hours: project or category, date, part, hours and description.
- Click Boeken (Log).
On Team uren you choose from all ongoing projects of the company, not only your own projects. You can also log in earlier and future weeks. With the small arrow next to a number you open the entries of that person on that day; there you find Wijzigen (Edit) and Verwijderen (Delete).
One limit applies to everyone: in a week that has been submitted or approved, nobody can log or edit. First withdraw the submission, return the timesheet or reopen it. See Submitting a week for approval.
Setting up hour categories
Go to Bedrijf → Bedrijfsinstellingen (Company → Company settings) and open the Urenregistratie (Time tracking) tab. The tab is only there with the Time tracking add-on (€29 per month).
- Under Categorieën (Categories), type a name, for example Administration or Internal meeting, and press Enter.
- Drag the categories into the order you want.
- Click Categorieën opslaan (Save categories).
After that, employees can choose Categorie (los van project) (Category, separate from a project) when logging. If there are no categories, everyone logs to projects only.
Setting up the approval procedure
The Goedkeuringen (Approvals) block on the same tab is visible to an owner and to users with the Urenstaten van alle medewerkers goedkeuren of terugsturen (Approve or return timesheets of all employees) permission. Save changes with Goedkeuringen opslaan (Save approvals).
- Goedkeuringsprocedure aan (Approval procedure on): switches on submitting and approving per week. It applies from the current week. If you switch it off later, the lock on submitted and approved weeks lapses; the timesheets are kept as history.
- Indienen is verplicht (Submitting is required): a week that has not been submitted is listed for the employee under Mijn acties (My actions).
- Automatische herinneringen (Automatic reminders): on Monday morning a message to whoever has not yet submitted the previous week.
- Waarschuwen bij afwijkende uren (Warn about deviating hours): shows a warning when there is a difference between logged and expected hours (schedule minus leave and public holidays). A deviation never stops you from submitting.
- Beheerders mogen goedgekeurde uren heropenen (Administrators may reopen approved hours): allows reopening, always with a required reason. If this is off, nobody can reopen an approved week.
- Waarschuwen boven uren per dag (Warn above hours per day): from how many hours on one day a warning appears. The default is 10 hours. More than 24 hours on one day is always an error.
Who approves
Under Wie keurt goed? (Who approves?) you find the order: first the approver of the employee, otherwise that of the team, otherwise the owners and everyone with the permission to review all timesheets. You set an approver per employee with the Goedkeurder van uren (Approver of hours) field on the Capaciteit → Medewerkers & beschikbaarheid (Capacity → Employees & availability) page. You set an approver per team with the teams on the Medewerkers & capaciteit (Employees & capacity) tab of the company settings. Both fields only appear once the procedure is on.