Boost Productivity with TimeLive: Features, Tips, and Best Practices

How to Set Up TimeLive for Accurate Employee Timesheets

Accurate timesheets reduce payroll errors, improve project costing, and keep billing reliable. This step-by-step guide assumes a mid-size company default (employees use web or mobile timesheets; managers approve). Adjust settings to your organization as needed.

1. Plan your timesheet structure (15–30 minutes)

• Decide tracking granularity: project/task-level vs. project-only.
• Choose time entry method: manual entry, timers, or hybrid.
• Define approval workflow: employee → supervisor → payroll.
• List required fields: client, project, task, billable flag, notes, location (if needed).

2. Create accounts and user roles (15–45 minutes)

• Add employee user accounts with company email.
• Create role-based permissions: Employee (enter hours), Manager (approve, edit), Administrator (full access).
• Enable single sign-on if available for easier access.

3. Set up clients, projects, and tasks (30–90 minutes)

• Create client records first, then projects under each client.
• For each project add tasks or phases that staff will log against.
• Assign project managers and default billable status per project/task.
• Add budget or estimated hours per project if you track variance.

4. Configure timesheet policies and settings (15–30 minutes)

• Set timesheet period (weekly/biweekly/monthly) to match payroll.
• Enforce required fields (e.g., project and task required).
• Enable rounding rules (e.g., nearest 6 minutes) and minimum increments if you use them.
• Turn on idle detection or timers rollout options if using timer-based tracking.
• Configure overtime rules and default work hours for each employee.

5. Customize approval workflows and notifications (15–30 minutes)

• Create approval chains (direct manager → department head).
• Enable approval reminders and late-submission alerts.
• Set auto-approval rules for minor edits or trusted users if desired.

6. Integrate with payroll, invoicing, and HR systems (30–120 minutes)

• Connect TimeLive to payroll or accounting (export formats, API, or built-in integration).
• Map fields: employee IDs, pay rates, billable flags, project codes.
• Test imports/exports with small sample data before full use.

7. Create and schedule essential reports (15–45 minutes)

• Set up these recurring reports:
  • Weekly timesheet summary by employee
  • Project hours vs. budget
  • Billable vs. non-billable hours
  • Pending approvals
• Schedule automated delivery to managers and payroll.

8. Train employees and run a pilot (1–2 weeks)

• Hold short role-based sessions: entering time, using timers, submitting for approval.
• Provide a one-page quick reference with screenshots of required fields and common mistakes.
• Run a 1–2 week pilot with one team to surface configuration issues.

9. Validate and correct data (ongoing first month)

• After first payroll cycle:
  • Reconcile reported hours with schedules and project plans.
  • Review exception reports (missing entries, excessive overtime).
  • Adjust rounding, required fields, and workflows based on findings.

10. Maintain and audit (monthly/quarterly)

• Review project budgets vs. actuals monthly.
• Audit random timesheets quarterly for accuracy and policy compliance.
• Update projects, tasks, and user roles as staff or client needs change.

Quick checklist (copy/paste)

• Plan structure and policies
• Add users & assign roles
• Create clients/projects/tasks
• Enforce required fields & rounding rules
• Configure approvals & notifications
• Integrate with payroll/accounting
• Build and schedule reports
• Run pilot and train staff
• Reconcile first payroll and adjust settings
• Audit regularly

Follow these steps and adjust for your organization’s size and complexity to ensure consistent, accurate employee timesheets.