You know when that regular task comes around and you have to start worrying about the monthly attendance sheets, and you already know it’s not going to be an easy ride?
Getting everything in order in terms of holidays and leave, remote working and travel, missing or excess worklogs, is a truly Herculean task.
Whether you are responsible for recording and monitoring attendance for a small or large team, there is an ally that can assist you in ways you cannot even imagine. We are talking about Twproject, of course.
In this article, we want to explain in simple terms and with examples how to digitalise and automate the entire process of tracking resource working times using the tools offered by Twproject.
Our system has not overlooked even the smallest detail of the entire process of managing and monitoring attendance: this allows employees and project managers to literally centralise every activity within Twproject, with data that communicates with each other and therefore only needs to be updated once.
Alcuni esempi?
- calendari aziendali e personali sempre sincronizzati
- timesheet e agenda che dialogano fra loro
- creazione smart e condivisione in tempo reale dei fogli di presenza
Come sempre, Twproject è il software che ti semplifica il lavoro anticipando le esigenze. E questo è perché ha raccolto i bisogni di talmente tante aziende come la tua nel corso degli anni, le ha sintetizzate nel modo più coerente e le ha tradotte in strumenti pratici.
INDICE
So let’s start by looking at how to manage employee attendance from start to finish. Read to the end, because right at that point you’ll find the real gem of this whole process.
Resource work settings
Let’s start with the basics: every user in Twproject can set their own typical weekly working hours. Alternatively, they can indicate the total daily hours (resource capacity) or the exact start and end times with any breaks.
This makes it possible to manage any different shifts, part-time work, and so on, with great precision and transparency.
It is, of course, possible to set different times depending on the day of the week. This task, which may seem a little tedious, is actually essential for centralising information at a later stage.
Setting event types
At corporate level, however, the starting point for managing timesheets is to set up event types, i.e. what may or may not characterise employees’ working days or individual working hours. Twproject provides some default event types, such as Holidays and Leave, but you can set up any type of event you like.
Consider, for example, business trips, parental leave, remote working days, etc.
It is essential here to carefully set the (un)availability of the resource when a certain event occurs. During holidays, the resource should certainly be considered unavailable, while during remote working, on the contrary, they will be on duty.
Automated completion of attendance sheets
Let us now move on to the actual generation of attendance sheets which, as we will see at the end, are the final and automatic result of the following activities:
- recording commitments, attendance and absences in the Agenda
- recording worklogs
1. How to organise activities in the Agenda
The Twproject Agenda is an essential tool that allows team members to keep their work commitments organised.
As we explain in another article, it allows you to integrate all of the user’s external calendars in one place, centralising all information and avoiding overlapping commitments or double data entries.
This is how everything we enter in the Agenda contributes to the attendance sheet:
1. Company shutdowns:
company managers can enter company closing days in the Agenda and easily assign them to the entire team. In fact, events entered can be shared or not shared with other team members. In this case, simply select the time interval and then add employees in bulk by selecting their affiliation.
2. Holidays and leave:
In this case, individual employees enter the hours or days of absence from work when they record an extra-work commitment in the Agenda. In fact, the Twproject Agenda can also be used to mark personal commitments, which, if desired, can be automatically converted into periods of absence from work if we assign one of the previously set event types to the recorded commitment.
3. Other types of activities:
finally, everything that is recorded in the Agenda with the assignment of an event type in which the resource is to be considered ‘available’ will also appear in the attendance sheets. This is useful for teams that, for example, keep track of remote working days, business trips, and so on.
2. How to fill in timesheets
But let us now turn to the recording of actual work activities.
Timesheets are an excellent tool for both employees and managers: they help to gain awareness of the work done, to estimate the workload for future projects, and to keep track of how much and how employees have worked.
In this context, we will examine this last point.
Let’s take a simple example: this is what Giulia’s timesheet, an employee of Acme Ltd, looks like for the month of November.
Giulia meticulously recorded her daily working hours, always indicating which project she had devoted her time to and adding brief descriptions of her activities and any comments.
Since she uses Twproject, recording her hours worked was quick and easy, and Giulia did it in three different ways:
- with the time-tracker, which she set when she wanted to focus on a single task at a time and proceed without distractions, with the incentive to stay focused that this tool provided her. When the timer stopped, Twproject recorded the time spent on the Timesheet for her.
- from the to-do list – i.e. the activities assigned to her, linked to ongoing projects – on which she directly recorded the hours spent each day, then marking them as completed once the task was finished.
- from the Timesheet itself, which lists all the ‘open’ projects in which Giulia is actively involved and for which she can therefore directly indicate the hours worked and add any descriptions of the type of activity carried out on that day.
3. How all this is automatically transferred to the attendance sheets
Now let’s change the scene and move from Giulia to her manager Clara, who is responsible for approving and sending her team’s attendance sheets to the HR department every month.
In a company that does not use Twproject, Clara’s task would be extremely burdensome and complicated: she would have to piece together the overall picture for each employee every time, combining information from multiple sources: emails, Excel files, company calendars, shared and unshared documents…
But here comes the best part, the news we promised you at the beginning of this article: with Twproject, attendance sheets are created automatically, without manual errors, and are just a click away on a dedicated page.
You can view them individually or for multiple team members, seeing at a glance whether deadlines have been met, whether there are days off, leave, or overtime.
By using Twproject from start to finish, you can keep track of changes, protect sensitive data and comply with workplace regulations.
Finally, you can export all data to a spreadsheet, which can also be shared externally, for example with the payroll department.
Timesheets are automatically created by Twproject for you, as the strength of Twproject lies precisely in its ability to support you in every business management process, including resource management.
You will no longer need to transfer data from one system to another because everything will already be there, as the timesheets are the end result of all the work involved in planning working time, hours worked and scheduled activities.
You will also always have access to the history of all previous activities.
Try it now and see how simple and intuitive the process of managing and monitoring working hours will be from now on. If you have any doubts or questions about what we have shown you, you can ask our support team for help, who will guide you before and during the 15-day free trial.
Seize this opportunity and discover how to truly optimise your human resources management!
