The Employees list is the location where employees using DOVICO Timesheet are established and listed. For each employee, a profile stores their user id, password, security level, their pay/charge out rates and many more useful details. The Employees list is also the location where each employee’s approval workflow and Leave/Absences information is established.
Employees are displayed in multiple views (Project Assignments, Actual Expense, etc) as an optional or mandatory selection.
This topic describes how to add an employee using the Items List view. It also details how to assign approval workflows to the employee's time and expenses and how to enter Leave/Absences information. Employees can also be added using the Project Assignments view.
Prerequisites:
Teams should first be established if you are planning to group employees in a team, department or division.
Rates should first be established if you are tracking company or clients costs on the time entered by employees.
Workflows should first be established if employee timesheets require approvals.
Leave/Absences rules should first be established if you are using DOVICO Timesheet to accrue vacation, sick leave or other types of leave for employees.
Click the Items List tab located in the Project Workspace view. The Project Workspace view is located in the Projects section of the side navigation bar.
Select Employee in the drop-down list at the upper left corner of the view.
Click the New
button 
located in the toolbar.
An employee properties window
opens.
Enter the employee’s Last name (up to 100 characters).
Enter the employee’s First name (up to 100 characters).
Enter the employee's unique User ID and Password (case sensitive), up to 100 characters each. These should be communicated to the employee as they are required to login to DOVICO Timesheet. Employees are able to change their own passwords.
(Optional)
Select a Team 
from
the drop-down list. If necessary, select an alternate Effective
Date.
Select a Security level from the drop-down list.
Select the Software access level for this employee:
[None]: This employee cannot access any DOVICO Timesheet components or views.
[Time and Expense Entry only]: This employee has access to only time and expense entry views.
[All]:
This employee has access to administrative and time and expense entry
views.
(Optional)
Select a Rate of wages 
from the drop-down list.
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Note: Whenever a Rate of wages or Rate charged is added or changed, a "More" button appears next to the Rate field. When changing a rate for an employee, click the More button and select one of the available options. When adding a new employee, this button can be ignored. |
(Optional)
Select a Rate charged from the drop-down list.
Select a Start date for the employee.
Select an End date for the employee.
(Optional) Enter the employee’s e-mail address in the E-mail address field (up to 250 characters). The Job Scheduler uses this e-mail address when sending Automated Reports and Notifications.
(Optional) Check the Flag for archive box if you want to remove this employee from the database the next time the Archive Database function is run.
Click Done to
automatically save the information and close the window or click New to save the information and create
a new employee.
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Notes:
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Tips:
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Warning: If an employee is deleted, all the hours worked for that employee are also deleted. All expenses entered by the employee are deleted. All related information: hours worked for projects, project costs associated with the employee, estimates created for this employee are also deleted and cannot be recovered. Instead, consider using the Archive function as it will effectively accomplish the same as delete, but the employee and all associated information will be stored in a separate, archive database. |
The employee properties window's Additional tab permits Approval Workflows, Leave/Absences rules and Instant Email Notification options to be assigned to each employee.
Select an employee
from the employee list pane and click the Properties
button.
The employee properties window
opens.
Click the Additional tab located at the bottom of the window.
Assigning an approval workflow to an employee
When an approval workflow is assigned to an employee, that employee’s submitted timesheets are automatically forwarded to the manager(s) designated in the approval workflow. Employees can be assigned to a Timesheet Approval workflow and/or an Expense Approval workflow.
For Timesheet approval, select the appropriate approval workflow from the Timesheet approval drop-down list.
For Expense approval, select the appropriate approval workflow from the Expense approval drop-down list.
Entering leave/absences information and assigning accrual rules
In this step, an employee number, the number
of work days per week and the number of hours per day for an employee
are established. Leave/Absences rules, that calculate the number of sick
days, vacation, flex time, etc. that employees are eligible to take, can
also be assigned.
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Warning: If you switch an employee’s Leave/Absences rule, any manual adjustments made (see step 'e' below) to the original rule will be lost. |
Enter an Employee Number if applicable. This field is for information purposes only.
Enter the number of days that the employee works per week in the Work days field.
Enter the number of hours that the employee works per day in the Working hours field. The Working hours per day data is only required when employee accruals are calculated on a daily basis (see Leave/Absences rules).
Select a Leave/Absences rule from the Rule drop-down list.
When a Leave/Absences rule is selected, the Accrual information window displays, for each accrual, the calculated hours accrued and the accrual start date. Click any row to make adjustments to the Accrue From date for the rule and the number of hours (adjustment) to add to the rule. Click OK when done.
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Warning: Only 1 Accrual adjustment can be made for each accrual rule. If a second adjustment is required, then this adjustment should be the total of the previous and new adjustments. Example; Joe had a previous adjustment of 10 hours. His manager has granted him 5 additional hours, therefore the new adjustment must be set to 15. |
Click Done
to automatically save the information and close the window.
Select Instant Email Notification options for the employee
The Instant
Email Notifications options allow an employee to be notified by
e-mail whenever time or expenses have been rejected by their approving
manager, or to be notified whenever the employee (as an approving manager)
must approve time or expenses for other employees.
Check one or more options:
Notify 'this employee' when there is time to approve: Check this option to send an e-mail to this employee whenever a timesheet is awaiting his/her approval. This option is only applicable if this employee is a designated approving manager for employee timesheets. See Note which follows.
Notify 'this employee' when there are Expenses to approve: Check this option to send an e-mail to this employee whenever an expense sheet is awaiting his/her approval. This option is only applicable if this employee is a designated approving manager for employee expenses. See Note which follows.
Notify 'this employee' when time/Expenses have
been rejected: Check this option to send this employee an e-mail
whenever one of his/her time or expense sheets has been rejected.
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Note: Consideration should be taken before selecting either of the first 2 options: Time awaiting approval or expenses awaiting approval. Either of these options will immediately send an e-mail each time an employee submits a time/expense sheet. If the employee is approving for many employees, then his/her e-mail inbox could be flooded with approval notices. An alternate method is to use the Scheduled Notification feature which will only send 1 e-mail summarizing all time and expenses to be approved. |
(Optional) Modify the text used in the Notification e-mail. See Changing Notification text for complete instructions on modifying the e-mail text.
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Tips:
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or 
(at the top of the screen) to view additional
pages.
function to personalize what information is displayed
in the employee list view's grid.
.
to only view those employees assigned to a specific team,
security level, etc.