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Procore (en-CA)

Create a Timesheet

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Objective

To create a new daily timesheet with timecard entries using the project's Timesheets tool.

Background

In Procore, timecards and timecard entries are used to log the number of hours employees and workers spend doing work on a construction project. Each day, you will create a new daily timesheet. A daily timesheet contains the individual timecard entries submitted by your employees and workers for a specific date. By default, Procore's timecard entries track the work's cost code, work location, number of hours worked, time type (for example regular or overtime), and mark whether or not the entry's hours are billable. A tool administrator also has the option to configure your project's timesheets to capture timekeeping data such as classifications and sub-jobs.

Things to Consider

  • Required User Permissions:
    • To create a timesheet in the 'Pending' status, 'Standard' level permissions on the project's Timesheets tool.
    • To create a timesheet and place it in the 'Reviewed' status, 'Read Only' or Standard' level permissions with the Review & Edit Timesheets granular permission on the project's Timesheets tool.
    • To create a timesheet and place it in the Reviewed' or 'Approved' status, 'Admin' level permissions on the project's Timesheets tool. 
  • Additional Information:
    • You can create one (1) daily timesheet per date. 
    • You can create a daily timesheet for any past, current or future date. By default, the 'Select Date' field on the 'Create Daily Timesheet page is set to the current date. 
    • Your daily timesheet must include at least one (1) timecard entry for any worker or employee for whom you want to log time on a given date. 
    • Each employee or worker can have multiple timecard entries on a daily timesheet. 
    • Zero (0) hour timecard entries are supported. This provides your team with the flexibility it needs to enter time off and per diem. 
    • You can click the 'Bulk Time Entry' button to apply changes to any selected timecard entries on a timesheet. See Bulk Enter Timecard Entries on a Timesheet.
    • You can create Project and Company level custom reports and use the Timesheets tool for source data. See Create a Custom Project Report.
    • 'Approved' timecard entries:

Video

 

Steps

  1. Navigate to the project's Timesheets tool. 
  2. Click Create and choose New Daily Timesheet from the drop-down list.
     Tip

    You can also use these options to create a new daily timesheet:


    create-timesheet.png
  3. In the 'Add Employees' window under 'All Employees', select the checkbox(es) that correspond to the employees and workers that you want to create a timesheet for.
    add-employees-to-timesheet.png
     Notes
    • To appear in this list, the person must be added to a Directory and a checkmark must appear in the 'Is Employee of <Your Company>' box on their profile. For more information on how to check for this setting in a user's profile, see Edit a User Account in the Project Directory.
    • Employees who are only entered in the Company Directory can be selected if the 'Can Company Employees be Tracked on all Projects?' setting is enabled. See Configure Advanced Settings: Company Level Timesheets.
    • With the setting "Employees Can Be Tracked On All Projects" enabled, you must have at least 'Read Only' permissions on the Company Directory tool to see all employees and workers.
    • To select a crew, a crew must first be created in the Crews tool. See Create a Crew.
  4. Click Add.
    Procore shows the current date in the Select Date field by default. 
  5. Choose from these options in the Select Date field:
    • Keep the current date. 
      OR
    • Choose a different date from the drop-down calendar control. You can add a timesheet for a past or future date. 
  6. Optional: If you want to add more employees or workers to the timesheet, click the Add Employees button to open the Add Employees window again. 
  7. Optional: If you want to apply the same time entry information to multiple employees and workers, follow these steps:
    1. Choose the people that you want as follows:
      • To select all individuals, mark the checkbox next to the Bulk Time Entry button.  
      • To select specific individuals, mark the checkbox that corresponds to each person. 
    2. Click Bulk Time Entry and then apply the same information to multiple workers on the Timesheet. See Bulk Enter Timecard Entries.
      bulk-enter-time.png
  8. If you want to enter unique information for each timecard entry on the timesheet, do the following for each timecard entry: 
     Notes
    • Optional: Classification: Select a classification from the drop-down list. To learn which Procore tools interact with classifications, see Which Procore tools support 'Classifications'?
    • Optional: Sub Job: Select from the drop-down list. The selections are added by a tool administrator. See Add a Sub Job to a Procore Project.
    • *Cost Code: Enter or select from the drop-down menu the cost code(s) associated with the timecard entry.
       Tip

      The selections that are available in the 'Cost Codes' drop-down list depend on how the 'Limiting Cost Codes by Cost Types' setting is configured in your Company level Timesheets tool. See Configure Advanced Settings: Company Level Timesheets. In addition, one (1) of the following items must also be true on your project:

      • The cost code/cost type combination must be included on a budget line item in the Procore project. See Add a Budget Line Item.
      • The cost code/cost type combination must have been imported to the budget using the 'Unit Quantity Based Budget' page of the Company Admin tool. See Import Budgeted Hours.
    • Location: Select a location from the drop-down list. This should correspond to the location where the user performed the work. . If you have the appropriate permissions to add a location, see How do I add a multi-tiered location to an item?
    • Time Entry
      • Start and Stop Time Entry Method
        If your company is using configured to use this 'Time Entry' method,  you'll see the following fields:
        • *Start Time: Enter or Select the time the user began working.
        • *Stop Time: Enter or Select the time the user stopped working.
          Note: You will only see the Start and Stop fields if you have configured your settings to show these fields. See Configure Advanced Settings: Project Level Timesheets. 
        • Lunch Time: Select from the drop-down menu the amount of time taken for a lunch break. The amount of time you select is subtracted from the Total Time. Your options are:
          • 0 min (Default)
          • 30 min
          • 45 min
          • 60 min
      • Total Hours Entry Method
        If your company is using configured to use this 'Time Entry' method, enter the total number of hours worked in the Hours field.
    • Time Type: Select the type of pay being entered from the drop-down menu. Select from the following options:
    • Billable: Choose Yes or No from the drop-down list to indicate if the hours are billable to the project. 
    • Add Description: Click to enter additional comments to the timecard entry.
    • Add Line Item: Click this option to create extra line items on a timecard entry. 
    • Optional: Click Split to reallocate a single timecard entry into multiple timecard entries. See Reallocate Time to New Timecards on the Company Timesheets Tool.
  9. Click Submit and Add Quantities to add the quantities to your timesheet.
    Note: This button will be disabled if quantities have not been uploaded to your project. See Add Quantities to a Timesheet.
  10. Click Submit.
    A banner will appear at the bottom of the page confirming the timesheet was successfully created.