As a designated Time Administrator, you have the user permissions to set capacity hours as well as review, decline and approve weekly timesheets for your colleagues (and yourself). You are also able to pull an export on Colleague's utilization and in this article you can learn how.
Review and approve timesheets for yourself or a colleague
Note: You will only have access to review and approve or decline timesheets if you are a Time Administrator. This is a user permission setting and can be changed by admins only. If you are not a Time Administrator, but need to be one, reach out to an admin on your account.
When a weekly timesheet needs your review, you will receive a notification in your Triage that provides you the summary information of the timesheet and a link to go directly to the submitted timesheet. Once you go to the timesheet, you have the following options:
Review weekly time summaries:
Review the top-level data to see the current time period, timesheet status, total time added, total hours denoted as billable, and this period's utilization percentage.
Review time entries by day:
Click the date tabs to review time entries and suggested time entries by day.
Suggested Time Entries:
Karbon will present any activities that your colleague performed, but did not track time against based on their actions. To add the suggested times, leave a comment on their timesheet requesting that they add that time in.
Make and track comments as related to your colleague's activities and time tracked.
If there are issues with the weekly timesheet, provide a comment prior to clicking decline. Once you click decline, Karbon will mark the timesheet as such and notify the colleague via a Triage notification.
Once everything looks good, click approve. Once the timesheet is approved, the colleague will receive a Triage notification and all time entries will be locked to prevent future editing. To unlock and update, a Time Administrator must mark the approved weekly timesheet as declined. Timesheet approval status does not affect how time data appears on reports in Karbon.
Note: If integrating with QuickBooks Time, note that timesheet approval is not permitted in Karbon and rather is delegated to be completed within QuickBooks Time.
Adjusting a colleague's timesheet as a Time Admin
As an admin, you have extra permissions in settings that allow Time Admins to edit and submit a colleague’s timesheet entries.
Click on the time entry that needs editing, and edit the required information including notes. The admin user can submit, approve or decline the colleague’s timesheet.
Tracking your colleagues' utilization
The Colleague Utilization report is an aggregation of time entered in a period and the utilization within that period. To access the report, from the main menu go to: Time > Colleague Utilization.
The Colleague Utilization report includes the following:
Capacity of each colleague (set on their user profile)
Actual time tracked (billable vs. non-billable time)
Billable amounts (based on time entries submitted and their related billing rates)
Each colleague's utilization (billable time divided by available capacity)
Use your filter options to review colleague utilization for a specific timeframe and/or to narrow down to a specific set of colleague(s) or team(s).
You can also export a report for the dataset you are viewing by clicking the downloading cloud on the right side.
Export Time & Budgets data
Wherever you review time and budgets related data, you will see a download icon or Export link to download all displayed time and budget related information. You can only export Time & Budgets data if you are a Time Administrator. If you are, you can download the exports from multiple places in Karbon:
Export from the Time & Budget tab
Use the cloud icon to export this view. The export will show budgeted by actual amounts by colleague involved, and will also show you what is remaining.
Export from the Work Section
Off of the main menu, click on the ‘Work’ section and create the view that you need to look at, then use the cloud icon in the upper right corner of the screen to export the work in that view.
Once that data is exported, you will see the budgeted vs actuals by work item. Including further work related information.
Off of the main menu, click into Time and you will see all timesheets by week. Click into the desired sheet and you can then export all data that is there or you can filter down by status and/or colleague to get more specific information and click on the ‘Export’ link to export that information.
When you open the export, you will see all of your colleagues entered time as well as there will be a tab for each person which will show you that person's time spent, what role and task type they entered the time through and more.
Time (colleague utilization)
Off of the main menu, click into Time > Colleague Utilization and you will see all timesheets by colleague within the preferred time period.
You can then click into the colleague to see their usage, click the cloud icon to export all data that is there.
The export data is typically used for:
Providing a consistent Excel download to use with your own custom reporting.
Transferring your up-to-date time & budget data to your preferred time tracking or billing solution of choice.
Best Practice Tip: Remember that whatever data you are viewing is the data that you will be downloading. Be mindful of your filters and data fields being displayed.