As a Time Administrator, you can manage capacity hours, review, decline, and approve weekly timesheets for yourself and your colleagues. This article guides you through these tasks and explains how to export colleague utilization data.
Index
Review and Approve Timesheets
As a Time Administrator, you have the permission to review, adjust, and approve timesheets for yourself and your colleagues. If you need this access but don’t have it, contact an admin on your account.
Reviewing Timesheets
When a timesheet requires your review, you will receive a notification in Triage with a summary and a link to the timesheet. Upon accessing the timesheet, you can:
Review Weekly Time Summaries: Check the current time period, status, total time added, billable hours, and utilization percentage.
Review Time Entries by Day: Click the date tabs to view daily time entries and suggested entries.
Suggested Time Entries: Karbon identifies activities not tracked. Request your colleague to add these by commenting on their timesheet.
Comments: Add comments to track issues or notes related to the timesheet.
Decline: If there are issues, comment before declining. The timesheet will be marked as declined, and the colleague will be notified.
Approve: Click approve when the timesheet is accurate. The timesheet will be locked, and a notification will be sent to the colleague. To edit, a Time Administrator must mark it as declined.
Note: If integrating with QuickBooks Time, timesheet approval must be completed there.
Adjusting a Colleague's Timesheet
As a Time Admin, you can edit and submit timesheet entries for colleagues. To do this:
Click on the time entry needing adjustments.
Modify the information, including any notes.
Submit, approve, or decline the updated timesheet.
Tracking your colleagues' utilization
The Colleague Utilization report aggregates time entries and utilization for a period. Access this report by going to Time > Colleague Utilization from the main menu.
If you have a 40-hour week and review Colleague utilization, the Capacity is shown as 8 hours per weekday. Karbon does not calculate Colleague Utilization on the weekend.
The report shows:
Capacity: Set per colleague's profile.
Actual Time Tracked: Billable vs. non-billable.
Billable Amounts: Based on time entries and billing rates.
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
As a Time Administrator, you can export time and budget data from various sections in Karbon:
Export from the Time & Budget tab
Click the cloud icon to export budgeted vs. actual amounts by colleague, including remaining budgets.
Export from the Work Section
In the Work section, create your desired view and export data using the cloud icon. The export will include budgeted vs. actuals by work item and additional details.
Export Timesheets
In the Time section, select the timesheet and export all data or filter by status and colleague. The export will include detailed time entries, roles, and tasks.
Time (colleague utilization)
In the Time > Colleague Utilization section, view timesheets by colleague and period. Export data using the cloud icon for detailed reports.
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.
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