Tutorial: Bulk Upload or Clone Timesheets

Modified on Tue, 25 Jul, 2023 at 9:56 AM

With our convenient Bulk Upload or Clone feature, Employees, Managers, and Timesheet Admins can effortlessly complete their own or their employees' monthly timesheets. This feature streamlines the process and helps you save valuable time.

Bulk Uploading of Timesheets

Our Bulk Upload option allows you to conveniently import a spreadsheet with your time entries, eliminating the need for manual data entry and reducing the risk of errors.

For Employee:

Go to Timesheet > My Timesheets > Timesheets.
Select the month for which you are uploading the timesheet.
Click on “More Actions” button, and select “Bulk Upload”.
To populate a timesheet from scratch, simply click the Blank Template button.
If you have existing time entries in your timesheet and need to make adjustments, click on the Template with existing timesheets data button.
After downloading the timesheet template, you can begin filling in the following fields:
1. Employee
  1. This field is automatically filled with your name from HReasily Pro. Kindly avoid making any edits to the data in this field.
2. Assignment
  1. This field provides a drop-down menu with all your assigned assignments. Select the appropriate assignment for which you are filling out the timesheet.
3. Date
  1. This field shows the dates for the current month that correspond to the timesheet. To prevent any date formatting errors, please avoid making changes to the data in this field.
4. Start Time
  1. This field indicates the time when you started working on the assignment for a specific date. Please adhere to the 24-hour time format (e.g., 9am as 09:00 and 6pm as 18:00).
5. End Time
  1. This field denotes the time when you finished working on the assignment for a specific date. Please use the 24-hour time configuration (e.g., 9am as 09:00 and 6pm as 18:00).
6. Break Time
  1. This field represents the duration of the break you took while working on the assignment for a specific date. The duration should follow the format (hh:mm). For example, if you took a 1-hour break, it should be indicated as 01:00. If you took a 1-hour 30-minute break, it should be indicated as 01:30.
  2. Note that the indicated break time will be deducted from your final working duration for the day. For instance, if you worked from 9am to 6pm on that day and took a 1-hour break, your total working duration will be 8 hours.
7. Remarks
  1. This field is optional and allows you to add any necessary remarks for the day, which will be displayed in your timesheet if needed.
Please refer to the attached sample on how you can fill in the timesheet entries. Save the template after you are done filling in the entries.
Return back to step 5, and click on the button “Click here to upload files”.
Select and upload the template into HReasily Pro.
You will be able to see that all the time entries have been bulk uploaded into your timesheet now, with the status shown as “Draft”.

For Manager / Timesheet Admin:

Go to Timesheet > Team Timesheets > Employee’s Daily View.
To perform a bulk upload of timesheets for a specific employee, search for their name and click on their corresponding account.
Select the month for which you are uploading the timesheet.
Click on “More Actions” button, and select “Bulk Upload”.
To populate a timesheet from scratch, simply click the Blank Template button.
If your employees have existing time entries in your timesheet and need to make adjustments, click on the Template with existing timesheets data button.
After downloading the timesheet template, you can begin filling in the following fields:
1. Employee
  1. This field is automatically filled with your name from HReasily Pro. Kindly avoid making any edits to the data in this field.
2. Assignment
  1. This field provides a drop-down menu with all your assigned assignments. Select the appropriate assignment for which you are filling out the timesheet.
3. Date
  1. This field shows the dates for the current month that correspond to the timesheet. To prevent any date formatting errors, please avoid making changes to the data in this field.
4. Start Time
  1. This field indicates the time when you started working on the assignment for a specific date. Please adhere to the 24-hour time format (e.g., 9am as 09:00 and 6pm as 18:00).
5. End Time
  1. This field denotes the time when you finished working on the assignment for a specific date. Please use the 24-hour time configuration (e.g., 9am as 09:00 and 6pm as 18:00).
6. Break Time
  1. This field represents the duration of the break you took while working on the assignment for a specific date. The duration should follow the format (hh:mm). For example, if you took a 1-hour break, it should be indicated as 01:00. If you took a 1-hour 30-minute break, it should be indicated as 01:30.
  2. Note that the indicated break time will be deducted from your final working duration for the day. For instance, if you worked from 9am to 6pm on that day and took a 1-hour break, your total working duration will be 8 hours.
7. Remarks
  1. This field is optional and allows you to add any necessary remarks for the day, which will be displayed in your timesheet if needed.
Please refer to the attached sample on how you can fill in the timesheet entries. Save the template after you are done filling in the entries.
Return back to step 5, and click on the button “Click here to upload files”.
Select and upload the template into HReasily Pro.
You will be able to see that all the time entries have been bulk uploaded into your employee’s timesheet now, with the status shown as “Draft”.

Cloning of Timesheets

By utilizing the Clone feature, you can effortlessly duplicate the timesheet from the previous month. This functionality simplifies the replication of recurring tasks or projects, resulting in improved efficiency.

For Employee:

Go to Timesheet > My Timesheets > Timesheets.
Select the month for which you are populating the timesheet entries.
Please note that the selected month here will serve as the reference month for cloning the previous month's timesheet. In other words, if your selected month here is July, this means that you will be cloning the timesheet entries from June over to July.
Click on the “More Actions” button, and select “Clone Timesheet”.
A confirmation pop up will appear, informing you of the month that you are cloning timesheet entries from. Click on the “Save” button to start cloning your timesheet.

Tip: You will always only be able to clone the previous month’s timesheet
Caution: Please take note that once you cloned the timesheet from the previous month over to the current month, all existing timesheets in this current month will be overridden.
Once the cloning is completed, you will be able to see the exact same time entries in your current month’s timesheet, with the status shown as “Draft” and noted as “Auto created from clone timesheet”.

For Manager / Timesheet Admin:

Go to Timesheet > Team Timesheets > Employee’s Daily View.
Search for the employee you want to clone timesheet for, and click on their account.
Select the month for which you are populating the timesheet entries.
Please note that the selected month here will serve as the reference month for cloning the previous month's timesheet. In other words, if your selected month here is July, this means that you will be cloning the timesheet entries from June over to July.
Click on the “More Actions” button, and select “Clone Timesheet”.
A confirmation pop up will appear, informing you of the month that you are cloning timesheet entries from. Click on the “Save” button to start cloning your timesheet.

Tip: You will always only be able to clone the previous month’s timesheet
Caution: Please take note that once you cloned the timesheet from the previous month over to the current month, all existing timesheets in this current month will be overridden.
Once the cloning is completed, you will be able to see the exact same time entries in your employee’s current month’s timesheet, with the status shown as “Draft” and noted as “Auto created from clone timesheet”.