Timesheets

Review tracked vs booked time per user, per day, with full traceability down to each time entry and its description. Built for agency productivity reviews, HR, and management insight.

The Timesheets view is how Agencydesk turns tracked time into meaningful productivity insight. The metrics are shaped around what matters to agency operations: capacity, productivity, weekly tracked versus booked time, overtime, and individual Task performance.

Instead of exporting time entries into a separate spreadsheet or productivity tool, Account Executives review resource productivity directly against the Jobs and Tasks already in the system. This is possible because Agencydesk was built exclusively for agencies, so scheduled time, tracked time, and Job profitability are already connected.

The Timesheets view is the Resource Planner flipped around. It uses the same layout, but instead of showing what is planned going forward, it shows what actually happened: time tracked against time booked, day by day, per user.

Navigating to Timesheets

1

From the Resource Planner, click the Timesheets button in the top-right corner. The view flips into the timesheet layout.

2

To switch back, click the Resource Planner button in the same spot.

How Timesheets differ from the Resource Planner

The Timesheets view shares the Resource Planner’s structure (department groups, user rows, the left panel of Tasks, the 4-week window), but a few things read differently because you’re now looking backward at tracked time rather than forward at planned time.

• Today sits on the right. The blue “today” line appears far right rather than far left, because the view is oriented toward history: the days leading up to today are what you’re reviewing.

• Cells show time stamps, not scheduling blocks. Each day cell shows what happened on that Task that day, as two values:

  • Blue — time tracked on that Task that day.

  • Grey — time that was booked for that Task that day.

• Bar colours are about tracked vs booked. In the daily bar graphs at the top of each user’s row:

  • Blue — time tracked.

  • Grey — time booked.

  • Click a bar to toggle between the visual bar and the time-amount value.

Comparing the blue (tracked) against the grey (booked) at a glance is the fastest way to spot where a day went differently to plan, either over or under what was scheduled.

Weekly totals and overtime

Beneath each user’s daily cells, a weekly band summarises the week. It shows the week number, tracked hours against booked hours, and the percentage of booked time that was tracked. For example:

Wk 32 — Tracked Hrs: 25:55 / 27:45 (93.39%)

The second line reports overtime for the week. Overtime is shown in two parts:

(00:33 Tracked Overtime) / (01:13 Flagged Overtime)

• Tracked Overtime is time tracked beyond the user’s working-hours capacity for the period.

• Flagged Overtime is time a user has deliberately marked as overtime by ticking the Overtime checkbox on the Commit Time popup when committing their time.

If a user hasn’t flagged any overtime for the week, only the tracked overtime shows (for example, (00:33 Overtime)). The Flagged Overtime part and the / separator appear only once there is flagged overtime to report.

Meetings

As on the Resource Planner, each user has a Meetings row showing meeting count and combined meeting time per day. In the Timesheets view this helps you account for time that went into meetings rather than tracked Task work, so a lighter tracked-time day can be explained by a heavier meeting load.

Reviewing a timesheet: the full workflow

The real strength of Timesheets is traceability. Every figure can be traced down to the individual time entry and the note the user wrote when they committed it. Nothing is hidden.

1

Find the user and date

Search for or scroll to the user, then find the date or week you want to review.

2

Inspect the totals

Read the weekly band (tracked vs booked and overtime) and check the Meetings row to see where time went. A gap between tracked and booked often makes sense once meetings are accounted for.

3

Scroll through the Tasks for that day

Scroll vertically past the user’s Tasks to see all tracked and booked time for that day, Task by Task. The blue (tracked) and grey (booked) stamps show exactly where the day’s hours landed.

4

Drill into an anomaly

When something looks off, click the Task to open the Task slider, then go to the Time tab. Here you’ll find the committed time log: every time entry grouped by date, showing the person, the source (for example, Timer), the amount, the time of day it was committed, and the description the user wrote for that entry.

Because every entry carries a description, you can read exactly what someone did during a block of tracked time, not just how long it took. Time entries are grouped by date, so reconstructing a day is straightforward.

Great for HR and management. Because every hour traces back to a time entry with a written description, Timesheets makes it easy to see where time actually went, resolve queries about a specific day, and review delivery performance without chasing people for explanations. Every detail is traceable.

Searching, filtering, and views

The Timesheets view carries over the Resource Planner’s controls:

• Search by Task, user, or Client to filter the view.

• Expand or collapse all user rows with the − or + next to the search box.

• Refresh the data with the circular refresh icon in the top-right, which is lighter on the browser than a full page reload.