Table of Contents. I. Approver Setup Process II. Client Login and Password Functions III. Setup Notification and Alternates...

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2 Table of Contents I. Approver Setup Process... 3 II. Client Login and Password Functions... 4 III. Setup Notification and Alternates... 6 IV. Notification for Approval... 9 V. Viewing/Approving Timesheets VI. Rejecting Timesheets VII. Timesheet Inquiry VIII. Employee Summary Report IX. Requesting a Secondary Approver X. Requesting a Blanket Approver XI. Tips for Receiving s from E-Time E Time Web Based Timesheet Client User Guide V4.0 2

3 Welcome to E-Time! It is Design Group s web based timesheet system that enables you to electronically carry out functions associated with time reporting and approval. Once you are activated on the system you will be able to: Review pending timesheets Approve or reject timesheets Report on a contractor s history Configure notifications and alternate approvers. Request a Blanket Approver Login As part of this process, you will receive notifications to the address registered on the system for your specific login. The notifications will request that you log into the system to approve pending timesheets submitted by your contractor(s). If you require support on the use of E-Time, please refer to this manual or contact your branch representative. This is a secure time reporting application. Please ensure you protect your login and password and do not share or display it to others. If you forget your password, a password retrieval function is included and described in this manual. I. Approver Setup Process Your Branch Representative facilitated with the setup of your Client Approver account based on the Client Approver Form you completed. You should receive an , similar to Figure 1, indicating your Login ID and Password for the system. Figure 1 You would have also received an additional containing this reference manual. If you have not received any of the above, please contact your Branch Representative for assistance. Please refer to Section II A below to log into the system for the first time. E Time Web Based Timesheet Client User Guide V4.0 3

4 II. Client Login and Password Functions A. Logging Into the System 1) Access the system using the below link: 2) The E-Time login window will open as illustrated in Figure 2. Enter the User Name and Password that was provided to you by and click Login. Figure 2 3) Once you logged in, a list of jobs based on pay cycles will be available for selection to Review, Approve or Reject timesheets (see Figure 3). Once you select a Job, you will be able to approve multiple Jobs that reside within the same pay cycle as they will be listed in the Pending Approval area on the Main Home Page. Note: if you are only responsible for approving timesheets for one job, the system will bypass this step and automatically brings you to the Main Home Page. Figure 3 E Time Web Based Timesheet Client User Guide V4.0 4

5 B. Changing Your Password You will be prompted to change your Password when you log into the system for the first time. It is recommended that you change your password on a periodic basis for security purposes. The steps below outline the process. Under the Preferences section click Change Password (Figure 4). Figure 4 In the Current password field type in your assigned Password from the sent to you. In the New Password field type in a Password of your choice. In the Confirm New Password field, type in the New password again for confirmation and then click on Save. Figure 5 C. Forgot Password If you forget your password, at the main login window of the system, enter your User Name and then click Forgot Password as indicated below. Figure 6 E Time Web Based Timesheet Client User Guide V4.0 5

6 You will receive an with a new password to log into E-Time as illustrated below. FIGURE 7 It is recommended to change your password after logging in to a convention that is suitable to you. Please note that if you ever forget your User Name, please contact your Branch Representative for assistance. You can also access the E-Time login window through our corporate websites as noted below: Company Website Click on Design Group Staffing Inc. INTEQNA Talentcor III. Setup Notification and Alternates As part of the setup process indicated in Section I, the default notification schedule and your alternate approver are already setup for you. The following will guide you on how to change your notification schedule and to select alternate approvers when you require them to approve timesheets for you. A. Changing the Notification Schedule On the Main Home Page under Preferences, click Set Up Notifications and Alternates Figure 8 E Time Web Based Timesheet Client User Guide V4.0 6

7 Figure 9 To receive notification s when your contractors have submitted timesheets, you must: Check the box Send notifications to my addresses and enter at least one address (Figure 9). The first address will be the one you have already provided on initial setup. In order to permanently change it, please contact your branch representative. To change the schedule for receiving notifications, choose the times you want to be notified by clicking the individual boxes. A check mark will appear to indicate a selected time slot. The system will notify the addresses of 1 or more pending activities received at each hour and day indicated. Once you have completed your changes, click Save. B. Set Up an Alternate Approver A Primary Approver has the option to setup an alternate approver. This is useful when the Approver is absent or unable to gain access to the system to approve required timesheets. It is important to ensure that Contractor Timesheets are approved on a timely basis so that they receive timely and accurate payroll compensation. E Time Web Based Timesheet Client User Guide V4.0 7

8 If you already completed Alternate Approver information on the Client Approver Form that you returned to the branch, then go to the Alternate Approver field and select the person from the drop-down list (Figure 10). Next, choose the option you would like to use for the Alternate Approver and enter the address of the Alternate Approver (Figure 11). Click Save when you are done. Figure 10 If you are requesting an Alternate Approver be setup for the first time, contact your Branch Representative by to enable the individual and provide the following information: First and Last Name Address(s) The Branch Representative will the Alternate Approver with the Login and Password and notify you that it was completed. You can then log into the system and follow the steps above to set the Alternate Approver. When you are back from your absence, please change/remove your selections for the Alternate Approver if you no longer require their assistance to approve timesheets. E Time Web Based Timesheet Client User Guide V4.0 8

9 FIGURE 11 IV. Notification for Approval An similar to Figure 12 is sent when there are one or more new timesheets waiting for approval for each pay cycle. A pay cycle is the frequency that Contractors are being paid (Weekly, Bi-Weekly 1, Bi-Weekly 2, Semi-Monthly, Monthly). You can login using the link in the body that will direct you to the timesheets needing attention. Figure 12 E Time Web Based Timesheet Client User Guide V4.0 9

10 V. Viewing/Approving Timesheets To view and approve timesheets, you can either access E-Time from the notification (Figure 12) sent to you or by accessing the E-Time application as outlined in Section II above. Once you ve logged in and chosen a Job to approve (refer to II. A. 3 above) the Main Home Page will appear. A. Viewing Timesheets In the Approvals section, the system will indicate the number of timesheets needing attention. Once you click the Review pending timesheets link, you will be shown the list of pending timesheets that you can review, approve or reject. Figure 13 This will show the list of pending timesheets for approval (Figure 14). Before approving, the details can be viewed: Click on contractor s User ID (Figure 14) A preview panel will open on the right side of the screen (Figure 15) Figure 14 E Time Web Based Timesheet Client User Guide V4.0 10

11 Figure 15 When you are finished viewing the timesheet you can close the view by clicking the Close button on the top or bottom of the screen. B. Approving Timesheets After reviewing the timesheet, you can approve it by checking the box and clicking on the Approve button at the top or bottom of the page (Figure 16). Figure 16 Once you click on the Approve button, you will receive the following message (Figure 17). Click OK to confirm you intent. E Time Web Based Timesheet Client User Guide V4.0 11

12 Figure 17 After clicking OK, a message (Figure 18) on the top right hand side corner of the Main Home Page will display to indicate that the timesheet approval process is completed. Figure 18 VI. Rejecting Timesheets You may determine that a timesheet has been completed incorrectly and if so, you can reject it and provide comments to the Contractor. You will need to select a pending timesheet in order to reject it. (Figure 13 and 14) There are 2 methods you can use to Reject timesheets; in detail or summary. Rejection reasons can be entered in detail on a date entry basis or in summary for the overall timesheet. To enter the rejection reason for a specific date, click on the Go to Detail button (Figure 19) in the upper right corner of the screen and details of the timesheet will open. E Time Web Based Timesheet Client User Guide V4.0 12

13 Figure 19 Click on the rejection column icon and enter the rejection reason for the date(s) in question (Figure 20). Next, click Approve/Reject. Figure 20 E Time Web Based Timesheet Client User Guide V4.0 13

14 You will be asked to confirm your intent to reject the timesheet, click OK to complete the process (Figure 21). You will be returned to the Main Home Page of the system. Figure 21 On the top right hand side corner of the Main Home Page it will display a message to confirm success of the action as shown below. Figure 22 You can also reject on a summary basis for the entire timesheet. After reviewing the timesheet, you can reject it by checking the box and clicking on the Reject button at the top or bottom of the page (Figure 23). When rejecting a timesheet, ensure that you enter the rejection reasons in the text box. Figure 23 You will be asked to confirm your intent to reject the timesheet, click OK to complete the process (Figure 24). You will be returned to the Main Home Page of the system. E Time Web Based Timesheet Client User Guide V4.0 14

15 Figure 24 On the top right hand side corner of the Main Home Page it will display a message to confirm success of the action. Figure 25 VII. Timesheet Inquiry You can inquire on timesheets according to the status of the timesheet at any time. To access this function, click Search for timesheets under the Approvals Section on the Main Home Page. An explanation of the Timesheet statuses is: Figure 26 Open = Timesheets that are partially or fully completed but not submitted for approval by the Contractor. Submitted = Timesheets that have been submitted for Approval by the Contractor. Partially Approved = Timesheets that have a Secondary Approver and are waiting for approval by the Primary Approver. Approved = Timesheets Approved by the Client. Rejected = Timesheets that have been rejected by the Client and requires the Contractor to re-submit for approval. E Time Web Based Timesheet Client User Guide V4.0 15

16 To search for timesheets that you want to inquire on, you can filter the results by the status of the Timesheets and by dates. Choose your criteria and click Search. Figure 27 The search results will be displayed based on the criteria entered. Figure 28 Within the search results, you can view the details of the timesheet by clicking the View field (Figure 28) and a detailed view of the timesheet will be displayed. The detail window can be printed and/or ed. E Time Web Based Timesheet Client User Guide V4.0 16

17 FIGURE 29 When you are completed with your inquiry, click Close (Figure 29) at the bottom of the window and you will be returned to the search results window. Figure 30 E Time Web Based Timesheet Client User Guide V4.0 17

18 Within the Timesheet Inquiry window, you can use the various search and filter options to limit the data you want to inquire upon. The search/filter options are: - Timesheet Status - Date Range - Job ID - Job Description - Customer ID - Customer - Employee Type - User ID - Temporary Name - Exported You also have the ability to change the data presentation on this window (Figure 30) by grouping the data results by the field header labels given. Simply drag a field header label into the area of the results pane entitled Drag a column header here to group by that column. When you are finished your inquiries, click the Done button to bring you back to the Main Home page of the system. Please note that the system will not retain your grouping view the next time you access the Timesheet inquiry window. VIII. Employee Summary Report The employee summary report will list summarized information for all timesheets of a particular Client Approver. To generate the report, click on Employee Summary Report under the Approvals section in the Main Home Page of the system. Figure 31 Select a Start Date and End Date from the drop down calendar and click Run Report. Figure 32 E Time Web Based Timesheet Client User Guide V4.0 18

19 Figure 33 The report output opens in a new window and is in PDF format whereby you can print or save the information using the Adobe Acrobat tool bar (Figure 33). When you are done you can close the window using the in the upper right hand corner. Once closed you will be brought back to the Employee Summary Report criteria window (Figure 32) and you can click Done. IX. Requesting a Secondary Approver As part of your company policy, you make have a need for a higher approval authority as a second step in your approval process. Secondary approvers are an added approval step that can be requested through your Branch Representative. You will receive an notification indicating the new login and password once it is activated. Once you have a new Secondary Approver login and password, you can change your password as described in Section II B above. In addition, you can manage your notifications through the Main Home Page Preferences section and select Set Up Notifications. Figure 34 E Time Web Based Timesheet Client User Guide V4.0 19

20 Figure 35 When you have completed making your selections click Save. X. Requesting a Blanket Approver It may become necessary for a Client Approver to request a consolidated login to approve timesheets. This can happen if the Client Approver approves timesheets for different geographical locations that has resulted in having multiple logins and passwords. To alleviat e this issue, a Blanket Approver login can be requested through your Branch Representative. You will receive an notification indicating the new login and password once it is activated. Once you have a new Blanket Approver login and password, you can change your password as described in Section II B above. In addition, you can manage your notification schedule and set alternate approvers as described in Section III above. XI. Tips for Receiving s from E-Time notifications are sent to you automatically from the E-Time Timesheet system. Occasionally, you may experience that these s are being marked as Spam and stored in your Junk or Spam folders within your organizations system. It is a good practice to check your Junk or Spam folders for s from the sender e-time@dgstaff.com. In order to prevent the s from being routed to the Junk or Spam folders you may try one of these prevention techniques: 1) Microsoft Outlook Select the in your Junk folder and mark it as Never Block Sender. Select the again and mark the as Not Junk and it will move to your Inbox. You might be prompted to choose if you want to add the sender or mailing list name to your Safe Senders or Safe Recipients List; do this as well. E Time Web Based Timesheet Client User Guide V4.0 20

21 2) Hot Mail - Click on Junk under the Folders heading on the left side of the screen once you are logged into your Windows Live Hotmail account. Check the box to the left of any s you want to remove the Junk tag from. Next, click Not Junk in the list of options underneath the main pane and the s will be moved to your Inbox. 3) Gmail - Select the message, and click the Not Spam button that appears at the top and bottom of your current view. Unmarking a message will automatically move it to your inbox. You can also try adding the sender address to your contacts or create a filter so the messages are never sent to Spam. Please refer to your Gmail help resources to perform these actions. If you organization uses a different system, please ask your internal IT department to assist you with adding e-time@dgstaff.com to your safe senders list. Feedback Thank-you for choosing to use our E-Time system! We welcome and value your feedback in an effort to continually improve the software. Please direct any feedback to your local Branch Administrator. E Time Web Based Timesheet Client User Guide V4.0 21