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06 October 2014

TimeCard for SharePoint Reporting

TimeCard for SharePoint logotype Last week we were happy to release the SharePoint version of TimeCard, which means that now we have three different versions of the kalmstrom.com time tracking solution. The reporting of hours and expenses is done in the same efficient way in all versions, and below Kate Kalmström explains how to do it.

Kate Kalmstrom imageTimeCard for many reasons
Time sheets, or time cards, were first developed to determine how much employees should be paid, but today the time card information is utilized in more ways. In the time reports managers can see the duration and other details of different tasks and also gather other data, like costs and expenses.

Nowadays the time reporting info is not only used for payrolls but also for customer charging and estimations, to follow up and administer work and more. For all that you need a reliable time tracking solution.

Tag calendar events with time reporting data
The kalmstrom.com TimeCard solution is built on top of  the Outlook or Share Point calendar, where you can enter the hours as usual when you plan your time. Nothing has to be entered twice, as you select time reporting data directly in the event. The tagged events are thus changed into time sheets.

Report from the calendar
When you are using TimeCard, there is no need to leave the calendar to report hours, because tagging the events in the SharePoint or Outlook calendar transforms them into time sheets.

Click on the Report button in the TimeCard ribbon group when it is time to report. This opens a report dialog where you can select the time period of your report and also make any necessary changes.
TimeCard Reporting dialog
Review before reporting
In case you have missed tagging an event or an event is partially tagged, you can change it in the reporting dialog. You may also add hours to your existing appointments or change the number of hours. All the changes made in the reporting dialog box will be reflected back to your calendar. Now your report is ready.

Export to Excel Excel icon
If you want to go through the data again, or need approval from a manager before you report, you can export the report to Excel or print it by clicking buttons in the dialog box.

Step by step
There are three versions of TimeCard: TimeCard Single for Outlook, TimeCard Workgroup for Outlook and TimeCard for SharePoint, which of course also is intended for workgroups. The demo below is from the SharePoint version, but the steps to report time and expenses are the same in all three versions.

  1. Click on the report button in the TimeCard ribbon group in your SharePoint or Outlook calendar.

  2. A reporting dialog box will be displayed. Here you will find your calendar events of the past week.

  3. Change the reporting period as required. The default period is one week, but you can select any period for your report.

  4. Tag events here if you have missed it. The ‘Not tagged appointments’ view will show you all events that are not tagged.

  5. To add another event, click the ‘Grid’ check box and then click on ‘Add’. In the grid you can also change the hours of your existing appointments.

  6. Click ‘Save’, and all changes will be saved to your calendar.

  7. You can print the report summary with the ‘Print’ button or export it to an Excel sheet with the ‘Export’ button.

  8. Click ‘OK’ if you are done to report the time for the selected period. You will be asked if you want to report for another period. If you click ‘No’ the dialog box will be closed.
Kate Kalmström
Sales and Marketing Manager
kalmstrom.com Business Solutions