Timesheet Settings

With Avaza, you can easily configure timesheet settings at the account-level, including reminders, timesheet display formats, rounding, locking approved timesheets, time entry-specific settings and timesheet categories to help you manage your projects and workforce more effectively.

To change the default settings, navigate to the Settings > Timesheet Settings.

1. Weekly Timesheet Reminder

When the Weekly Timesheet Reminder setting is switched on, we send the users who have fewer Working Hours per Week a reminder to complete their timesheets.

For more information on Weekly Timesheet Reminders, refer to this post. 

Figure: Switch on Weekly Timesheet Reminder for Users

2. Timesheet Display Format

You can choose the format for displaying time by selecting either Decimal Hours or Hours and Minutes (2.5 or 2:30 for 2 hours 30 minutes). For a more detailed explanation on entering time in different formats in Avaza, refer to this FAQ.

Figure: Change Timesheet Display Format

3. Timesheet Rounding

You can also apply rounding to timesheets, which is particularly useful when creating time-based invoices. Rounding is displayed when timesheets are added to an Invoice, and can optionally be applied when running reports.

Figure: Apply Rounding to Timesheets

4. Lock Timesheets before selected date

This settings restricts Timesheet users from adding or editing any timesheet entries prior to the selected date. This restriction does not apply to users with the Administrator role.

Figure: Enable Locking Timesheets prior to a certain date

5. Lock Approved Timesheets

This setting allows you to prevent users from editing approved timesheets. Click here for more information on locking timesheets.

Figure: View Locked Timesheet Entries

6. Require Timesheets Have a Task Selected by Default

Enabling this feature makes it mandatory for each user to select a task when logging time. If a user only selects a project and category without a specific task, the system will generate a pop-up as shown below preventing them from saving the entry. If enabled at the account-level, this setting will be applied to all new projects by default but you can override it at the project-level by going to Project Settings.

Figure: Make Selection of Task on Timesheet Entries Mandatory

7. Allow Hiding Completed Tasks on Timesheets

By default, you can see all tasks in the Add Time Entry drop-down, including completed Tasks. By enabling this feature, the user will see a checkbox that filters out the completed tasks. This allows the user to view a more manageable and relevant task list in the drop-down.

Figure: Enable the Option to Hide Completed Tasks on Timesheets

8. Don’t Allow Time Entry On Completed Tasks by Default

When new projects are created, they would not allow tracking time on completed tasks if this setting is switched on. Can be overridden per project in Project Settings.

Figure: Don’t allow time entry on completed tasks by default 

9. Make Notes Mandatory on Timesheet Entries by Default

When new projects are created, they will require the Notes field to be populated on timesheet entries if this setting is switched on. Can be overridden per project via the Project Settings page.

Turning on this setting with allow you to enter notes in the Timesheet Day view as well as the Timesheet Week view.

Timesheet notes can be viewed and edited in both day and week views. In cases where timesheets are locked, the notes can only be viewed in both day and week view.

Figure: make Notes Mandatory on Timesheet Entries by default 

10. Enable Start and End Times on All Timesheets

If enabled, a start and end time field will appear in the timesheet entry pop-up. Read more about start/end time settings here.

Figure: Add Start and End Time Fields to Timesheets

11. Don’t allow Start/End time to overlap

This setting appears only when the ‘Enable Start and End times on all timesheets’ is enabled. When this setting is enabled it will not allow start and end times to overlap on timesheets.

Figure: Make sure Start/End times do not overlap

12. Start & End times are Mandatory

This setting appears only when the ‘Enable Start and End times on all timesheets’ is enabled. When this setting is enabled it will be mandatory for timesheets to have start and end times on them.

Figure: Make sure Start/End times are always entered



13. Use 24 Hour Time Format on Start and End Times

By default, time is recorded in 12-hour format, i.e. 2:00 pm. If you’d like to change it to the 24-hour format, i.e. 14:00, you can enable this feature from the Timesheet Settings page.

Figure: Make Timesheet Entry in the 24-hour Format 

14. Timesheet Categories

Timesheet categories help define billable and non-billable timesheets. You can edit existing or create new categories by clicking on Add Category, assigning billable or cost rates (if applicable) and changing the billable setting as needed.

Figure: Create a New Timesheet Category


Timesheet categories can also be created on the Project Settings page.

Existing Timesheet Categories can also be archived so that they can’t be used until enabled. Once the ‘Is Disabled’ flag is checked the ‘Is Default’ flag will be automatically disabled.

Figure: Edit Timesheet Categories in Settings > Timesheet Categories

Note: When calculating Timesheet Costs, we prioritize the Timesheet Category Cost Rate over the Person Cost Rate. If you would prefer to use use the Person Cost Rate, then do not enter a cost rate for Timesheet Categories.

For more information on timesheet categories, refer to this guide, or contact our support team via chat or email.

Updated on May 29, 2023

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