Admin setup for Timesheets

If you are setting up Timesheets for a real team, there are a few prerequisites you should complete first. This guide is designed for busy administrators and focuses on the shortest path to a working setup.

• What to set up first
• Add collaborators
• Add collaborators to teams
• Assign roles and permissions
• Add work schedules if you want time reports
• Create projects and tasks if you want task reporting
• Add task duration estimates if you want task report metrics
• Ask users to install the mobile app
• Recommended setup order
• After setup

What to set up first

Before users can work properly in Timesheets, make sure you have completed the following foundations:

✓Add collaborators to the organization.✓Add collaborators to the right teams.✓Assign roles and permissions.✓Add work schedules if you want hour balances and time reports.✓Create projects and tasks if you want task reporting.✓Add task duration estimates if you want to see task report metrics.✓Ask users to install the mobile app if they will log time on the go.

Add collaborators

The first step is making sure the people who will use Timesheets exist in the organization.

Without collaborators, there is nobody to assign permissions to, no one to appear in reports, and no one to attach schedules or tasks to.

Related guides

• Add collaborators
• Manage collaborators

Add collaborators to teams

Once collaborators exist, group them into teams.

This is the practical way to manage access at scale. If you assign permissions team by team instead of person by person, the setup is easier to maintain as your organization grows.

This is especially useful if:

• one team should only report its own time;
• managers should see the time of their team;
• different departments need different access rules.

Related guides

• Create teams
• Add collaborators to teams
• Manage teams

Assign roles and permissions

Timesheets access depends on roles and policies. Users need the right permissions to create entries, edit them, view reports, or manage time for other collaborators.

You can assign access directly to a single collaborator, but in most organizations the best practice is to assign the correct roles to the team whenever possible. This keeps the setup consistent and avoids permission drift over time.

Use individual assignments only when one specific user needs an exception.

Best practice

If multiple collaborators need the same Timesheets access, assign permissions at the team level instead of configuring each collaborator one by one.

Related guides

• Add roles to collaborators
• Manage policies
• Analyze collaborator roles
• IAM best practices

Add work schedules if you want time reports

Timesheets can always record entries, but if you want meaningful hour balances and period reports, you also need to assign work schedules to resources in the Humans app.

Work schedules are what let RevasOS compare:

• expected hours;
• actual hours;
• absences;
• balances and remaining time.

Without work schedules, users can still enter time, but reports will be less useful because the system has no expected workload to compare against.

Related guides

• Create new work hours
• Work hours concept
• Humans app

Create projects and tasks if you want task reporting

If your team only needs attendance and basic hour tracking, you can stop at Timesheets setup.

If you also want to report work against projects, you need to prepare the project structure first:

1. Create the project.
2. Add tasks to the project.
3. Assign those tasks to the right resources.

Only after this setup will users be able to link their time entries to meaningful tasks.

Note

A task can always be reported in Timesheets as long as it exists and is available to the collaborator.

Related guides

• Create a project
• Create a new task
• Projects guide
• Tasks app

Add task duration estimates if you want task report metrics

Reporting time to a task and seeing task report metrics are not the same thing.

Users can report time to a task even if the task has no estimate.

However, if you want Timesheets to show task report indicators such as:

• estimated time;
• actual reported time;
• missing time;
• exceeding time;

then the task must also have a duration estimate.

Without an estimate, the task can still receive reported time, but the comparison metrics cannot be calculated.

Related guides

• Task concept
• Task editing
• View project report

Ask users to install the mobile app

If collaborators need to log time outside the desktop app, review calendars on the go, or use the mobile experience for attendance, ask them to install the mobile app early in the rollout.

This is especially important for:

• field workers;
• hybrid workers;
• managers who check calendars while away from their desk.

Related guides

• Install the smartphone app
• Exploring the mobile app

Recommended setup order

If you want the fastest reliable setup, follow this order:

1. Add collaborators.
2. Create teams and place collaborators in them.
3. Assign Timesheets permissions, preferably to teams.
4. Add work schedules in Humans if balances and reports matter.
5. Create projects and tasks if time must be linked to project work.
6. Add task estimates if managers want task report metrics.
7. Roll out the mobile app to collaborators who need it.

After setup

Once the admin setup is complete, the most useful next pages are:

• Navigating the interface
• Exploring the mobile app
• Add and report time entries
• Configure Timesheets settings

As a final step, send your users this onboarding page so they can prepare their access and understand where to start:

• User setup for Timesheets