A timesheet is a data table created to track employees' working time. It plays a crucial role in project management - allowing business owners to keep track of time spent on different tasks, manage budgets and assess overall performance.

Previously, timesheets were recorded using traditional methods such as papers, emails, spreadsheets, etc. However, the current dynamics of the business environment have given way to the emergence of online timesheet management software - created to increase productivity and efficiency.

Timesheets are a useful tool for service-related businesses. Accurate task-based time tracking makes sure that business owners are always in control of every project’s progress. Additionally, based on the number of working hours recorded, managers will be able to assess whether their team members are working at their best capacity - and pay them accordingly.

For recruitment agencies, timesheet management is integral to the business workflow. Whether you use these sheets to track working hours or manage projects, it's always good to know some common types and information on how to use them.

1. Daily timesheets

A daily timesheet provides an overview of an employee's day-to-day activities - including the time spent on each activity/ project. It helps record time in, time out and lunch breaks on a daily basis - so that managers can later review what their team members are doing.

2. Weekly timesheets

Weekly timesheets allow managers to view all individual or team activities every week. Client work is classified and broken down by day of the week.

3. Monthly timesheets

A monthly timesheet is used to track activities in a four-week period. You can collect data on total work hours and conveniently send a monthly payroll report or issue invoices to clients.

4. Project timesheets

A project timesheet helps to track project progress like activities and hours. It can record the start and end time of a project. Therefore, you can monitor the project hours daily and weekly, track the project speed and quickly solve any arising problems.

Timesheet management refers to tracking and evaluating employees’ working hours. Resolving employee monthly payslips or executing invoices for clients are relevant tasks to timesheet management.

Nowadays, progressive technology facilitates timesheet management with online tools and software, which are the alternatives to traditional manual paper timesheets.

Timesheet benefits go beyond the tracking and check-in and check-out time of employees. They can also be helpful in overall project monitoring and offer a significant advantage in employee management.

1. Effective employee management

Utilizing timesheets in a recruitment agency is a great way to keep track of activity occurring in the company. Since all data is recorded in the timesheet, the manager can check this out quickly to know employees’ enter time and leave time, identify and deal with the ones who are not following the company rules.

2. Better focus on prior tasks

Timesheet management is associated with tracking the amount of time spent on projects. This informs where the project is going and can help managers decide which projects and tasks to prioritize.

Recruitment agencies usually have multiple projects simultaneously, leading to low productivity if employees spend all of their time on one project and less time on another. A timesheet report helps the manager reassign the employee to another more important project if needed.

3. Avoid Scope Creeps

Scope creep is the unwarranted and often unmanageable growth of a project's requirements due to sudden changes in the client's requirements or incurred factors during project execution. If not managed properly, the project's timeline, budget, and results can be affected negatively.

To minimize scope creep in an agency, timesheet management should be an indispensable part of the project management process. Managers can recognize problems by tracking the remaining time and budget recorded in the timesheet.

4. Commitment and accountability

Timesheet report also incentivizes employees to complete the tasks as it makes them feel important to a project. Moreover, members are aware that their time and effort are observed by managers, which makes them more committed and accountable to their jobs. Managers can then review employees' performance and support their career growth.

Despite the advantages of timesheets, employees sometimes protest against being under the manager's observation and in a position to have to prove that they are working. Here are some use cases to effectively implement timesheet management for a smoother working process.

1. Calculate payments

According to the labor time data recorded in the timesheet, you can control how much effort the team takes into a project and make calculating payment easier. Your recruitment agency can also use the timesheet to create an invoice with reduced errors and send it to the client.

2. Anticipate issues

The leave time in the timesheet report can imply that employees work overtime to get work done. Or the gap between the actual recorded time and the estimated time of the project will let the manager know some issues are causing deadlines to be missed.

3. Evaluate recruitment needs

Timesheets provide critical background for recruiting decisions. By looking at previous data recorded, clients will be able to realize “patterns” in human resource changes - whether some positions are likely to become vacant soon. Based on that observation, they will be able to come up with a recruitment plan accordingly.

In a timesheet, several factors should be put in consideration, for example:

1. User Name

This is a place for users to insert the name in the timesheet.

2. Projects

Timesheets can organize tasks by project to make it simpler for the user to see what they're recording at a glance.

3. Dates

The most widely used timesheets are weekly timesheets. It is easier to update working time on the calendar.

4. Notes

This is a good way to note extra information or opinion on your projects.

5. Works

To gain better productivity while working, simply put the tasks on the list and reassign them on the to-do tasks.

6. Filters

Remember to apply filters on your timesheet management portal since there are various elements to consider. Therefore, with filters, our information will be much easier and more productive to work with. You can divide it into weekly, daily, and monthly timesheets or separate them by categories.

Timesheet management software brings significant benefits to recruitment agencies that traditional timesheets can’t provide, including:

1. Personification

When it comes to timesheet tracking, the ability to adjust and change direction according to the business structure and needs is vital.

2. Safety

Digital timesheet management software allows for securer and better data input with fewer errors. If an individual wants to make adjustments, it must be approved by the user.

3. Accessibility

Timesheet management software can create a better user experience thanks to easier access. This is particularly useful for teams collaborating with various vendors and freelancers from different countries. With more extensive campaigns, they can automatically update actions and submissions from teammates, unlike printed timesheets, which are far more time-consuming.

Vincere timesheet management software is the perfect solution for recruitment agencies looking for a faster, intuitive workflow.

1. Simple and intuitive for work

Suitable for both laptop and mobile with an easy to use interface.

2. Track numerous projects

Timesheet tracking allows you to follow multiple projects for precise control and supervision.

3. Quick and simple approvals

Recruitment agencies can track and approve work quickly through notifications and email.

4. Create a great sense of flow when working

Users can check to see the status of a project and alternate working together, creating a better working environment.