Setting up timesheet submission reminders

A lot depends on timely timesheet submissions by the resources assigned to any project. Aspects like project billing and resource management are dependent on timely submission of timesheets. You can now set reminders and alerts for timesheet submissions based on the due dates. You can send reminders to the employees as well as other roles like their line managers, project heads or other such implicit roles. 

Let us see how you can set up these timesheet reminders. 

To begin the process of setting up timesheet reminders, go to Global Settings (1) by clicking on the Settings icon on the top of your Keka HR portal. Select the Integrations and Automation tab (2) from the left pane and then select the Event Triggers (3) tab.

Here, you can select the category as Timesheets to find the timesheet specific reminders. You can find various timesheet related reminders and triggers here. Select the Timesheet Submission Reminder. 

You can setup reminders as you wish here. Currently, a week which is the default timesheet period is defined as a period starting from Monday and ending on Sunday on Keka PSA. You can send reminders based on the last dat of the timesheet period. 

Let us take a case where you want to send reminders to the employee on Friday and then send a second reminder on Monday, a day after the due date which will also be sent to the employee's manager and project manager. Here's how you configure this. 

The first thing to do is to add a conditional criteria. Then you can add the necessary reminders to this criteria. To add a conditional criteria, click on the +Add Conditional Criteria hyperlink. 

You can setup reminders before and after the due date. Here in this case, we will be doing this for Friday. Sunday is the default end of the week and we want to send the first reminder on Friday which is 2 days before the end day. On the Add Conditional Criteria window, you can select Before and enter 2 in the text box for the number of days. 

Click on Add to add this criteria. 

You can see the criteria you added in the Timesheet Submission Reminders screen. You can now add an action for this time period. To do this, click on +Add Action.

You can send an Email, create a Slack Notification or create a webhook to trigger any other custom action. You can select the option you want here. In this case, we want to send an email so select the Email option from the drop-down. 

In the Send Email screen, you can configure the reminder email to be sent. Enter a name for the action, and the people you want this sent to in the To section. You can select the employee or their managers. You can also select Keka User Roles which you have defined globally. This allows you to create escalation levels for reminders. In case the timesheet submission is pending for a long time, you can escalate this to the project managers or to payroll admins for closure.

Add the required subject for the email too. You can now configure the content on the body of the email. You can do this via email templates already saved or you can create your own. Use the placeholders to further customize the email so that every employee will receive emails with details relevant to them. 

In this case, we want the email to include the past periods for which the timesheet submission is pending. Use the Past Timesheet Period placeholder to do this. 

Once you have added the content as desired, click on Create to finish.

This will create the email reminder. If you want to create the second reminder for Monday, a day after the timesheet period has ended, follow the previous steps with a new conditional criteria for 1 day after timesheet period ends. 

You can also create multiple actions under the same criteria. This allows you to send an email and send a slack notification as well to ensure the completion of the task. 

If you want to edit the conditional criteria you have created at any point, click on the Edit icon next to the conditional criteria name. 

To edit or delete an action you have configured under a condition, click on the three dots icon on the action and then select the necessary action from the drop-down. 

This is all about creating timesheet submission reminders. More questions? Talk to our product experts today!