View and Manage Time Entries of Other Members

Depending on the permissions assigned to your security role, you may be able to access the timesheets and time entries of other workspace members. The following permissions on your security role determine your rights to the time and expense entries of others.

• Administer time and expenses for (member permission) - If your security role has this permission, you will be able to view, edit, and delete the time entries of the members it covers (all workspace members, or the members of your practice or business unit).
  • With this permission, you will have a Member selector at the top-right of the time screen that will allow you to interact with the time screen as any user in the workspace for which you have permissions.
• Administer and approve time entries and expense items on these projects (project permission) - If your security role has this permission, you will be able to view, edit, and delete all time entries on the projects that you have access to. Depending on your security role, you will either have access to all projects in the workspace, projects assigned to your practice, or just the projects where you are on the project team.
• View time entries and expense items on these projects (project permission) - If your security role has this permission, you will be able to view all time entries on the projects it covers. Depending on your security role, you will either have access to all projects in the workspace, projects assigned to your practice, or just the projects where you are on the project team.
• Projects where this member is the Project Admin, you will be able to view time entries on projects you have access to where you are set as the Project Admin.

If your security role does not have any of the permissions above, you will have no access to project time entries of other workspace members. You will be able to see the total hours worked by project team member and role, but you will not be able to see the individual time entries.

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Time off Entries

If you have none of the permissions outlined above, it is possible that you may have access to the time off entries of other workspace members. If you have been designated as the time off approver for another workspace member, you will be able to view and approve time off entries for that member. Each member in Ruddr can be set up for either automatic time off approval, approval by the member’s manager, or approval by a specific designated member. This is configured per member by the Workspace Admin within the Settings area (Figure 1) of the Member Profile.

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Time Entry Locking

It is important to note that if a time entry is locked, you cannot edit or delete it. It is possible for a time entry to be locked for one user and unlocked for another user who has greater privileges. But, once a time entry is associated with a published invoice, that time entry will be locked for all members of the workspace. Note that in workspaces with the Timesheet feature enabled, time entries for a submitted timesheet are locked. For more information on unsubmitting a timesheet, please refer to the Timesheet Overview article in Ruddr Help Center. For more information, see the help article on time entry locking.

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Impersonate Another Member from the Time Screen

If your security role has the Administer time and expenses for member permission, you can interact with the time screen on behalf of any workspace members for which you have those permissions. At the top-right of each view on the time screen, there will be a Member selector (Figure 2) that includes all of the workspace members for which you can administer time. Simply select another member and then you can use the time screen as if you were that member. The actions available to you when impersonating will be the actions that are available to you as a time administrator. So, when you impersonate a member, you can submit or unsubmit their timesheet and edit any time entries that are not locked based on your set of time and expense administrator permissions. Note that if you change another member’s time entry via impersonation, the history of the time entry will show that you made that change.

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Timesheets

If the Timesheets feature is enabled in your workspace, you will be able to submit and unsubmit timesheets on behalf of other members when impersonating them on the Time screen.

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Time Auditing

The time auditing area (Figure 4) of the Ruddr Time section allows you to easily view and manage time entries. To access this area, click the Auditing sub-menu option (Figure 3) from the Ruddr nav menu. From this screen, you can always access your own time entries and you may be able to access the time entries of other workspace members, depending on your security role settings. In order to access time entries of other members, your security role must have the View time and expenses for member permission or the View time entries and expense items on these projects project permission. In order to edit or delete time entries of other members, your security role must have the Administer time and expenses for member permission or the Administer and approve time entries and expense items on these projects project permission. If you can view a time entry but can’t edit it, the entry in the auditing list will show a lock symbol. A time entry can be locked for several reasons, as described in more detail in the time entry locking article. At the top of the time auditing tab are filters that allow you to narrow the set of time entries shown. You can filter by date range and by client, project, time entry, task, and member details, and choose whether to include locked items. For a more detailed discussion, see the time auditing article.

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Time Reports

Within the report library in Ruddr, you can run various reports related to time entries. The three primary time reports are Time Summary by Project, Time Summary by Member, and Time Detail (Figure 5). These reports show summarized and detailed views of all of the time entries that you have access to within the workspace. Filters at the top of these reports allow you to narrow down your result set. Clicking on the filter button at the top right of the report screen will open up the Filters drawer (Figure 6). The filters are grouped to present a more organized experience for the member viewing the report. Within the report screen, and based on the time entry permissions that the member has as part of their security role, time entries can be edited. For time entries that are not locked, clicking on the time entry row will open up the Edit Time Entry drawer, allowing the member to update details related to that time entry. Time reports can be exported in the following formats:

• PDF
• Excel
• CSV

Clicking on the export button found next to the filter button at the top of the screen will present the user with a menu displaying the file format options.