Timesheet: Configuration

Before you Start

1. You need Admin rights. Every screen in this guide is gated purely by whether your user account has Admin rights on the application — there's no separate, more granular permission just for timesheet configuration.

2. Get there via Admin → Configuration → Time Sheet (the exact label may read slightly differently depending on your organization's terminology settings), or by navigating directly to the Time Sheet Configuration page if it isn't linked in your Admin menu.

3. Decide your Time Sheet Frequency (Daily/Weekly/Monthly) before go-live. This setting locks and becomes read-only as soon as a single timesheet exists anywhere in the system.

4. Decide whether Approvals will be on before people start submitting. Once submitted, not-yet-approved timesheets exist, you can no longer turn the Approvals Process off until every outstanding one is cleared.

General Configuration

This is the main tab, opened by default when you reach the Time Sheet Configuration page. It's organized as one long form; the settings below are grouped by what they control, not necessarily by their order on the page.

1. Set the Approval Workflow

1. Approvals Process On — Yes/No. Turns the whole submit-then-approve/reject workflow on or off for your organization.

2. Approvals By Project — Yes/No. Routes approval by project rather than a single fixed approver.

3. Second Level Project Approval — Yes/No. Only selectable once Approvals By Project is Yes; adds a second, additional sign-off before a timesheet counts as fully approved.

2. Set the Period Frequency and Hour Limits

1. Time Sheet Frequency — Daily, Weekly, or Monthly. Locks once any timesheet exists.

2. Minimum Hours for Period and Maximum Hours for Period — numeric, required.

3. Maximum Hours per Day — a separate numeric field for each day, Sunday through Saturday.

4. Minimum Hours do not apply for — Saturday and/or Sunday. Only shown when Frequency is Daily.

5. Start Day of Week — Saturday, Sunday, or Monday. Only shown for Weekly frequency where your organization has the fiscal-calendar start-day feature enabled; locks once set.

3. Set the Entry Window

1. Cut Off Date — must land on a Saturday for weekly timesheets, or the last day of a month for monthly timesheets. Entries are only allowed on or after this date.

2. Number of periods in advance — how many future periods a user may enter time for. Enter zero to prevent any future entry.

4. Work through the Entry, Reporting, and Approval-Behavior Checkboxes

These all live in the bordered "Time Sheet Configuration" checkbox block on the General tab. Not every row below will appear in your environment — several are gated behind a specific tenant configuration or feature toggle, noted in the Category column.

5. Set the Remaining Dropdowns and the Report-Columns List

1. Show Worked Tasks In Report — User Selectable, Yes, or No.

2. Width for Project and Task Names — Auto, 100px, 150px, 200px, or 250px.

3. Pre-populate with planned hours — No for all, Yes for all, User selectable (default No), or User selectable (default Yes).

4. Report Headings — move columns between the Available and Selected lists to control what shows on timesheet reports, then reorder the Selected list as needed. You can select up to 10 custom headings.

6. Save your Changes

1. Click Save at the bottom of the page to apply everything on the active tab, or Reset to discard your changes on that tab.

Every saved change on this tab is written automatically to Cora PPM's configuration history log.

Email Configuration

1. Switch to the Email Configuration tab.

2. Configure the overdue-timesheet reminder: turn Automatic reminder email to user if time sheet overdue on or off, set its Frequency (days) and Time, and whether to CC Approver.

3. Configure the pending-approval reminder: turn Automatic reminder email to approver on or off, set its Frequency and Time, and whether to Also email project-level approvers.

4. Configure decision notifications: turn Automatic email to user when time sheet is approved (or un-approved) and Automatic email to user when time sheet is rejected on or off independently.

5. Click Save.

Expenses

1. Switch to the Expenses tab.

2. Under Settings, turn on Enable Expenses if your organization tracks expenses through Timesheets, then set Enable Expense Approvals, Show Expense Status in Reports, and Calculate Amount From Exchange Rate as needed.

3. Under Allow users to, check any of: adding expenses against archived projects, against unplanned tasks, or on unplanned days.

4. Under Mandatory Fields, check whether Exchange Rate and/or Upload Document should be required on every expense.

5. Set Currency Display Format — Code Only, Description Only, or Code and Description.

6. Under Categories, click Add to create a new expense category and type its name directly into the grid, or delete one you no longer need.

7. Click Save.

Cut-Off Date (per Group)

Use this tab to override the organization-wide Cut Off Date (set in General Configuration) for a specific group.

1. Switch to the Cut-Off Date tab.

2. Use Search for text to find a specific group, or browse the grid of Group Name / Cut-off Date directly.

3. Click the group's name, or its edit icon, to open Add/Edit Cut-off date.

4. Set that group's own cut-off date.

5. Save and close the dialog.

Tabs you May not See

Two additional tabs exist on this page but are only visible under specific tenant configurations — if you don't see them, they simply don't apply to your organization:

• Import Configuration — a field-mapping form for a specific Excel timesheet import job, shown only for one particular customer configuration.

• Time Sheet Custom Fields — lets you manage Accounting Indicator and Attendance/Absence Type reference lists, shown only where your organization has custom timesheet fields enabled.

Setting up Non-Project Timesheet Codes

Timesheet Codes are the categories people use to log time that isn't against a project task — leave, admin, training, and similar.

1. Navigate to the Timesheet Codes screen (via Admin, if it's linked in your menu, or by direct URL — see the FAQ below).

2. Click Add.

3. Select the Company the code applies to.

4. Enter a Code (up to 10 characters) and a Description (up to 255 characters).

5. Choose a Type, then a Function — the Function list updates based on the Type you picked.

6. Check Include Normal Hours if time logged to this code should count toward a person's normal hours (checked by default for new codes).

7. Check Active to make the code available for use right away.

8. Click Save. Cora PPM checks that the Company + Code combination is unique before saving, and shows an inline error if it isn't.

To edit a code later, click its Description in the grid — note that Company, Type, and Function all lock once a code has actually been used on a timesheet; only Description, Include Normal Hours, and Active stay editable after that.

Bulk-Importing Codes and Timesheet Entries

Import a Batch of Timesheet Codes

1. From the Timesheet Codes screen, click Import (only available if this feature is enabled for your organization).

2. Choose your .xlsx file — it uploads automatically.

3. Review the parsed rows in the preview grid, and delete any row you don't want to bring in.

4. Click Import to commit the remaining rows.

Import Raw Timesheet Entries

1. Navigate to the Time Sheet Import (Excel) screen.

2. Read the on-page warning carefully — this function is intended to be used only under Cora Systems' guidance.

3. Select the file for import.

4. Click Import.

5. Review the two result grids that appear afterward — accepted rows, and posted/rejected rows with their Status — to confirm what actually went in.

Before you rely on this guide: a large share of the checkboxes and several whole tabs described above are gated behind specific customer configurations or feature toggles, and the field list is extensive — treat this as a comprehensive reference to work through methodically, not a short checklist, and expect some rows not to appear in your environment.

FAQ

Who can Access these Configuration Screens?

Anyone with Admin rights on the application. There's no separate, more granular permission specifically for timesheet configuration.

Why is Time Sheet Frequency Greyed Out?

It locks automatically once a single timesheet has been created anywhere in the system. Decide Daily, Weekly, or Monthly before go-live — not after.

Why can't I Turn off Approvals?

The system blocks it while there are outstanding, unapproved timesheets. Clear those first — either get them approved/rejected, or wait until none remain — then turn the setting off.

Does the System Stop me Entering a Minimum Hours Value Greater than Maximum Hours?

No — each field is validated independently (required, numeric) but there's no automatic check that Minimum is less than or equal to Maximum. Double-check the two values against each other manually before saving.

Why does the Cut Off Date Reject the Date I Entered?

It must land on a Saturday for weekly timesheets, or the last day of a month for monthly timesheets. Pick a date that matches your organization's period frequency.

I don't See the Import Configuration or Time Sheet Custom Fields Tabs — is that a Bug?

No. Those tabs only appear for specific tenant configurations. If your organization doesn't use those configurations, they won't show, and that's expected.

Why can't I Find Timesheet Codes in my Admin Menu?

Its menu entry is currently limited to one specific customer configuration. The screen is still reachable directly by URL for any admin — ask Cora Systems for the direct link if you need it and it isn't in your menu.

Can I Change a Timesheet Code's Type or Function after it's been Used?

No — Company, Type, and Function all lock once a code is in use on a timesheet. Only Description, Include Normal Hours, and Active remain editable at that point.

Is there a Limit on how many Custom Report Columns I can Select?

Yes — up to 10 custom headings on the Report Headings selection under General Configuration.

Where can I See a History of Configuration Changes?

Every save on the General Configuration tab is written automatically to Cora PPM's configuration history/audit log.

Cora PPM · Timesheet Configuration · Administrator Guide