You can set up Timesheet Reminders per Office via the Address Book.
- Go to the Address Book
- Select the Office you want to update
- Click the Timesheets tab
- Set ‘Timesheet Reminders’ to Yes
- Choose the Reminder rules you want to apply (e.g. Pop-Up, Lock-Out)
Once enabled, reminders will automatically apply to Users in that Office based on your chosen settings.
Timesheet Reminder Rules
When enabling reminders, you can fine-tune how and when users get nudged — or locked out. Here’s how to customise the experience:
- Notification:
– Pop-up duration – How long should the reminder appear?
– Frequency – Show it only on login, or on every page load until the timesheet is compliant? - Compliance Rule:
– What counts as “compliant”?
– Does the user need to have time submitted, or is just saving enough?
– How far back do you want to check?
– e.g. Missing time for the past 4 weeks, 2 weeks, or 3 days? - Grace Period:
– Set a delay before reminders kick in
– e.g. Let users complete last week’s timesheet by Tuesday, not Monday
– Ideal for giving teams a brief buffer after weekends or holidays - Lockout Rule:
– Do you want to enable lock-out for repeated non-compliance?
– If yes, how long should the system wait before locking the user out?
(e.g. 1 day, 1 week, etc.)
Understanding how the “Duration” Compliance rule works
How the Duration Field Works
The duration field sets how many weeks are used to calculate timesheet compliance. It works by averaging the total hours submitted over the selected number of weeks, then comparing that average to the user’s required minimum weekly hours.
For example:
If the duration is set to 30 weeks, we calculate the average number of hours the user has submitted each week over those 30 weeks.
- If the average is below the user’s required minimum, the compliance rule is triggered.
- If it’s above, they’re considered compliant.
This means a user logging 40 hours/week for several weeks—when only 20 hours/week are required—could skip a week and still stay compliant. But once those high-hour weeks roll out of the 30-week window, the average could drop and unexpectedly trigger a warning.
Best practice:
Keep the duration short—1 or 2 weeks—to ensure compliance checks reflect recent behaviour and avoid surprises.
User Level Override of Timesheet Reminders
If you have specific users who don’t need to submit timesheets, you can opt them out of reminders — even if reminders are turned on for their Office.
How to Exclude a User from Reminders
- Go to the Address Book
- Find and edit the User
- Open the Timesheets tab
- Set Reminder and/or Lock-Out to Disabled
Use this for execs, guests, or anyone using Pronto who isn’t expected to log time.
