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Online Manual - Time Sheet - Small Office Tools
Version: 1.3.9

Table Of Contents

 

Introduction

The Time Sheet app is a part of the Small Office Tools suite that was designed to provide specialized, easy-to-use software for a small business office. The Time Sheet program strives to help small business employees to keep track of their work hours by providing means to enter, monitor and generate reports of their time worked. Read on for details on how to use it.

 

Screencasts

Before we delve into the depth of the Time Sheet app's operation, you may want to watch a brief overview of a previous version of the app in these screencasts:

 

Installation

Desktop version: Before you can take advantage of the Time Sheet program, you need to download its installer. It comes packaged in a ZIP archive. After you've downloaded and opened it (and passed all of the "mandatory" Windows warnings), you will need to run the installer file. Then follow on-screen instructions to install the Time Sheet app. After that you're done, and can now delete the installer package that you downloaded earlier.

To start the desktop version of the Time Sheet app double-click its icon, that you can find in the Windows Start menu, or on your desktop, if you specified such feature during installation process:

Time Sheet program logo, desktop version


Windows Store version:
Can be installed directly from the Windows 10 Store.

To start the Windows Store version of the Time Sheet app double-click its icon, that you can find in the Windows Start menu:

Time Sheet program logo from Windows Store

 

Uninstallation

Windows 10: Go to Start -> Settings -> System -> Apps & Features and locate "Time Sheet - Small Office Tools" in the list. Then click it and select Uninstall. Follow on screen instructions to finish uninstallation.

Windows 8 & earlier: Go to Start -> Control Panel -> Programs and Features and locate "Time Sheet - Small Office Tools" in the list. Click it and select Uninstall button above. Follow on screen instructions to finish uninstallation.

Windows Store version: Go to Start -> Settings -> System -> Apps & Features and locate "Time Sheet - Small Office Tools" in the list. Then click it and select Uninstall. Follow on screen instructions to finish uninstallation.

Desktop version: If a registered copy of the Time Sheet program contained at least one administrator account, such account login will be required to uninstall the program.

Note that Windows Store version of the Time Sheet program does not support this feature. In that case, uninstallation will proceed without requiring an administrative user password. An administrative password will not be required either if the Time Sheet program database does not contain any administrative accounts, or if the Time Sheet program itself was not registered.

The following window may be displayed to request uninstallation:

Time Sheet uninstallation login

Select any administrative account from the list and provide that account password to proceed with uninstallation.

If you forgot your administrator password, cancel uninstallation and run back the Time Sheet program. Refer to this FAQ on how to reset your password.

WARNING: Uninstalling the Time Sheet program will remove all of the employee time sheet records, as well as other generated data!

INFORMATION: Uninstalling the Time Sheet program does not remove any data backups made by the program during its operation. To access those (and possibly delete them as well) check the following folder in Documents: "Small Office Tools - Time Sheet - Backups". Note that this location could've been changed in the Time Sheet program settings.

In case you want to read additional details about uninstallation of older versions of the Time Sheet app, please refer to this FAQ.

 

First Run

The first time you run the Time Sheet program you will need to create a new job record:

Time Sheet add new job window

Although you can fully configure the new job record, at this stage all that is required is its name. Click ADD button to add a new job record to the Time Sheet program. You will be able to modify it later.

After adding a new job record you will be presented with a blank Time Sheet program window:

Time Sheet empty welcome screen

At this point you will need to add at least one employee account to begin using the program. For that either click on the Add New Employee link in the main window, or click the "+" button to the right off the Employee line on the top. You should see a new window that will let you add a new employee account:

Time Sheet add new employee window

At this stage you will need to provide employee name and password (read here for more details) and click ADD button to add a new employee account.

Now the Time Sheet program is set up & ready for use.

 

Application

When you first open the Time Sheet program you may be presented with a welcome screen:

Time Sheet welcome screen Main menu Current job Current employee Add/Edit/Remove job record Add/Edit/Remove employee record More Options menu button Pick an employee Navigation controls Print button About button Add new employee

The Time Sheet program can automatically load up the time sheet for the last logged in employee. Check the Preferences for details.

The following options are available from the welcome screen:

 

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Employee Time Sheet

Once an employee is selected you should see that employee's work time record in the main window of the Time Sheet program:

Time Sheet program main window Job selection controls Employee selection controls Log-off button Log-off button Navigation controls Column header Status bar Time sheet cursor Holiday day line Auxiliary buttons

The language and format of dates, time and numbers displayed by the Time Sheet program will be specific for your location.

The following controls and options are available:

 

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Main Menu

The main menu of the Time Sheet app contains a full set of commands available in the program. It is located at the top of its window:

Main menu

File menu Edit menu View menu Navigate menu Jobs menu Employees menu Tools menu Reports menu Help menu

The following commands are available:

 

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Add/Edit Job Record

The following window allows to add (or edit) a job record. You can activate it either by clicking the "+" button from the Job selection controls, or from the "More" button pop-up menu, or by going to Jobs -> Add New Job (or Jobs -> Edit Job) in the main menu:

General tab

Add/Edit Job window Job name Use job by default checkbox Color theme controls Rename Itemized column

The following controls are available:

Workdays tab

Add/Edit Job window Workday length during weekdays Workday length during Saturdays Workday length during Sundays Workday length during Holidays

Pay Periods & Printouts tab

Add/Edit Job window

Access & Restrictions tab

Add/Edit Job window Use mandatory lunch break Automatically set hours worked during holidays Using only days worked in time sheet printout

 

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Remove Job Record

The following window allows to remove a currently selected job record. You can activate it either by clicking the "-" button from the Job selection controls, or by going to Jobs -> Remove Job from the main menu, or from the "More" button pop-up menu:

Note that an administrative user login is required to remove a job record. Such login will be omitted if there's no administrative users currently present in the Time Sheet program database.

Remove job record

To continue with removal make sure to type the word remove into the text field and click the "Remove" button to finish job record removal.

WARNING: Job record removal will be done as soon as you click the "Remove" button, without any further prompts!
WARNING: Job record removal is permanent and cannot be undone later!
WARNING: Removing a job record will also permanently remove employee time sheet records associated with it!

INFO: You cannot remove last job record.

If there's no administrator account set up, and if at least one of the employees associated with a job record being removed has their records protected by a password, such password will be required to complete the removal of a job record. In case such password cannot be provided, neither a job record, nor any employee's time sheet records associated with it will be removed.

If there's no administrator account set up, to remove a job record containing time sheet records for employees that are no longer available use the "Force Employee Account Removal" option to remove those employee accounts first.

 

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Add Employee Account

The following window allows to add a new employee record. You can activate it either by clicking the "+" button from the Employee selection controls, or by going to Employees -> Add New Employee from the main menu, or from the "More" button pop-up menu:

Note that an administrative user login is required to add a new employee account. Such login will be omitted if there's no administrative users currently present in the Time Sheet program database.

Add employee record Account type Part-time employee Automatically apply holiday hrs First name Last name Password Allow other users to view this users time sheet Allow other users to finalize this users time sheet Rename itemized column Add button

The following controls are available:

 

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Remove Employee Account

The following window allows to remove the currently selected employee account. You can activate it either by clicking the "-" button from the Employee selection controls, or by going to Employees -> Remove Employee from the main menu, or from the "More" button pop-up menu:

Note that an administrative user login is required to remove a employee account. Such login will be omitted if there's no administrative users currently present in the Time Sheet program database.

Remove employee record

To continue with removal make sure to type the word remove into the text field and click the "Remove" button to finish employee account removal.

WARNING: Employee account removal will be done as soon as you click the "Remove" button without any further prompts!
WARNING: Employee account removal is permanent and cannot be undone later!

If an employees account is protected by a password, such password will be required to complete the removal of an employee account.

Request an administrator to remove an employee account that is no longer available. If there's no administrator set up in the Time Sheet program, or if the account that is needed to be removed is an administrator, use the "Force Employee Account Removal" option.

 

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Edit Employee Account

The following window allows to edit a currently selected employee record. You can activate it either by clicking the "..." button from the Employee selection controls, or by going to Employees -> Edit Employee in the main menu, or from the "More" button pop-up menu:

Edit employee record Account type Part-time employee Automatically apply holiday hrs First name Last name Old password Set password Allow other users to view this users time sheet Allow other users to finalize this user's time sheet Rename itemized column OK button

The following controls are available:

 

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Force Removal of Employee Account

The following window allows to schedule a "delayed removal" of a currently selected employee account. It is called "forced" because this option is intended to be used to remove employee accounts of employees that are no longer available, bypassing their passwords. To activate this feature go to Employees -> Force Employee Removal from the main menu, or use "More" button pop-up menu:

Note that an administrative user login is required for the forced employee account removal. Such login will be omitted if there's no administrative users currently present in the Time Sheet program database.

Force remove employee record Employee account Schedule removal Cancel removal

When this window is first brought up, the "delayed" employee account removal will not be scheduled yet, which will be indicated by the message in the middle of the window. In case the "delayed" employee account removal was already scheduled for employee, the date of the allowed removal will be displayed in this window:

Scheduled force employee record removal Reschedule removal Cancel removal

The following controls are available:

SECURITY WARNING: Use this option only to remove employee records of employees that are no longer available! If an employee's record was scheduled for "delayed" removal and that employee logs in to their account by entering the password, the following warning will be displayed to that employee, and the "delayed" removal will be cancelled:

Someone has set up your employee account for "delayed removal". Since you successfully logged in, the "delayed removal" will be now canceled. In case you still want to remove this employee account use the password you just entered...

Delayed employee record removal warning

LEGAL WARNING: Unauthorized tempering with individual's private information may be illegal in your country/state/jurisdiction.

 

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Adjust Finalized Work Records

The following window allows to adjust previously finalized work records, as well as to add finalization. This window can be accessed by going to Tools -> Adjust Finalized Work Records from the main menu:

This command requires an accountant or an administrative user login. Such login will be omitted if there's no administrative users currently present in the Time Sheet program database.

Jobs list Current job Select all jobs Deselect all jobs Toggle jobs Employees list Current employee Select all employees Deselect all employees Toggle employees All employees All accounting All administrators Date range - From Date range - To Selected month Selected week Selected day Keep window open Finalize De-finalize

The following controls are available:

 

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Print Multiple Time Sheets

The following window allows to finalize and print Employee Time Records for multiple jobs and employees at once. This window can be accessed by going to Reports -> Print Time Sheets from the main menu:

Note that a user login is required to print the time sheet records. If user does not have a password, leave the password field blank.

By logging in as an accountant or an administrator you will be able to access multiple employee accounts at once.

Print time sheets Jobs list Current job Select all jobs Deselect all jobs Toggle jobs Employees list Current employee Select all employees Deselect all employees Toggle employees All employees All accounting All administrators Group filter Use only days worked Check for errors Skip empty time sheets Keep open Print

The following controls are available:

 

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Work Hours Report

The following window allows to view and print work hours report for multiple jobs and employees without the need to print their time sheets. This window can be accessed by going to Reports -> Work Hours Report from the main menu:

Note that a user login is required to generate employees work hours report. If user does not have a password, leave the password field blank.

By logging in as an accountant or an administrator you will be able to access multiple employee accounts at once.

Work hours report Jobs list Current job Select all jobs Deselect all jobs Toggle jobs Employees list Current employee Select all employees Deselect all employees Toggle employee All employees All accounting All administrators Group filter Date range filter Include holidays Check time sheet for errors Keep window open Print button

The following controls are available:

 

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Import Database

The following window allows to import a previously exported copy of the Time Sheet program database. You can activate this feature by going to File -> Import Database from the main menu, or from the "More" button pop-up menu:

Note that an administrative user login is required to import a database. Such login will be omitted if there's no administrative users currently present in the Time Sheet program database.

Import Database Import a blank database Import entire database from a file Import entire database from a previous backup Importing options Backup location Keep maximum of N backups Backups

The most useful application of the importing/exporting options is for sharing or synchronization of your time sheet data among several computers or devices.

Note that a copy of the Time Sheet program will be required on each machine that the database is intended to be imported on.

The following options are available:


You can also invoke the Import Database window by simply dragging an exported Time Sheet program database file into the Time Sheet program window.

While dragging a file for importing, make sure that the Time Sheet program is not displaying any secondary windows.

 

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Export Database

The following window allows to export data from the Time Sheet program database. You can activate this feature by going to File -> Export Database from the main menu, or from the "More" button pop-up menu:

Note that an administrative user login is required to export a database. Such login will be omitted if there's no administrative users currently present in the Time Sheet program database.

Export database Email entire database Export entire database as a file Export data types Data type Date range Today button Sort by File location Open exported file Export data

The most useful application of the importing/exporting options is for sharing or synchronization of your time sheet data among several computers or devices. You can also use the exporting option to convert the time sheet data into other formats, such as comma-separated .csv file for importing it into any outside data processing program, such as Microsoft Excel and others.

Note that a copy of the Time Sheet program will be required on each machine that the database is intended to be imported on.

The following options are available:

 

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Preferences

The Preferences window allows to customize settings specific for this copy of the Time Sheet program. You can bring up the Preferences window by going to Edit -> Preferences from the main menu, or from the "More" button pop-up menu, or by using the Ctrl+K shortcut on the keyboard.

Settings in the Preferences window are stored locally and are not included in an exported database. They are not affected by importing a database, either.

The Preferences window consists of the following tabs:

 

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About Window

This window displays the information about the Time Sheet program:

About Window Version Registration for this copy Deauthorize

The following is available:

 

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Thank you for using the Time Sheet app!

We're actively working on improving the Time Sheet software and welcome any feedback from its users.

Feel free to send us your ideas, comments and especially bug reports. Even though we can't answer every single email, we listen and appreciate your time writing us!

Support Team
www.dennisbabkin.com

 

 

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