Setting up timesheet submission reminders

Overview

Timely submission of timesheets is critical for project billing, resource allocation, and overall project tracking. Keka PSA allows you to set up automated reminders and alerts for timesheet submissions based on their due dates, ensuring that employees, project leaders, and other stakeholders stay informed.

In this guide, you will learn:

• How to set up and customize timesheet submission reminders.

• How to tailor reminders for specific dates and recipients.

• How to implement escalation reminders to ensure timely action.

Setting Up Timesheet Submission Reminders

1. Navigate to the Global Settings by clicking on the Settings icon at the top of your Keka HR portal.

2. Select the Communications tab from the left-hand menu.

3. Click on the Event Triggers tab.

4. Select the Timesheets category.
   
   

5. Click on + add event.

6. Select the Timesheet Submission Reminder option. You can also search for it in the search bar.
   
   

Creating and Customizing Reminders

Once you are in the Timesheet Submission Reminders section, you can tailor the reminders according to your needs.

1. Click on +Add Conditional Criteria to set the parameters for your reminder.

2. You can set reminders both before and after the due date. For example:

   • Before the Due Date: Set a reminder for 2 days before the end of the timesheet period (Friday for a Sunday deadline).

   • In the Add Conditional Criteria window, select Before and enter 2 in the box to trigger the reminder on Friday.

3. After setting the criteria, click Add to save.
   
   

Managing Actions for Reminders

1. Click on +Add Action to define how the reminder will be delivered.

2. Choose from available actions such as Email, Slack, or Webhook.

   • For this example, select Email to send a reminder.

3. In the Send Email screen, you can:

   • Name the action (e.g., "Timesheet Reminder - Friday").

   • Specify recipients: Choose whether to send the reminder to the employee, their manager, or specific Keka user roles. You can create escalation levels for reminders (e.g., escalate to project managers or payroll admins if timesheets are not submitted).

   • Add a subject line for the email.

   • Personalize the email body using placeholders (e.g., “Past Timesheet Period”) to include relevant details.

4. After customization, click Create to save the action.
   
   

Modifying or Removing Reminders

You can modify or remove any reminders or actions as needed.

1. To modify the conditional criteria, click the Edit icon next to the criteria name.

2. To remove an action, click the three dots icon next to the action. Choose Edit or Delete from the dropdown menu.
   
   

Additionally, you can set up multiple actions under the same criteria (e.g., sending both email and Slack reminders).

For additional details on how to enable daily timesheet submissions and the process for submitting timesheets on a daily basis, please click here: Enabling daily timesheet submissions and submitting daily timesheets