Getting started with Smarter Timesheet
Step-by-step guide to installing and using the SharePoint-native time tracking solution for Microsoft 365.
Table of contents
Welcome to Smarter Timesheet!
Smarter Timesheet is the lightweight, SharePoint-native time tracking solution for Microsoft 365. Easily track project hours, monitor overtime, and get instant insights into your work allocation.
No external software, no complicated setups - fully integrated with SharePoint and ready in minutes.
Installation & Setup
Installation of Smarter Timesheet is done via Microsoft AppSource or your tenant's SharePoint App Catalog.
Option A: Installation via Microsoft AppSource (recommended)
- Visit the Smarter Timesheet page in AppSource
- Click "Get it now" and follow the instructions
- Approve permissions (if required)
- Choose whether to install tenant-wide or only for specific sites
Option B: Manual Installation (.sppkg file)
- Download the
smarter-timesheet.sppkgfile - Go to your Tenant App Catalog
- Upload the .sppkg file
- Confirm deployment and permissions
Add WebPart to a Page
- Go to a modern SharePoint page
- Click Edit page
- Click the + icon to add a WebPart
- Search for "Smarter Timesheet" and select it
- Save the page
✓ 🎉 Automatic Provisioning
On first load, Smarter Timesheet automatically creates all required SharePoint lists: TimeEntries, Projects, WorkingProfiles, SmarterTimesheetSettings. No manual setup required!
First Time Entry
After installation, you'll see the Weekly View with a table for the current week. Each column represents a work day.
Create Time Entry
- Click "+ Add Entry" in the header
- Select a Project (if no projects exist yet: see Step 3)
- Enter a Description of the activity
- Select the Date
- Enter the regular hours (e.g., 8)
- Optional: Enter Extended Hours (overtime) if applicable
- Click "Save"
💡 💡 Tip
You can edit existing entries by clicking on them. A dialog opens with all details to modify.
Week Navigation
Use the arrow buttons in the header to navigate between weeks. The current week is highlighted.
Manage Projects
Before you can create time entries, you need at least one project. Projects organize your time tracking and can include clients, status, and hourly rates.
Create Project (Owners)
- Click "Projects" in the WebPart header
- Click "+ New Project"
- Enter project details:
- Name - Project designation
- Client - Customer or department (optional)
- Status - Active / Completed / On Hold
- Hourly Rate - Rate per hour (optional, for reporting)
- Click "Save"
📝 🔐 Permissions
Owners can always create, edit, and delete projects.
Members can only manage projects if enabled by the administrator
(see Admin Settings → Features). Deletion is always reserved for owners only.
Edit or Delete Project
- Edit: Click on the project and select "Edit"
- Delete: Click on the project and select "Delete" (owners only)
Using Views
Smarter Timesheet offers three different views to analyze your time data at different detail levels.
Weekly View
Default view with daily columns. Ideal for regular time tracking and quick overview.
Monthly View
Compact overview of all time entries in a month. Perfect for monthly reports and analysis.
Yearly View
Long-term overview across the entire year. Ideal for annual reports and resource planning.
Switch Between Views
Use the View buttons in the WebPart header:
- Weekly - Detailed daily view (default)
- Monthly - Compact monthly overview
- Yearly - Year overview for long-term planning
💡 📊 Export Tip
Data in all views is based on SharePoint lists and can be exported to Excel at any time or connected with Power BI for advanced analysis and reporting.
Key Features in All Views
Inline Editing
Click on any time entry to edit details directly
Overtime Tracking
Track regular and extended hours separately with approval workflow
Real-time Updates
Automatic data refresh and synchronization
Responsive Design
Works seamlessly on desktop, tablet, and mobile devices
Admin Configuration
As an Owner (SharePoint Site Owner), you have access to Admin Settings to configure Smarter Timesheet for your organization.
Open Admin Settings
- Click "Admin Settings" in the WebPart header (visible to owners only)
- A dialog with multiple tabs opens
General Settings
Configure weekly hours, work days, week start, and time format
Manage Features
Enable extended hours, allow members to manage projects
SharePoint Structure
Automatically validate and provision lists and fields
License Status
View and refresh license information
Tab: General
- Weekly Hours - Default weekly hours (e.g., 40)
- Week Start Day - Week start: Monday or Sunday
- Work Days - Define work days (Mon-Fri, Mon-Sat, etc.)
- Time Format - Decimal (8.5) or Standard (8:30)
Tab: Features
- Enable Extended Hours - Enable/disable overtime tracking
- Members can manage projects - Allow members to manage projects
⚠️ ⚠️ Important: Extended Hours
If "Enable Extended Hours" is disabled, employees cannot record overtime and owners won't see approve buttons. Only enable this feature if you need an overtime workflow.
Tab: Health
Use the "Validate SharePoint Structure" button to check SharePoint lists and fields. The system automatically recreates missing lists (idempotent).
Tab: License
Shows the current license status (Trial, PRO, FULL). Click "Refresh License" to update the status.
Frequently Asked Questions
❓ Which SharePoint lists are automatically created?
- TimeEntries - Time entries with date, hours, project assignment
- Projects - Projects with name, client, status, hourly rate
- WorkingProfiles - Work profiles with employee assignment, weekly hours, work days
- SmarterTimesheetSettings - App settings (key/value pairs)
Provisioning is fully automatic and idempotent - no manual setup required!
❓ What is the difference between regular hours and extended hours?
- Regular Hours - Normal working time within the defined work profile
- Extended Hours (Overtime) - Additional hours beyond regular working time
Extended Hours can go through an approval workflow: employees record overtime, managers/owners approve it. The feature can be enabled/disabled in Admin Settings.
❓ Who can manage projects?
- Owners - Can always perform all project operations (create, edit, delete)
- Members - Can only manage projects if the administrator enables the "Members can manage projects" option. Deletion is always reserved for owners only.
You can find this setting in Admin Settings → Features → Members can manage projects.
❓ Can I use Smarter Timesheet as a Full-Page App?
- Web Part - As part of a SharePoint page
- Full Page - As a standalone full-screen app page
To create a Full-Page App: Site Contents → New → App Page and select "Smarter Timesheet". All features are available in both modes.
❓ How does extended hours approval work?
- Employee creates a time entry with Extended Hours > 0
- Owners see an Approve button on this entry
- Single approval via the button on the entry or bulk approval for the entire week
- Approved overtime is marked and can be evaluated in reports
Important: Approve buttons only appear on entries with Extended Hours > 0. Normal working time (8h Regular + 0h Extended) doesn't require approval.
❓ Can I customize working profiles for my employees individually?
- Global Settings - Administrators define default weekly hours and work days
- Individual Profiles - Users can customize their own work profiles (e.g., part-time, flexible work days)
- WorkingProfiles List - Contains employee-specific settings
This enables maximum flexibility for different work models in your organization.
Need Support?
Our support team is happy to help you with any questions about Smarter Timesheet.