The contemporary corporate workspace needs to constantly monitor employee performance by tracking time and going through other related processes. An automated system for tracking employee time is advisable if you are in charge of a company that must do so consistently. The use of Microsoft Excel to track employee time in a company is known as "Excel time tracking." Microsoft Excel and Excel timesheet formulas are used, which could assist organizations in cutting costs and keeping track of how employees spend their time.
This article will show you everything regarding the Excel timesheet formula, its building basics, primary and secondary calculations, steps to protect the timesheet data, and how Apploye can replace the Excel timesheet formula to better your tracking process.
What is Time Tracking with Excel
When you use the Excel time tracking method to keep track of your work hours, the time you spend on various activities is recorded in an Excel template for a spreadsheet created using Excel. Excel time tracking records may include columns labeled "Start time," "End time," "Rate per hour," "Total hours worked," "Overtime calculation," and "Total payable."
You must manually enter these data before delivering the time tracking excel document to management for approval. Spreadsheet time tracking requires human labor, even if it helps calculate the amount you enter.
What is an Excel Timesheet Template
Excel time tracking helps you record time in the timesheets created based n the formula and the functions of Microsoft Excel. As mentioned earlier, it contains relevant timesheet items such as ‘Employee name’ or ‘Start Date.’ Timesheet templates prepared with the help of Excel can be of different types, such as:
- Excel Time Tracking Template - Daily
- Excel Time Tracking Template – Weekly
- Excel Time Tracking Template – Bi-Weekly
- Excel Time Tracking Template – Monthly
- Excel Time Tracking Template – Project-Based
These are some standard Excel timesheet templates made based on time duration. But you may improvise the timesheets given the necessity can be multifarious, and the timesheets can be edited anytime.
Building Basics of an Excel Timesheet
In this article, we will show you how you can make an Excel timesheet to track employee work hours. The Excel sheet will be divided into four weeks, representing a standard month in most organizations.
Let’s begin building the Excel Timesheet with the basics!
Non-Formula Component: Information Labels
To start building the Excel timesheet, the first thing we need to do is to put the information regarding every week, which doesn’t involve any formula. The required information could be as follows:
- Name of the Employee.
- Date Frame.
- Department of the Employee.
- Manager in charge.
If you want to or need to, you can provide more details, but it's always preferable to keep things straightforward.
Non-Formula Component: Timesheet Labels
Another non-formula component you need to put in the template is Timesheet labels.
The relevant timesheet templates for the one that we are building could be as follows:
- Morning Shift
- Break Time
- Afternoon Shift
- Total hours worked
You may additionally put other metrics, but in that case, the Excel Timesheet Formula may need to be updated.
Excel Timesheet Formula in details
Excel timesheet formulae are the basic formulae that are straightforward, and you shouldn't face difficulty implementing them. Let's see which formulae we can use in building the Excel time tracking templates.
Excel Timesheet Formula: Calculating Daily Totals
To find out the daily totals-
a. Insert the summation formulae which is =SUM(C8+E8) in the Total Working Hours column.
b. While populating the Morning shift, Breaks and Afternoon Shift cells with relevant data, the Total Working Hours column will be automatically calculated.
c. To find out the weekly summation, use the "=sum ()" formula and expand the selection in the table to include the rest of the cells.
Excel Timesheet Formula: Calculating Weekly Totals
To find out the weekly totals-
a. Select the F8 cell and expand the selection to the F14 cell to use the summation formula in "Weekly total" cell with the information from the "Daily total" column ("=sum (F8:F12)").
b. Like the previous operation at the top, this calculation will be done automatically once you populate the cells with appropriate data.
Excel Timesheet Formula: Calculating Monthly Totals
To calculate the monthly totals-
a. Select all the "Weekly total" cells (marked as F14, F29, G14, G29 in this Excel timesheet example) to calculate the "Monthly total".
b. Insert =sum(F14+F29+G14+G29) into the " Monthly Total" cell.
Steps to protect the Timesheet Data
After developing your templates and formulas, lock specific cells to ensure their accuracy. "Morning shifts," "Break time," "Afternoon shifts," and "Name" cells should indeed be unlocked, while formula cells should be locked. Make sure specific cells are opened. Allow the employee to re-edit cells.
Follow the steps below to protect the Timesheet Data:
Step 1: Holding down the Ctrl key while clicking or expanding the necessary cells will allow you to select every cell you want to unlock.
Step 2: Press Ctrl+1 to view the Format cells window.
Step 3: Now, uncheck the Locked checkbox in the Format cells window's Protected tab and click OK to clear the dialogue box.
Step 4: Now you need to ensure that the settings you have just enacted are protected.
Step 5: press and hold Alt+H+O+P for protecting the enacted settings.
Step 6: After you have brought up this window, ensure that the checkbox next to "select unlocked cells" is the only one selected.
Step 7: Set a password and don’t forget it. Your employees will need the password to edit the locked cells.
Step 8: Your employees need to use the key Alt+H+O+P to edit the locked cells and enter the password to bring changes.
Apploye – Tool that can replace Excel Time tracking
Time tracking software allows business owners to ditch paper timesheets and Excel for an automated approach. Apploye helps you manage your organization precisely, maximizing time and helping companies stay focused and use time professionally.
Through greater productivity brought on by systematic monitoring and control with the help of Apploye, a company's owners and management can unlock the full potential for the growth of the business.
Since desktop and mobile apps are available, you may work whenever and wherever you want.
Users and managers can keep track of their time and record it with the help of the tools that Apploye offers its clients.
Why Apploye can help you track time Accurately
Compared to other time tracking tools like Excel or others you may have used in the past, Apploye has advantages that are hard to uncover. These benefits include everything from Apploye's time tracking features to its cutting-edge amenities. We'll go over some of Apploye's best features after you've gotten acquainted with how the system operates so you can decide whether or not to use it.
- Time Tracking: Track time you spend using the Apploye timer by providing basic instructions such as "start" and "stop”.
- Timesheets: See your employees' timesheets in daily, weekly, biweekly, monthly, or custom intervals.
- Time entry notes: While manually adding time, you may leave notes for your manager.
- Tracking Projects and Tasks: You may log your time against several projects and tasks.
- Timesheet Approval: Here, you will approve the timesheets submitted by employees and pay them accordingly.
- Weekly Limit: Many businesses set a maximum number of hours workers can work in a week. While reaching the limit, they will no longer be able to track time.
- Timesheet export: You can download the timesheet of your employees in pdf, csv, or excel format.
- Pomodoro Timer: Setting work and break periods using a Pomodoro timer will help you remember to take breaks and recharge. A Pomodoro tracker is typically programmed to have breaks every 25 minutes, but it can be altered to suit your working style.
- Manual Time: The manual timer is available for employees if and when they remember to start it while working.
- Reporting & Dashboard: The performance-based dashboard, which is the command center of Apploye, offers features such as Total hours logged during the week, Most hours logged project report, Brief Timesheet, Weekly activity analytics report etc.
How to get started with Apploye to replace Excel timesheet
You can use Apploye to replace the time tracking you do with Excel and keep track of your valuable time if you follow the steps below and install it on your computer.
Step 1: Create an Apploye account
Create a new organization after registering. Then, click "Join an Existing Organization" and set Timezone. Add a project, click "Next," and choose a plan. Invite the members and get started.
Step 2: Create projects and assign members
Go to "Projects” in the Apploye Web app. Name and describe the Project and save. You can edit "Edit Project" under "Actions." Under "Add Billings & Hours," add an hourly rate. Estimate project costs. Save changes.
Step 3: Download and install Desktop App
To download the desktop application from the Apploye website, click "More" then "Get." Click on the Download link. Apploye automatically detects your OS. Choose "Get Apploye for (OS)" to install.
Step 4: Start tracking time Apploye Desktop App
Click 'Start Tracking' begins time tracking. Before logging time, choose a project.
Step 5: Automatic access of in timesheets
Apploye shows daily, weekly, monthly, and custom timesheets. Everything will be performed automatically.
Step 6: Export Reports (CSV, Excel)
Download reports from the 'Reports' area of your dashboard. There are Subsections like Time and Activity, Manual Time, and Apps & URL Usage.
Excel time tracking or timesheet formulae are modern inventions, but as a manager of a futuristic team, you must choose something that helps you eliminate unnecessary time waste. Apploye is an automatic time tracking solution that can solve this pain point and get you out of trouble. Start using Apploye, forget whatever you have used so far and see how perfectly you can track the precious time of your organization.