Select a default time tracking method

Choose the best method to track time in Resource Management to help get the most out of your projects and provide the reporting detail you need. Don't use timesheets as your main criteria. They're required for some options, but you can always request that your team submit timesheets to follow a project's requirements.

Set time tracking for your account

1. Open Account Settings.
   • In Resource Management in Smartsheet, select the kebab menu in the top-right corner, then select Settings. From the list on the left, select Account Settings.
   • In standalone Resource Management, select Settings > Account Settings.
2.  Scroll down to Incurred Hours and Amounts. 
3. Select the best default option for your projects (read on for descriptions).

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You can use different time tracking  when needed for a project. You're simply choosing a default setting. 

Track confirmed hours and unconfirmed past scheduled hours

When you track confirmed and unconfirmed hours, you focus on the time allocated for the work. Hours appear as suggestions on timesheets, but timesheets aren't required to track the project.

The schedule—which you can update as the project progresses—remains your source of information.

To use this method, select Confirmed hours and unconfirmed past scheduled hours in Account Settings. Incurred time includes both confirmed and unconfirmed hours from timesheets.

If you track confirmed and unconfirmed hours, consider setting the Incurred Period to include past days only. This will ensure incurred time and fees include only historical data.

Track confirmed hours

When you track confirmed hours, your team reports all hours worked and submits regular timesheets.

Hours reported are incurred, and you can use these hours to calculate how much of your budget you’ve spent.

Hours assigned on the schedule appear as time entry suggestions on a person’s timesheet. Each person can confirm or change their hours when they submit a timesheet. Confirmed hours appear as incurred time or fees under Project Status.

Hours from timesheets appear in Project Status.

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If you track confirmed hours, consider setting the Incurred Period to include past days and today. This provides the most up-to-date information about incurred time and fees.

Track approved hours

Approved hours treat only those hours that have been through the approval process as incurred. Resourcing Admins need to enable approval workflows in order for approved hours to appear. 

Use Approved hours if you’re invoicing clients on an hourly basis, or you need to meet audit compliance requirements.

Incurred hours don't include future hours, even if they’re approved. Reports only show hours worked.