What does Professional Services Automation mean to you?

If it’s scheduling and matching the right people to the right projects, maximizing employee utilization, streamlining time tracking, valuing time accurately, managing projects and workforces better, improving reporting, integrating with your financial and other systems, and saving employees, administrators and managers valuable time, do we have good news for you.

Configurable, customizable PSA solution

Time&Space® provides the core PSA elements of: resource scheduling, time tracking, expense tracking, project billing and analysis. Multiple integration options allow customers to choose their preferred ERP, CRM, LMS & Payroll systems.

Key features include:

  • Resource schedules can be managed centrally and published to each users’ Outlook calendar
  • Leveraging schedules in timesheets saves each employees hours each week
  • Configurable charge rates support any rating structure
  • Flexible billing systems support any billing structure, or link with billing in financials
  • Customizable reporting delivers unrestricted analysis & reporting at all levels
  • Solves the challenge of mid-project progress and profitability, allowing early corrective action to be taken
  • Customization options allow for a 100% perfect functional fit today and in the future
  • API’s, Apps and Custom Apps allow for seamless integration with literally any system
See how easy it is to enter timesheets with Timewatch.

Timesheet Entry

How long do your employees spend entering timesheets?

However long it takes, we save that time, allowing employees to spend more time working on productive tasks. Our customers tell us that Time&Space® saves them around 1 day a month over other systems†.

With MS-Office styling, users often comment that it feels like they’ve always been using the system. This familiarity and intuitive design means no end user training is needed.

Time Saving Features

Users can import appointments from Outlook or Google calendars, saving hours each week. There are also timers for those that like to track time as they go, and an AI timesheet so users can speak to their phone: “Post 2 hours to my timesheet today, for project XYZ”.

The average saving is around 2 hours a week, or 1 day a month.

For a professional services organization, having an extra chargeable day each month represents a return on investment of around 10,000%.

† Average saving reported by customers is 1.5 days per month.
‡ Typical values of 1 chargeable day vs cost of Time&Space® Pro per user.

These Tabs show only the areas each user has been given access to.
Click ‘New’ or a blank area of the timesheet to add a new item.
Timers allow users to track time on projects as they work on them. Working on a task – start a timer, phone rings – start another, finish call – go back to the previous timer.
Import appointments from scheduling, Outlook or Google. Saves hours each week by using data from Outlook & Google.
Users can only view reports that administrators have granted them access to.
A timesheet dashboard shows user the current status of their timesheet: late notifications, vacation days taken, scheduled & remaining etc.
Workload dashboard shows up coming commitments.
The columns visible, their width and sort order is all configurable by user. Administrators can set the column names to match your terminology.
Notes can be entered on each cell, which are available in reporting & billing.
If you have a minimum number of hours per day rule, days that do not meet the minimum can be colored red.
Totals by line, column and a total for the week (behind the phone)
Also support Phones and Tablets, offering the same end user functionality as the desktop browser system, but simplified for the mobile user.
Rather than a grid or entry form that is cumbersome on a mobile device, the mobile app fuses graphical display and data entry to make time tracking on a phone quick and easy.
The chart shows hours currently booked per day. A green bar shows you’ve met the minimum hours for the day, red shows you haven’t. Tap on an empty area on a day to add a new entry, tap on a bar to view and edit entries on that day.
Mobile dashboard shows current timesheet status.
Secure, responsive browser app means nothing to install or support on end user devices, but more importantly, no data is downloaded or stored on the devices, so no data security issues to worry about if the device is lost or stolen.

Resource Scheduling

Schedulers tell us they need a fast, configurable, multi-user, multi-resource, multi-day/week/month view so they can see which resources are busy and which are free.

They want multiple views for resources of different skills or groups they define, they want to search for availability and when they make bookings, color code them by type, customize what is displayed in the view and in mouseovers, be able to drag and drop bookings to different resources and/or dates, and have all this sync automatically with Outlook.

Timewatch® Resource Scheduling systems do this for breakfast.

There’s also conflict management, custom fields, security, reporting, alerts, dashboards & custom options – as little or as much as you need to solve your scheduling need.

Timewatch® streamlines and increases the speed and accuracy of your scheduling processes, decrease stress, and raises the level of resource utilization attainable, typically by around 6-8 hours a month.

In return on investment terms for a professional services organization, that’s a return of around 10,000%.
‡ Typical values of 1 chargeable day vs cost of a Timewatch® Resource Scheduling solution.

The MS-Office style ribbon means new users are already familiar with the system. This increases user acceptance and reduces training / learning time.
Multiple view styles; from the classic diary style (ideal for most scheduling), to the ‘Timeline’ view where time runs left to right (ideal for broadcasting, 24 hour operations and multi month task scheduling), a conflicts view that alerts users to conflicts and helps resolve them, and a spreadsheet style Data View.
The specific resources, the number of days and the number of resources per page are all configurable. Set the views as you like then save them so you can flip between views of different resources and densities.
View just the resource name, or add a picture, available hours in view and availability over the coming 6 weeks.
In addition to the typical ‘diary’ style bookings, Timewatch® scheduling systems also support ‘Project Task’ scheduling – multi-day items that can be a %age of time, a number of hours per day or days per week. Ideal for background tasks, project and long term scheduling where not everything in a day can be represented with a start time and an end time, or even a specific day.
Making a booking is as simple as clicking in free space, but maybe another resource with the same skills and more availability would be a better choice. Our scheduling systems can help schedulers make more ‘nuanced’ decisions where needed.
The height of the resources in view is configurable, so you can increase or decrease the number of resources per page.
Resources can be people, courses, equipment, vehicles, studios, rooms… anything you need to schedule.

No compromise charge rates

Valuing time needs to be perfect. Even a penny difference adds up over time. Additionally, discrepancies waste time as they are investigated. This is why Timewatch® supports unlimited rates to 6 decimal places.

This may seem overkill, but it isn’t. Rate accuracy and flexibility is the only way of ensuring our customers can value and charge time exactly the way they need to, with no compromises.

For example, most system limits the number of employee rates possible. In one case, a customer needed to charge a rate that fell between two values. They couldn’t tell their customers that they had to charge more because their system didn’t support it, so they had to suffer the loss and charge the lower rate. Losses which added up to be quite considerable over time. That customer is now using Time&Space® and makes no compromise on their charge rates.

PSA valuing time

No compromise reporting

Time&Space® offers multiple reporting and analytical tools to ensure customers have access to the exact data they need, when they need it.

Traditional Reports

A gallery of classic ‘print preview’ style reports is available for customers to choose the exact reports they need.

Dashboards

Turn data into insight, with charts, gauges and views of data designed to help busy managers & directors to rapidly review current performance.

Drill Downs

Interactive reporting tool unique to Timewatch®. Drill down from high level summary, level by level down to the underlying transactions.

Exporting Data

Data can be exported in a variety of formats, including Excel, Word, CSV etc.

Auto Alerts

Auto emails notify administrators of literally anything. Late timesheets, timesheets to approve, late scheduled items, project nearing budget, mid project profitability decrease etc.

Custom Reports

A powerful SQL Report Designer is available for those that want to develop custom reports. We also offer a report writing service.

Whatever your requirements, you can create the perfect PSA reporting system for your organization, without limits or compromise.

Timesheet reporting
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Visualize & Analyze Data with Dashboards

Dashboards help people visualize and comprehend data faster and easier, which help them make more informed decisions faster.

CEOs, CFOs and managers can view and comprehend data at a glance KPIs, metrics, and data across offices, teams, customers, projects etc.

Real-time monitoring allows saves administrators hours or days of analysis and preparation time each month, and provide senior managers with the ability to view their Dashboard at any time for up-to-date and accurate data with zero chance of manual preparation error.

Best still, dashboards can be customized, so if your CEO, CFO or managers need a specific Dashboard, it can be created for them.

PSA valuing time
Dashboards are accessed via the Home Tab. Dashboards are configurable in that administrators set whether users have access to Dashboards, and if they are, which ones they can view.
Each user can set a ‘Home Dashboard’ – their default Dashboard that will automatically be displayed when they next login, or can return to by clicking Home.
Users can have access to multiple Dashboards, for example: scheduling, timesheets, expenses, advanced timesheets, billing, Outlook integration statistics, or any custom dashboards that have been created for your organization.
Users can flip through Dashboards easily.
Users can configure their settings for their dashboards, including which Dashboard they want to be their default.
Dashboards show views of key information by using charts, graphs, data grids, time lines and gauges.

Interactive Reporting

Drill Downs offer a unique reporting, analytical and querying tool that, for most, quickly becomes their ‘go-to’ reporting tool.

Drill Downs start by providing a spreadsheet like line summary, by Project, Customer or Employee. Users can then double click on any field to drill down to a detailed breakdown of the value they clicked on, and they can drill down to further levels all the way down to the underlying transactions.

This rapid, raw, querying of transactional data is why it becomes most users favorite reporting tool. In seconds, users can focus in on time booked, costs, invoices, expenses etc and drill down to the information they want.

Users can add, remove and rearrange columns, search and filter data (eg. all projects for a customer, billing greater or less than a certain value, transactions after or before a date etc.). Users have total control. Additionally, data can be exported to popular applications such as Excel, Word, PDF etc.)

Timewatch systems also include traditional ‘print preview’ style reporting, Dashboards, Auto notifications and alerts, but to many, Drill Downs are the icing on the cake.

PSA Reporting
The Home tab provides access to Dashboard Reporting.
Drill downs can be viewed by Project, Employee, Customer etc. viewing hours, costs, charges, expenses, estimates, custom fields, pretty much anything. The user drill down from high level summary to details and all the way down to the underlying transactions themselves.
The Reports tab provides access to the library of traditional reports.
Users can add and remove columns to ensure their drills downs show all of the data columns they require.
Drill Down data can be exported to various systems in various formats: Excel, Word, CSV, PDF etc.
Enabling filters allows users to filter any fields they like to locate the data they need. Searches can be textural (search for names, words, sounds like etc.) or numerical (equal to, greater or less than etc.)
Data can be searched by date: specific dates such as this/last week/month/year, week/month/year to date and of course custom date ranges.
The search tool allows users to locate specific projects, employees or customers quickly and easily.
You can drill down on any data field to a summary of the underlying data, all the way to the underlying transactions.
Totals are summed for each column.

Dig a little deeper...

Timewatch’s Time&Space® PSA solution provides advanced scheduling, time & expense tracking, billing and reporting features. To learn more about the key features of the solution set, click on the items below to learn more:

Overview

Who uses Time&Space®

Any organization that needs to plan, manage, log or value its employees’ time can benefit from Time&Space®. As the product is configurable and customizable, it is used in an incredibly broad range of industry sectors including:
- Consultancies
- Healthcare
- Financial
- Professional Services
- IT / Software Developers
- Training Organizations
- Government
- Engineering / Architecture
- Aviation
- Oil & Gas
- And many more

Resource Scheduling

Fast, intelligent resource Views

Efficient employee & resource scheduling requires fast, intelligent, high density and configurable views. And that is exactly what Time&Space® provides.

Schedulers can create any number of views with different resources and resource groups for the various scheduling tasks required. View density is also configurable, both in how many resources fit in 1 screen and the date range visible, as well as the information detailed in every booking.

Drag and drop, skill persistence (ensuring a booking made because of a skill or attribute of a resource, can only be moved to a similar resource with the same skill), real time utilization analysis and seamless syncing with Outlook all help minimize administration overhead and maximize speed and accuracy of scheduling.

Timesheet entry, excel timesheet, time tracking, time recording all made easy

Time Tracking

Saves employees hours each week

It's a little ironic, but entering timesheets takes time away from productive tasks. It is therefore crucial that timesheet entry is as fast as possible. Customers tell us Time&Space® saves them between 4-8 hours a month over their previous system.

It achieves this through flexibility, reduction in data duplication and clever technology.
Schedules and calendars already have details of what employees are working on. Time&Space® can utilize scheduling, Outlook and Google calendar data to turn appointments into timesheets. This alone saves hours each week.

Flexibility is next. Different people work in different ways. Time&Space® lets users use whichever time tracking system and method suits their style of working. Via PC, Mac, Phone or Tablet, using a classic timesheet, their Calendar, Timers, even an AI assistant so they can speak to their phone and post time on the go.

Time&Space® saves everyone time, increases timesheet accuracy and decreases delays in timesheet submission. Imagine getting an extra day’s chargeable work time for each employee each month. For a professional services organization, an extra chargeable day a month, is a 5% increase in productivity. If you add it up, that’s an incredibly valuable saving.

† Average time savings reported by Timewatch customers.

Increase resource utilization

Increase Employee Utilization

Increase utilization by 5% or more

With tools to match available resources with the skills necessary to work to be scheduled, Time&Space® enables schedulers to maximize employee and resource utilization. The average is an increase of 5%. That’s the equivalent of a free extra employee for every twenty, or every employee working an extra day free every month.

Contact us to learn more about how we can help you increase the utilization of your valuable resources.
† Average increase in scheduling utilization as reported by Timewatch® customers.

Resource Groups / Skills

Find the best Resources for the job

Every organization is unique in the way they schedule, group and arrange their resources. Yet grouping and searching for resources is crucial in efficient resource scheduling.

Time&Space® uses a customer definable, multi-level resource classification system that can be used to group by skill, skill level, location, language. However you group resources, Time&Space® can support it and can present these skills an attributes as an expandable tree.

Resource groups can be used when creating views, but they come into their own when making bookings and searching for resources. For example, schedulers can simply direct the system to find a resource or person with a set of attributes with availability on a certain date, and the system will list resources that meet those criteria for them to choose.

Conflict Management

Block, Allow or Manage Conflicts?

Conflicts or double bookings can be embarrassing, costly and worst of all, appears un-professional which can lead to loss of contracts.

Some systems allow conflicts, some stop them completely, but there are situations where conflicting books are desired (multiple provisional bookings for example), and some where conflicts cannot be allowed (for example when one of the provisional bookings become confirmed).

Time&Space ® allows you to control which types of bookings can exist in conflict, and which ones cannot. We also provide specific tools to draw attention to conflicts, as well as help you resolve them.

Avoid conflicts, block conflicts, manage conflicts or a mixture. Each customer can define exactly how they want their Time&Space ® system to work.

Outlook Integration

Seamless sync saves everyone time

The Time&Space® Outlook sync saves both employees and administrators hours each week - days each month.
For a professional services organization, gaining an extra day’s chargeable time each month is an incredible increase in chargeability and an incredible return on investment of around 8,000%.

Bookings are automatically published to employees’ Outlook calendars, and as they already have customer, project and work breakdown details associated with them, employees can turn them into timesheets at the click of a button! It reduces time entry to seconds.

Schedulers save time as there is no need to contact employees to advise them of new or changed appointments, or remind them of upcoming appointments. The system takes care of all of this automatically. Additionally, schedulers can secure appointments in Outlook so that users cannot edit or delete an important booking – something Outlook itself cannot even do. This feature alone saves schedulers hours each week.

The Outlook sync also makes Outlook appointments visible to schedulers, ensuring appointments made in Outlook are visible to schedulers, which avoids duplicate and conflicting bookings.

expenses tracking and billing

Expenses

Tracking, charging & billing Expenses

Expenses entry is included where needed, and is fully integrated, allowing employees to quickly and easily log their project expenses.

As with timesheets, the system includes manager approval and review systems, is fully multi-currency compliant and allows for different charge rates by customer and project.

Employee expenses entry is simple and easy, and is available on PC and mobile devices, so users can snap a photo of a receipt and attach it to an expense claim there and then.

Existing employee expenses systems can be linked with easily where needed via our integration tools.

Timesheet billing

Costing, Charging & Billing

Valuing employee time & expenses, perfectly

Time&Space® costing, charging and billing streamlines the process of billing.

From the timesheet & expense rates you charge, the fixed price structures you use to the approval processes and the format of the invoices, Time&Space® can be configured to match your billing rules, procedures and format. We support everything from the simplest rates to highly complex rates that vary by person, customer, project date, work performed, or any combination of these.

The system "suggests" draft invoices based on your rules. Users with the appropriate permissions can amend and adjust drafts, and once finalized, invoices can be created in literally any format (using customizable invoice templates) in any currency (with our multi-currency module), and posted to your financial system.

Multi Currency

Multi-Currency Module

In the global marketplace, where companies need to be able to do business in different countries and different currencies, a sophisticated multi-currency module that can do more than just convert invoices into a different currency is needed.

Time&Space® offer two multi-currency options. The first takes the approach that all products take, which is to convert invoices to the target currency when an invoice is raised.

The second is the more sophisticated approach that is suited to organizations that need to be able to view data from a reporting currency perspective. For example: run projects in their customer’s currency, but also view those projects in the office's currency and at a head office global currency. Needless to say, however you operate, Time&Space® can support it.

Analyze Profitability

Real time profitability analysis

Time&Space® incorporate three parallel rating systems to help you value and understand project progress.

Cost rates value the cost of your employees' time, charge rates are typically the rate you intend to bill to customers, and the billing rate is what was actually billed to the customer.

Combining estimates with actuals and forecasts provides accurate analysis of mid project performance: %age complete vs %age completion, Estimates vs Actuals + Forecast etc.

With this, project managers have unparalleled visibility of project performance and can recognize projects that need attention before they become loss making and take action to correct them, rather than learn after the fact that there were issues.

Even if you operate on a fixed price basis, the triple rating system allows you to analyze profitability, you can compare what you billed to what you could have billed if the project were a time & materials project.

Devices

Runs on All Devices. All!

Timewatch® scheduling systems run on all major devices including: PC, Mac, Chrome Book, Android, iPhone & iPad.

Our products are modern responsive systems, which means they automatically adapt to the device and screen size being used, providing functionality optimized for that device.

There is nothing to download or install on any device, so there are no headaches from unusual phones or older phone OS’s or people not upgrading to the latest release

There’s no corporate security risk from data being downloaded and stored on the device. As everything is run from a browser, users are always running the latest and most secure scheduling system.

It’s simple, it’s easy, it’s fast, it’s future proof, it’s more secure.

Timesheet and resource scheduling reporting

Reporting

No Compromise Reporting

Different people in an organization need different reporting tools, and different organizations have different reporting needs.

Time&Space® offers a no compromise approach to reporting, multiple configurable reporting tools with powerful security features to allow each customer to configure the perfect reporting environment for themselves and their users. Reporting tools include:
- Traditional Printable Reports
- Interactive Drill Downs
- Dashboards
- Auto Alerts
- Exporting of data

Custom Report Writer
Where additional reports, alternate layouts, dashboards etc. are needed, custom reports can be created. A powerful SQL Report Designer is available for those that wish to develop their own reports. We also offer a cost effective report writing service.

Whatever your requirements, you can build the perfect reporting system for your organization, without limits or compromise.

Drill Downs

Interactive Drill Down Reporting

In addition to ‘classic’ reports, advanced editions of Time&Space® includes a powerful, interactive drill down reporting system.

Drill downs provide spreadsheet like summary views on data. Users can double click on any field to drill down to the underlying data, level by level all the way down to the underlying transactions.

The system is incredibly fast, much faster than traditional reporting, and administrators and managers to rapidly navigate directly to the data or transactions in question, then right mouse click to print or export.

Drill downs provide an unparalleled inquisitive reporting experience. Customers tell us it is their favorite reporting tool and one that sets us apart from other systems. They also tell us that they could not imagine living without it.

CEO, CFO Dashboard

Dashboards

Visualize & Analyze Data with Dashboards

Dashboards help managers visualize and comprehend data faster and easier, which help them make more informed decisions faster.
CEOs, CFOs and managers gain at a glance visibility of organizational KPIs, metrics, and data across offices, teams, customers, projects etc.

Real-time monitoring allows saves administrators hours or days of analysis and preparation time each month, and provide senior managers with the ability to view their Dashboard at any time for up-to-date and accurate data with zero chance of manual preparation error.

Best still, dashboards can be customized, so if your CEO, CFO or managers need a specific Dashboard, it can be created for them.

Security

Hyper-Secure Systems

Time&Space® is hyper-secure. Our solutions meet all of the OWASP recommendations for secure browser systems, and are responsive system that support browsers on all devices. This approach avoids the security risks inherent in mobile phone and tablet Apps.

According to security experts Arxan & ISSA.org, 97% of all paid Android and iPhone apps and 80% of free apps have been hacked. However unlikely, mobile Apps pose a security risk. Mobile Apps run on the device and download corporate data such as customers, employees, projects, appointments etc. to the device. As employees phone and tablet devices are often outside of the security control of the organization’s IT group, mobile apps constitute a very serious security risk both in use and if they are lost or stolen.

Time&Space® operates in exactly the way Arxan and ISSA recommend – responsive web apps designed to run on all devices. There is no data downloaded, nothing stored locally, no security risk in use and no data security risks should a device be lost or stolen.

Integration

Link with anything. Anything.

When implementing Time&Space®, customers frequently need to integrate with other applications.

Although each integration scenario is unique, there are standard tools that we provide that allow for real-time integrations to be established.

We offer a range of standard integrations via plugin apps, but often organizations want to customize the interfaces in some way. To support this we added Custom Apps. This allows for a standard app to be customized as you need it, and then made available just to you.

In some cases, particularly with on-premises systems, more traditional custom interfaces are needed via APIs. Here, whether you have in-house developers or need assistance, Timewatch will help you design, create and implement the perfect integration system.

customization

Apps

Customization without headaches

There is s no ‘one size fits all’ for time and billing systems. To some extent, every organization has different needs and specific requirements.

Timewatch® specialize in meeting our customer’s requirements as precisely as possible.

1) Our products are highly adaptable and configurable
2) Apps allow industry specific and advanced features to be downloaded where needed
3) Report writer allows for a perfect reporting match
4) APIs allow for integration
5) Custom Apps allow unique functionality to be created without affecting future upgrades

Contact us to learn more about how customizable and configurable Time&Space® is and how we can meet your specific requirements.

scheduling return on investment - increased availability, utilization, speed of scheduling, lower scheduling errors

ROI

Pays for itself in minutes

Typically, a saving an employee 5 minutes per month on timesheet entry, or an increase in utilization of 5 minutes per month more than pays for the system, and Time&Space® saves a lot more than that.

Scheduling system saves employees and schedulers time by streamlining the scheduling process. Additionally, scheduling dove-tails into time tracking, saving employees hours each week by turn their calendar appointments into timesheets. This potentially adds up to days each month. Scheduling also helps increase the utilizable time for employees.

There are many more time saving areas, but as these differ for each organization, the the ROI profile also varies by organization. We are happy to work with you to create an ROI calculator for your organization. Please contact if you would like assistance with this.

† Customers report an average time saving of between 4 & 8 hours a month.

Price

Flexible Pricing Options

To provide maximum flexibility, Time&Space® is available in 3 pre-configured bundles of various feature/price profiles, and 1 configurable edition.

Of the 3 pre-configured bundles there is the simple but capable Essentials edition, the more advanced Pro edition and the powerful, scalable and adaptable Corporate edition.

Where a mixture of features or a special configuration is required, we offer the ‘Choice’ edition. The Choice edition allows customers to design their perfect system, with the exact mix of features they do and do not want. Choice customers work with our system implementors to design their configuration, and only pay for the features included in their design.

Customers can even start with an off the shelf bundle when the start, and migrate to a Choice edition as their knowledge of the system grows and their needs evolve.

If you wish to discuss your specific requirements, contact us, our product specialists will be happy to help.

Time&Space® Editions

Frequently Asked Questions

Is timesheet entry easy?

Timesheet entry is so intuitive and easy to learn that no training is required.

There are options for PC, MAC, phone, tablet, timers, voice entry and even import appointments from Outlook & Google. Timesheets typically save employees between one and three hours per week and pay for themselves in minutes.

Can we control which projects users can see?

Yes, each user can only see the projects they are allowed to book time to.

Can we send automatic email reminders?

Yes, you can set your own messages and have various ‘chaser’ emails.

Can users enter non project related time?

Yes, there are a number of ways to do this.

Can projects have different work attributes to book time to?

Yes, there are definable sublevels with definable categories for just this purpose.

Can users enter notes on their timesheet?

Yes, a free format note can be added to every time entry. This can then be used in reporting and billing.

Do users submit time daily, weekly, bi-weekly or monthly?

Users can enter time in whichever way suits them best, but at an organizational level you may want timesheets all posted by a specific date. Alerts can help prompt users to submit timesheets promptly.

Can I copy and edit last weeks timesheet to save time?

Yes, there is a function specifically for this, and yes, users report that it saves them a lot of time.

Can we report on estimates vs actuals?

Yes, there are a number of reports in the library that do this, in drill downs you can add in the estimate column to compare to actuals, there are dashboards that include this, and if you want a specific view or layout, reports can be customized to your needs.

Is there manager approval of timesheets?

Yes, there is a comprehensive manager approval system with notifications to managers, rejection notes and the ability for managers to edit others timesheets where needed.

Can we stop users entering time in the past, as this impacts reporting and invoicing?

Yes, with timesheet approval, you can stop users entering or editing time once it has been submitted. You allow administrators to edit posted time, and any changes they make are highlighted in a different color, and a record of the change is maintained for auditing.

Can users import their Outlook or Google appointments into their timesheet?

Yes, absolutely. One of the key unique features of Timewatch® timesheet systems is that users can import appointments from their Outlook and Google calendars. This feature saves hours each week, often paying for the system in minutes.

Is time entered as minutes or decimals?

Timesheet entry is very flexible. Users can enter time as hours:minutes, hours.decimal, as a %age of time, or using a timer.

Can you set rules for hours in a day?

Yes, timesheet rules can be set by employee daily or weekly. For example you can set it so that a user must enter a minimum number of hours per day Monday through Friday, or any combination.

How many projects can be setup?

There is no limit to the number of projects that can be setup.

Is there a way you can help us chase late timesheets?

Yes, you can configure auto email alerts for late timesheets. You can even have escalating emails that can have a ‘different tone’ for a second, third, fourth reminder. Alerts can also be setup for managers to notify them that they have timesheets to approve.

Can we export timesheet data?


Yes. Data can be exported in various formats including Word, Excel & CSV. There are also APIs available to access data directly.

Can timesheets be integrated with Accounting Systems?

Yes, there are a number of standard integrations available. We also provide API’s and examples to integrate with any modern system that supports dynamic integration.

We need to see where everyone is and what they are doing. Can it do this?

Yes. You can create’Views’ to show the resources you want to see. Views show which resources are free and which are busy and what they are doing. You can make new bookings, drag bookings from one resource to another. It is incredibly easy to use.

We need to group, schedule and manage resources by location, skillset and expertise, can you do this?

Yes, a resource grouping system allows any level of grouping, sub groupings to be created, and then used in scheduling.

Can the system push bookings to users calendars automatically?

Yes, we support both a one way push to Outlook/Google etc. or a full bi-directional sync with Outlook / Office 365. 

Can I color code Bookings by type?

Yes, you can define colors you want to see for the different booking types.

Is it multi user?

Yes, the system is fully multi-user and scalable from 10’s to 1,000’s of users.

Can users view and schedule themselves on a mobile?

Yes, either via our app or with Outlook or Google using our dynamic calendar sync.

Can I apply a skills matrix?

Yes, each resource can be associated with customer defined skill sets and resource groups.

Can we book multiple resources for multiple dates in one go?

Yes, and once made, the bookings are tied together in what we call a chain so they can be edited collectively too.

Can the system choose the best resource for me?

Yes, our Scheduling Advisor can search for resources that meet both skills and availability requirements. It can even search for the closest resource by proximity.

Can we see who is working on a particular project/customer

Yes, as well as resource views, you can create project and customer views.

Can I report against Projects?

Yes, Time&Space® allow for scheduling and reporting by Project.

Can we report on estimates vs actuals?

Yes, what’s more, with scheduling you can report on Actual v Still Scheduled v Estimate, this always gets a “wooooo” in a demo. The beauty of Time&Space® reporting is that there are already a number of reports in the library that do this, there are also dashboards, and even if you want a specific views or layouts, reports can be created for you.

Can we personalize the information on a booking form?

Yes, you can create new fields, define their name and data type and group them into ‘Questionnaires’ which are asked when a booking is made. You can even have different questionnaires asked for different types of bookings, different customers, different resource. The system is very flexible in this area.

Can I view multiple resources on one screen?

Yes, you can create ‘Views’ with any number of resources. How many can be displayed depends upon the height of each resource in view and your screen size, but this is all configurable.

Can you integrate with Outlook?

 Yes, you can integration with Outlook and other calendar systems with iCal. We also have an advanced, bi-directional integration system that syncs from our schedules to Outlook and from Outlook to our schedules, which allows schedulers to see time users have booked for themselves and makes scheduling more accurate. Additionally, we can add a level of security to bookings such that users cannot edit or delete them, something which Outlook itself cannot do.

Can I schedule non-human resources?

Yes, both employee and non general resources can be scheduled (equipment, training courses, rooms, vehicles etc.)

What reporting facilities are available?

 Time&Space® includes print preview style reports, dashboards, auto email alerts, exports and APIs to retrieve data.

Can we export data?

Yes, can export to Excel, Word, CSV etc.

Can it be integrated with LMS, CRM and other systems?

Yes, there are a number of standard integrations available. We also provide API’s and examples to integrate with any modern system that supports dynamic integration.

Do I need to download anything, or is this browser based?

Time&Space® is browser based. There is nothing to download and install, so is supports PCs, Macs and mobile devices.

How easy is it to setup, how easy is it to use?

Time&Space® is incredibly intuituive and easy to use, once setup. Setup is the key, as this is when you define your booking types, custom booking fields, employee rules, booking rules, booking security etc. As the system is highly configurable, it is requires thought and diligence when configuring it. We provide services to assist customers in configuring their system in the optimal way.

Can users enter expenses via their phone?

Yes, from the phone app you can add an expense item. You can even take a photo of a receipt and attach it to the expense claim.

Can users attach receipt photos to expenses?

Yes, from their PC, Mac, phone or tablet, users can attach photos of receipts to the expense claim.

Is there an authorization process?

Yes, as with timesheets, expenses can also have manager approval enabled.

Can we limit the expenses available by project?

Yes. Administrators can define which expenses are applicable to each project.

Can employees print off their expenses?

Yes, there is a report available for exactly this purpose.

We have project expenses that are not related to an employee. Can you handle this?

Yes, we call these project disbursements and they are there for exactly this purpose.

Can we enter quantities of items with a specific cost and charge rate?

Yes, you can enter a quantity to allow a preassigned value eg. mileage to be charged.

Can we have chargeable and non-chargeable expenses on a project?

Yes, these can be decided at the entry point or during the billing process.

Can we have a different rate for charging the customer?

Yes. You can apply a markup as a %age or value to the expense cost when charging customers.

Can we have a different rate for charging different customers?

Yes. Markups can be set specifically by project / customer where needed.

Can users amend expenses once they are authorized?

No, only administrators can amend expenses once they have been posted, and a full audit trail of amendments can be recorded.

Can we run a report showing approved expenses?

Yes, and unapproved, awaiting approval and rejected expenses as well.

Can expense items to synced with our accounting system?

Yes, APIs are available to sync expense types and expense transactions. If you need assistance to do this, we can create an App for you to plug into your system.

Do you support foreign currency expenses?

Yes. You just need to make sure the multi-currency module is installed for the system to do this.

Is there a way to remind people to submit expenses on time?

Yes. Auto email alerts can be setup to remind people to submit their expenses. Once setup, there is nothing for administrators to do as the system will send out the notifications automatically.

Our current system only a limited number of charge rates, what is your limit?

There is no limit to the number of rates or how they operate. You can have different rates for every employee, for every project, for every type of work they perform or role they have on that project, but typically customers have some standard rates, but when they need specific rates for people / projects / work etc, they have a specific rate table for that project.

Does it support both time based and fixed price projects?

Yes, fixed price projects are supported. You can set billing schedules based on date, milestone completion, and some customers have unique rules which can be supported by custom plugins that can be created that embody your rules.

Can you have employees have different rates within a project?

Yes. You can define tags within a project and allocate employee rates to these tags.

Can we see what is waiting to be billed?

Yes, there is a specific area for this, which is actually the start of the invoicing process.

Can we see what will be billed before invoicing it?

Yes. The system creates draft invoices for you to work with to amend transactions, add text etc before finalizing an invoice.

Can we bill in multi-currency?

Yes, you can set the billing currency for a project.

Can Invoices be amended?

Yes, before an invoice is finalized, it is a draft and you can edit drafts as required before you finalize and invoice them.

Do we have to change the timesheet to suit our billing requirements?

No, effectively you teach the system your rules so that timesheets (and/or fixed schedules) can be turned into invoices. The benefit of this approach is that if your timesheet or your billing processes change, each can be changed without affecting the other.

Is it possible for Project Managers to prepare an invoice, but accounts staff to finalize an invoice?

Yes. You can configure security levels such that project managers can prepare draft invoices but not finalize them, and for accounts staff to finalize them.

We have a huge delay from timesheet to billing. Can you help?

Yes. Streamlined timesheet entry means minimal entry delays. Auto late timesheet alerts reduce this further. Easy line manger approval and flexible period posting rules allow for late timesheets without them being lost in a previous period. This results in minimal delays in starting billing, and the streamlined billing functionality make it a very rapid and smooth process.

Can employee and project expenses be invoiced?

Yes. End users can enter their expenses, and administrators can enter project expenses (disbursements)  which can be billed with timesheets or fixed fees or separately.

How easily can we find the details behind invoices?

Very quickly and easily. There are numerous reports and drill downs that allow you to interrogate the details on invoices.

Can we report on estimates vs actuals?

Yes, there are a number of reports in the library that do this, in drill downs you can add in the estimate column to compare to actuals, there are dashboards that include this, and if you want a specific view or layout, reports can be customized to your needs.

Can end users see cost and charge rate information?

Cost and charge information can be sensitive information that you only want certain people to see. The security system within Time&Space® allows you to configure who can see what information.

Can we issue credit notes?

Yes, and you can credit an invoice, which will match off that invoice. If an credited invoice was based on time and expense transactions, they system can release associated transactions, so if you need to, you can start the billing process again.

Can we stop certain users billing?

Yes. The inbuilt security system lets you control who has access to which features. Security is comprehensive. You can limit people to certain areas of billing, for example to edit an invoice in preparation for billing, but not be able to finalize it, and you can even limit people to just the projects they are allowed to see.

Can we write time off?

Yes, you can also delay and hold time to bill later, edit the values/rates in billing and the invoice totals, and the system keeps a record of the original and amended values.

Is it possible to link with accounting systems?

Yes. Links are available via downloadable Apps. There are Apps for many popular accounting systems such as Sage, Quickbooks, Xero etc. We can also help you setup a custom interface to any system so long as it supports dynamic interfaces.

What reporting tools are available?

There are 4 main tools: the classic ‘print preview’ style Reports that everyone is used to, Drill Down reporting, Dashboards and Alerts.

Does the system come with standard reports?

Yes, there are many standard reports, we can also work with you to create custom reports if you have specific requirements.

What are Drill Downs?

Drill Downs provide are a real-time, interactive, data interrogation tool. Drill downs start with a spreadsheet like summary of core data by project, customer or employee. By double clicking on any data cell, you ‘drill down’ to the underlying data, level by level down to the underlying transactions. Administrators and managers often tell us that the Drill Downs are their favorite reporting tool as it quick, easy and helps them find the data they are looking for in seconds.

What Dashboards are available?

Dashboards are available at a high level on all key areas including: scheduling, timesheets, billing etc. There are also ‘zonal’ dashboards for each customer, project & employee.

Can I export to Excel?

Yes. Although with the multitude of reporting tools, you probably won’t not need to.

Can we stop certain users seeing certain reports?

Yes, the security system allows you to specify which reports each security level has access to.

Can I write my own reports?

Yes, the corporate system includes a SQL Report Designer. We also offer a cost effective report writing service, and even customers that have the report writer often have us create reports for them.

What Report Writer technology is used?

Time&Space® uses Microsoft SQL Server Reporting Services.

How configurable is reporting?

Very. Administrators can setup: which reporting tools users have access to, the reports and dashboards that are active in your system, which reports and dashboards various users can see, even write or have custom reports written specifically for you.

How do Auto Alerts work?

Alerts can test for certain situations, then email designated people if true. For example, you could have the system test at 11:00am Monday morning whether there are outstanding timesheets and email the people concerned a message that you define. You could have a follow up alert with a different message later in the day. Common tests for alerts are late timesheets, unposted expenses, managers with timesheets or expenses to approve, late changes to a schedule. The system also supports custom eventualities. If you can define an event to test, we can create a trigger for you for you to attach an alert. 

Question5?

Answer5.

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Answer6.

Is this cloud based or can we install on our servers?

The Corporate edition is available for installation on your own servers. 

Is training / setup assistance available?

Yes, we provide implementation services, which includes training, consultancy, report writing and customizations. Contact us to discuss your requirements.  

Do you do not for profit pricing?

Yes, we welcome and support not for profit organizations. Please contact us.

Does it run on Macs?

Yes, Time&Space® is a responsive web application which supports all major browsers on PCs and Macs.

Does it run on mobiles and tablets?

Yes, Time&Space® is a responsive web application with a specific system designed specifically for mobiles and tablets: iOS, Android and Windows.

Is it multi-lingual, does it support languages other than English?

Not at the moment, however we are testing a multi-lingual version at the moment and are looking for people that want to be early adopters, so please contact us.

Can it integrate with Active Directory?

Yes. The Corporate edition supports single-sign on via Federation Services, which supports Active Directory.

Is it scalable? Are there any size limits?

Yes, Time&Space® is scalable. It is used by small to medium sized businesses to large international organizations.

Can we install this on our servers?

Yes, the Corporate edition is available for on-premises installation.
 

Are there API's

Yes, API’s are available to securely access and update data and create interfaces with other systems. 

How customizable is the system?

Very customizable. Out of the box there are an extraordinary number of configurable options, but where specific functions, business logic or work flow is needed, custom apps can be created to expand the functionality available. Apps allow the system to be tailored to customers’ needs, without sacrificing future upgradability. Apps allow for custom forms or functions to be created and added to custom buttons which can be added to the menus. Custom business logic can be created to replace or augment existing logic, and custom interfaces can be created that act in real time, posting or retrieving data from other systems. If you have a unique or specific need, contact us to discuss the possibility of having a custom App created.

Can we link this with our Accounting System?

Yes. There are a number of standard interfaces for common systems, API’s if you wish to create an interface yourselves. Another option is for us (or you) to create an App for our system to link directly with API’s from your accounting system.

Can we link this to our LMS and CRM systems?

Yes. We have a number standard CRM links. LMS systems tend to require a specific interface based on how you’ve setup your system, but you can either build your own interface with our API’s, or it might make sense to create an app whereby our system calls the API’s in your LMS or CRM system.

Can Scheduling link with Outlook / Office 365?

Yes, we offer both a one way push to Outlook/Google etc. or a full bi-directional sync with Outlook (Exchange & Office 365 systems). The sync is an advanced sync that not only publishes bookings to Outlook, it can ‘police’ certain bookings to ensure end users do not accidentally move or delete them – something Outlook itself cannot even do!

Do you integrate with Xero?

Yes, there is a standard App to link with Xero, which if needed, can also be customized.

Do you integrate with Quickbooks Desktop?

Yes. For desktop applications you need to install our Integration Manager locally, but you’ll need to have a fairly recent version of the desktop app.

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We get it. You want to know if Time&Space® will work for you, but as the system powerful and configurable, it takes time as you need to learn more about the system.

Our implementation consultants know our products inside-out. They help customers implement and configure their systems to perfectly match their requirements. We provide complimentary time with a systems implementer as we want to be sure our solutions fit your business needs just as much as you do. It saves both of us time in the long run.

So please, if you want to learn how a Time&Space® system can work for your organization, book a complimentary session with a product specialist.

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