How can I record services on the go with the Web Timesheet?

How can I record services on the go with the Web Timesheet?

Context

In addition to the classic timesheet integrated in the application, timeSensor LEGAL 365 now also offers a web timesheet. The web timesheet can be accessed via an Internet browser and used on mobile devices such as an iPad or smartphone. The web timesheet is always synchronized with the classic timesheet. Both timesheets can also be used in parallel.

Setup

To use the web timesheet conveniently, it must first be configured once. This means:
  1. Activation of the feature in timeSensor LEGAL 365
  2. Integration of the web timesheet with Microsoft 365 (optional)
  3. Adding the web timesheet to the smartphone home screen (optional)
  4. Setting up a passkey (optional)
Integration with Microsoft 365 enables authentication via the Microsoft 365 login. The advantage is that you do not need an additional password for login.

Setting up a passkey enables biometric authentication (e.g. fingerprint or camera) on compatible smartphones or other devices. The advantage is that you do not need an additional password for login.

To activate the feature:
  1. First go to Settings – Admin – Special – System
  2. At the bottom of the window, click the following button: Web App Settings
  3. Activate the desired features
  4. After activation is complete, save your settings
Once the features are activated, you can access the web timesheet by entering the address of your timeSensor LEGAL 365 server/network address in the browser. Example:
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Login

You can then log in online to the web timesheet as usual with your timeSensor LEGAL 365 credentials, via the configured biometric authentication (passkey) or via Microsoft.


Recording Services

Recording a single service

To record an individual service in the web timesheet, proceed as follows:


1. Select Add Entry to record a new service.
2. Select the date and client file to which you want to assign the service.
3. Enter the service abbreviation, the time spent, and the service text. As in the integrated timesheet of timeSensor LEGAL 365, it is possible to indicate the duration directly after the abbreviation. Example: h73 for work of 73 minutes on a file.
4. If necessary, add details to the service. These will be included in the detail column of the timesheet but will not appear on the invoice.
5. The checkbox regarding billability of the service is automatically set according to the client file settings. Adjustment is only necessary if, for example, a billable service is recorded in a non-billable file.

Recording multiple services with the timer function

Click the Start Timer button to start a new timer.
A timer starts. The timed service can be paused, finalized, or deleted using the buttons on the right. Once finalized, the entry is moved to the list of already recorded services.

It is possible to start several timers simultaneously. The dot next to the time and the stop/play icons indicate whether timers are active or paused. 

There is no need to preselect the service. This is useful, for example, when a phone call regarding another file is received while working on a file. In this case, you can start the first timer, pause it when answering the call, and then start a second timer. After the call, you can easily assign the second timer to the correct file. If no file has yet been selected, the service text appears instead of the file name.


By clicking Send or Save, the timed service is transferred to the bottom part of the web timesheet and synchronized with the integrated timesheet in timeSensor LEGAL 365. If necessary, the service can be reopened and edited.

Editing and Viewing Services

Display period

By selecting a period, you can control the display of the services listed at the bottom. By default, as in the integrated timesheet, the current day is displayed.


When you select one or more services, the Actions button appears. This allows you to directly transfer services from the web timesheet to the file and to merge services (consolidation). Please note that only services recorded by the same staff member on the same file can be merged.

Totaling function

As in the integrated timesheet of timeSensor LEGAL 365, the web timesheet also has an automatic totaling function.
The date range of the listed services as well as the breakdown of the displayed values can be expanded by clicking the corresponding button on the right.


By expanding the list using the arrow symbol, you will get a more detailed overview of the structure of the displayed services.


Using the two buttons on the far right, the list of displayed services can be minimized or sorted.