If your business has Xero Practice Manager (XPM) connected, your team can log time in OnboardMe against their XPM jobs and tasks. Each entry is sent to XPM as soon as it's saved, and time entered directly in XPM can come back into OnboardMe, so everything sits in one place.
Why it helps
Log time from any page with Log time, or by dragging on a calendar, without opening XPM.
Only the XPM jobs you're assigned to are offered, so time always lands on a job XPM will accept.
See your team's hours against targets, billable share and value on one dashboard.
Run time, utilisation and missing-timesheet reports and export them to Excel or CSV.
Before you start
XPM is connected. Timesheets use your existing XPM connection under Settings > Integrations.
Each person is linked to their XPM staff member. OnboardMe matches people to XPM staff by email. Check the links in Settings > Users > XPM User Mapping. Someone who isn't linked can't send time to XPM.
People are assigned to jobs in XPM. XPM only accepts time from staff assigned to the job (as job staff, manager, partner or on one of its tasks), so OnboardMe only shows those jobs.
Note: XPM can't approve timesheets through its API, so businesses with XPM connected don't use OnboardMe's weekly timesheet approvals. OnboardMe captures time and keeps it in sync with XPM instead.
Open your timesheet
Click Timesheets in the menu. Your timesheet opens on the current week.
Switch between Calendar and List at the top. OnboardMe remembers your choice.
In the calendar, choose Day, Week or Month, and use the arrows or Today to move around.
The panel on the right shows This week (total hours and billable share), Day by day and Top clients.
Time entered in XPM as a duration has no time of day. The calendar lays these entries out from 8:30 each day and labels them no set time. Drag one to a real time to give it a start and end.
Add time
Click Add time, or drag across the calendar to pick a time.
Check the Date.
Pick from My jobs to fill in the client and job in one go, or choose the Client and then the Job.
Choose the Task. XPM uses the task to decide whether the time is billable.
Enter a Duration (for example
1:30,1.5or90m), or switch to Start and end and enter the times.Add a Note if you need one.
Click Save and send.
Tip: If a job or task is missing, use the refresh button next to the field. Get this client's jobs from XPM and Get the job's tasks from XPM fetch the latest from XPM.
If you try to log time on a job you aren't assigned to in XPM, OnboardMe stops you before saving and tells you to ask the job's manager to assign you.
Log time from any page
Click Log time at the bottom of the menu to add time without leaving the page you're on. You can also click Start timer, carry on working, then Stop and log to open the time entry with the duration filled in.
Change, move or delete time
Click an entry to open it, change it and click Save and send. The change goes to XPM.
In the calendar, drag an entry to move it, or drag its edge to change its length.
Delete an entry with the bin icon on its row in List, or from the entry window. It's removed from XPM too.
Time that's been invoiced in XPM is locked and shows Invoiced in XPM. Make any changes in XPM.
Entry statuses
Status | What it means |
|---|---|
Not sent yet | Saved in OnboardMe and waiting to go to XPM. |
Sending | On its way to XPM now. |
In XPM | Saved in XPM. |
Checking XPM | XPM didn't reply in time, so OnboardMe is checking whether it arrived. It won't be sent twice. |
Not sent | XPM rejected the entry. Open it to see why, fix it and save again, or retry. |
Invoiced in XPM | Billed in XPM, so it can't be changed in OnboardMe. |
Entries that came from XPM also show Entered in XPM.
Bring in time entered in XPM
Turn this on if some of your team still enter time directly in XPM.
Go to Settings > Timesheets > Job system.
Turn on Import time from XPM.
Once it's on:
Today's XPM time comes in every hour.
Each night, the last month is checked again to pick up late changes, deletions and invoicing.
The first run brings in the last 90 days.
Anyone can click Get time from XPM on their timesheet to bring in the latest straight away.
Time is matched to people through their XPM staff link. Entries that were sent from OnboardMe are recognised and never imported twice. If time is deleted in XPM, it's removed from OnboardMe too.
Note: You can also turn this on from the XPM integration under Settings > Integrations. It's the same setting.
Work on someone else's timesheet
Owners and admins can add or fix time for someone else.
On Timesheets, choose the person in Timesheet for.
A banner shows whose timesheet you're on. Add, change or delete time as usual. It's sent to XPM against their staff member.
Click Back to mine when you're done.
Every change is recorded. The person sees Added by or Edited by on the entry, and a Changes made by others list on their timesheet.
Team dashboard and reports
Owners and admins can click Team on the timesheet to see everyone for a week or month: hours against each person's target, billable share, value at your charge rates, and the top clients and jobs. Click a person to see their entries, or a client or job to open the time report filtered to it.
Click Reports for:
Report | What it shows |
|---|---|
Time detail | Every entry in the period, sortable and filterable. |
Utilisation | Hours against each person's target week by week, with billable share and value. |
Clients & jobs | Time, value at charge rates and cost at cost rates per client or job. |
Missing timesheets | Who logged nothing, or less than their target, in each finished week. |
Every report exports to Excel or CSV.
Timesheet settings
Owners and admins set up timesheets under Settings > Timesheets.
Tab | What you set |
|---|---|
General | The day weeks start, the default weekly hours, working days, rounding, whether time can be logged on future dates, and whether a note is required. |
People | Each person's weekly hours, if different from the default. |
Rates | Charge and cost rates, used for value and cost in the dashboard and reports. |
Job system | Import time from XPM. |
Note: XPM still decides billable and the rates it charges. OnboardMe's rates are for the value shown in OnboardMe's dashboard and reports.
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