Timesheets with FYI (Coming Soon)

If your business uses FYI Elite, your team can log time in OnboardMe and have it sent straight to FYI: chargeable time against FYI jobs, plus admin and leave. Each entry is priced by FYI at your time rate, and time entered directly in FYI can come back into OnboardMe so everything sits in one place.

Why it helps

• Log chargeable time, admin and leave from any page, without opening FYI.

• Chargeable time lands on the right FYI job and client, priced at your FYI time rate.

• 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

• FYI Elite is connected. Timesheets use your FYI connection under Settings > Integrations. They need FYI Elite, because FYI jobs are an Elite feature.

• Each person is linked to their FYI user. OnboardMe matches people to FYI users by email when FYI users sync. Someone who isn't linked can't send time to FYI.

• Your FYI jobs are in OnboardMe. OnboardMe keeps a copy of your current FYI jobs. If a job is missing, refresh the client's jobs from the time entry (see below).

• You have a time rate in FYI. FYI prices chargeable time from your time rate. If you have more than one, OnboardMe uses your first (oldest) active time rate.

Note: Businesses with FYI connected don't use OnboardMe's weekly timesheet approvals. OnboardMe captures time and keeps it in sync with FYI 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 logged 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.

Time types

FYI records a time type on every entry instead of a job task. OnboardMe shows your FYI time types in three groups:

The list comes from FYI, so any time types you add or archive in FYI show up here (within about 15 minutes).

Add time

1. Click Add time, or drag across the calendar to pick a time.

2. Check the Date.

3. Choose the Time type.

4. For chargeable time, pick from My jobs to fill in the client and job in one go, or choose the Client and then the Job. For admin and leave, leave the client and job empty.

5. Enter a Duration (for example 1:30, 1.5 or 90m), or switch to Start and end and enter the times.

6. Add a Note if you need one.

7. Click Save and send.

OnboardMe won't save chargeable time without a job, because FYI needs a job to charge it to.

Tip: If a job is missing, click the refresh button next to Job. Get this client's jobs from FYI fetches the client's latest jobs from FYI.

My jobs lists the current FYI jobs where you're the manager or partner. The Job list shows all of the client's current jobs if you have All practice jobs access, otherwise just the jobs you manage or partner.

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 FYI, and FYI recalculates the amount.

• 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 FYI too.

Time that's been invoiced in FYI is locked and shows Invoiced in FYI. Make any changes in FYI.

Entry statuses

Entries that came from FYI also show Entered in FYI.

Bring in time entered in FYI

Turn this on if some of your team still enter time directly in FYI.

1. Go to Settings > Timesheets > Job system.

2. Turn on Import time from FYI.

Once it's on:

• Recent FYI time comes in each night, along with changes and deletions made in FYI.

• Anyone can click Get time from FYI on their timesheet to bring in the latest straight away.

Time is matched to people through their FYI user link. Entries that were sent from OnboardMe are recognised and never imported twice. If time is deleted in FYI, it's removed from OnboardMe too.

Work on someone else's timesheet

Owners and admins can add or fix time for someone else.

1. On Timesheets, choose the person in Timesheet for.

2. A banner shows whose timesheet you're on. Add, change or delete time as usual. It's sent to FYI against their FYI user.

3. 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:

Every report exports to Excel or CSV. Leave and admin entries count towards each person's logged hours.

Timesheet settings

Owners and admins set up timesheets under Settings > Timesheets.

Note: FYI prices the time it receives from your FYI time rate. OnboardMe's rates are only for the value shown in OnboardMe's dashboard and reports.