Time Tracking Guidelines

General 

  • Time sheets must be entered daily and by the last day of the month. 
  • Time entries must be accurate. 
  • If you are unsure where to put your hours in Smartsheet, ask the Account Manager, Project Manager, and/or your functional lead for assistance. 

Expected Hours per Week 

  • Minimum 40 hours/week 
    • FTEs are expected to work 40 hours per week, not including lunch.
      (*Unless a reduced work schedule has been discussed and agreed upon by management based on personal and/or business needs)
    • If you are slow, reach out to your direct manager and inform them you have bandwidth. If they don’t have work for you and you’ve already done professional development, use PRNC-100004 Employee Growth/HR Admin/DEI.
  • Client Time: 90% of your Smartsheet time is expected to be towards clients. 
  • Non-Client Time: 10% of your Smartsheet time can be used for “other”. Examples: Time Off, Holidays, DE&I, Professional Development, Town Halls, OneRed meetings, etc. 

Travel Time & Expenses 

  • Client Travel:
    • For a Project: Needs to be estimated in advance and billed to the client (the task is “meeting”). 
    • For New Business/Proactive: Not billed to client and entered under the appropriate New Business project #.
    • Non-Client Travel: Put under the appropriate non-client project #. 

New Business vs. Proactive Work 

  • Existing Client (Organic Growth): Once the estimated hours are approved by Vertical CL lead, the job code will be opened in WAM under the client. The job will include “Pitch/Proactive/Prospecting”. 
  • Non-Existing Client: Once estimated hours are approved by Vertical CL lead, the job code will be opened in WAM under New Business. 

Why Accurate and Timely Entries Are Important  

  • Provides data points: This helps ensure we estimate projects accurately to our clients: Assists us in discussions with our clients when the need to increase budgets is necessary. 
  • Identifying team utilization: This helps us determine if someone may have bandwidth to help others that may be over stretched and need support. 
  • Ensuring all time has been entered: Guarantees we can invoice our clients on a timely basis and close our financials at the month end.  

For any assistance or issues, please contact SmartsheetSupport@purered.net

General Smartsheet Codes 

PROJECT FULL NAME DESCRIPTION
NO SPECIFIC PROJECT CODE FOR LEAVE 
Type ‘Leave’ into Smartsheet search and select from options listed 		– Vacation, sick days, corporate holidays, parental leave
– Jury duty, bereavement, military
PRNC-100001 – Town Hall Meeting/Town Hall Deck Prep – Town Hall Meeting: For attending town halls 
– Creating Town Hall Deck: For creating documents  
PRNC-100004 Employee Growth/HR Admin/DEI  – Community Connections (Pre-Approved Volunteer Time): Obtain approval from your manager  
– DEI/OneRed Support Team (Content Creation) 
– Diversity, Equity & Inclusion (DEI) Events: Employees attending Lunch N Learn, & events  
– Employee Growth: Employee learning a new skill or LinkedIn Learning courses with Manager’s prior approval 
– Employee Reviews: Employee Self Review, Managerial tasks to prep review, & Review mtg 
– HR-related Admin: Meetings with HR, managerial direct employee issues, One-on-One meetings with Mgr.  
– Lack of Work (Manager Aware)(Before using this code, you should inform your manager you have free time. If they don’t have work for you, you should then do professional development. If you don’t have professional development or any work to do, then use this code.) 
– Lunch & Learns 
– New Employee Onboarding (Not Client Specific) 
– Training (Not Client Specific)  
– Team members / Manage (one-on-one meetings)  
– Unable to work due to Technical/Connectivity Issues 

Other training OR any team or department meetings will go under the respective “CLIENT” jobs – – if unsure please see your direct Manager for SS #.
Checking emails should be recorded under the Client specific bucket/job number.  
NEW BUSINESS
PRNB–000002 – Prospecting 2024  – For Sales team only
– For Sales and support teams per prospect – If creating a pitch for additional work under an existing client, submit a project request form in Smartsheet under that client. 
– For new client pitches, submit a Project Request Form in Smartsheet. 
PRNB-100015 – New Business Professional & Promotions (for existing Clients)   – For Professional & Promotions for existing clients 
INTERNAL SUPPORT – FUNCTION SPECIFIC
PRNC-100002 – Overhead/Corporate Support  – For Corporate Support employees only 
PRNC-100003-ELT/SLT/Leadership   – For Leadership only
PRNC-100005 Information Technology/IT Support  – For IT team only
PRNC-100006-PureRed Marketing 2024  – For Marketing team only  
PRNC–100007 – Department Management/Leadership– For Director level and above for management of departments. Enter time per specific department.
PRNC-100008 – CSM Team  – For Customer Success Team (CSM) only 
PRNC-100024 – PureRed Maintenance & Brand Maintenance  – For Website & Brand Maintenance Team use
OTHER NON-CLIENT CODES (Consult the Studio Facility Lead for permission)
PRNC-100009 – California Studio Facility  – For California studio maintenance/clean-up/inventory 
PRNC-100010 – Tucker Studio Facility  – For Tucker studio maintenance/clean-up/inventory 
PRNC-100011 – Portland Studio Facility  – For Portland studio maintenance/clean- p/inventory  
PRNC-100021 – HelloRed Intranet Maintenance & Content 2024  – For Intranet team only for maintenance and content updates
PRNC-100014 – Operations Management  – For Operations team only 
PRNC-100016 – PureSHOT Development– For PureSHOT development only 
PRNC-100017 – Colombia Resource Training  – For Colombia Resource training only 
PRNC-013492- Seminars and Conferences and Summits– For attending Seminars, Conferences and Summits that would benefit PureRed Growth and success (upon approval)

FAQ 

  1. I spend some time responding to team/email communications. How do I log time in Smartsheet? 
    • This is part of supporting our accounts and clients. Please enter this time under the respective client project number. If it includes several clients/projects, please divide the time amongst those project numbers. For example, if you spent 1 hour, you would divide the 1 hour to the project numbers by putting 25 minutes to each. 
  2. We have a team meeting 2 x a week discussing every active project or strategy with my team. How do I log this time? 
    • You would use the appropriate Client/Project # in Smartsheet as provided by your Account Manager/PM. If it includes several clients/projects, please divide the time amongst those project numbers. For example, if you spent 1 hour, you would divide the 1 hour to the project numbers by putting 25 minutes to each. 
  3. I have a one-on-one weekly meeting with my Manager to discuss the projects I am working. What do I charge my time to? 
    • Meetings with your manager to review Client work/plan future Client work or weekly one-on-one meetings should be charged to the Clients. In all cases, you are talking Client related information. If a meeting with your manager is about performance or a one-on-one connection meeting charged to PRNC-100004 Employee Growth/HR Admin/DEI.
  4. I received a meeting invitation, and attended a meeting but unsure where I need to log time in Smartsheet? 
    • Reach out to the Account Manager/team member who organized the meeting for a Smartsheet Job #. As a new protocol, we ask that Account Managers/meeting organizers to include the Smartsheet Job # within the meeting invite (along with any informational requests to your team members whenever possible). 
  5. When do we start logging time in Smartsheet?
    • All employees will start logging timesheets in Smartsheet on Tuesday, Oct 1, 2024. 
  6. When is the last day to enter time in WAM?
    • You will log your last day in WAM on September 30, 2024 (Monday).
  7. When will WAM be unavailable? 
    • As of October 1, WAM is functional only for historical data.
  8. Do all employees need to clock out for lunch each day? 
    • Full-time hourly employees are required to take a lunch every day (minimum of 30 mins) and log it to “lunch” within your timesheet. 
  9. Is there a timer for breaks? 
    • Currently there is no break timer in Smartsheet. For full-time hourly employees, please continue to run your timer on the project you are working on while you take your two (2) daily 10-minute breaks.
  10. Is there a payroll timer in Smartsheet?
    • There is no payroll timer in Smartsheet. Employees should bill the time directly to projects worked.  
  11. Can two timers be active at once in Smartsheet?
    • No, there is only one active timer. However, you can start a new timer without ending the first, which will automatically pause the first timer and can be returned to later if needed. 
  12. Can the timer be run in the past or future? 
    • No, timers are only available to use on the current day and cannot be activated in the past or on a future date. 
  13. Does the timer indicate when it is activated?
    • Yes, there is an animation of a spinning wheel showing that time is being recorded. The time will display in minutes after 60 seconds. 
  14. What categories/jobs will be accessible for billing? 
    • All employees will have access to a general set of projects and projects they are assigned to. 
  15. Is time measured in decimals or hours/minutes?
    • When the Smartsheet timer is running, it shows hours: minutes. However once the timer ends, decimal hours are shown.
  16. Can you copy projects from previous weeks?
    • Yes, select Report Time for Something Else and select Add rows from previous week. 
  17. Can “Phases” be marked closed before the project is complete?
    • Go back in and add “Done” or “Complete” to the name of the phase so the team knows not to track against it.  You can also manually adjust the Start and End Date so the employee sees the project on their timecard for a certain period of time indicating that if it’s not there they should not put time against it.