Time Tracker for Client Projects with Form
Use this sheet to track and approve worker hours in prep for invoicing client projects, or charging back for time spent on internal projects. Staff can use the web form to log billing items directly into the sheet.
Template design and key features
Add the task date using the date picker
Enter the client name
Check off approved hours worked
Enter work descriptions in the Primary Column (used for Smartsheet automated emails)
Assign service techs from your Smartsheet contacts
Enter labor & materials in this dropdown — edit dropdown values in Column Properties
Record the number of hours worked
Set the hourly rate for each client project
Automatically calculated by a formula using the Hours & Hourly Rate
Flag any projects with potential issues or requiring further review
Store work photos, documents, or links
Alerts & Reminders
Set alerts for key dates & sheet changes
Log activity details, comments, & notes
Enable Gantt view to see a timeline
View & edit projects in a calendar
Organize projects into collapsible sections
Collaborate in real-time with your team
Request updates on projects
Collect new rows & take action
View & update your time tracker on the go
Using the Web Form to collect employee hours
Using Web Forms
Create a Web Form
Click the Web Forms tab to create a web form for employees to submit hours. Do not include the Approved, Hourly Rate, Total Billable, or Flag columns in the Web Form - these columns are for your internal use.
Customize your Web Form
Drag & drop to add new fields. You can customize the confirmation message, and edit the form colors and logo. You can also set an alert to notify you when new employee hours are submitted.
Collect project hours
New submissions appear at the bottom of the sheet.
Sharing with different access levels
Sharing Your Sheet
Share your time tracker
Select the Sharing tab to share with your collaborators. Add collaborator email addresses and select a permission level.
- Viewer: can view and export the sheet, but can't make changes
- Editor: can edit information in cells, add attachments, set alerts, & create discussions
- Admin: can add collaborators, edit columns, & change dependency settings
Share multiple sheets in a Workspace
Create a Workspace to share multiple sheets with the same group of people, with consistent sharing permissions on all items in the workspace.
Prevent edits with locked rows & columns
Lock any column or non-blank row to prevent others from changing or deleting key information. Only sheet Owners or Admins can lock, unlock, & edit locked columns & rows.
Collaborating on your time tracker
Collaborating on Sheets
Collaborate in real-time
Work simultaneously with everyone shared to the sheet. To help you see changes, Smartsheet will notify you when multiple collaborators are working on the sheet.
Highlight everyone's changes
Select the Highlight Changes button to see all recent changes since the last time you viewed the sheet - or within the day, week, month, or a specific date range.
Get a revision history on any cell
Right click on a cell and select View History to see previous values, who made each change, and when.
Format content automatically
Call attention to key information by setting Conditional Formatting rules to automatically format cells based on the values they contain.
Getting updates from your team
Alerts & Reminders
To set an email reminder on any project row in your sheet, select Set Reminder from the row menu. Choose the Alerts tab to trigger Reminders for the whole sheet, or to notify yourself & others of changes to the sheet.
Get automatic updates from your team
Send an update request, a special email designed to allow anyone to update rows on your sheet. Select one or more rows, then use the row menu to send a one-time or recurring request for regular updates.
Connecting with your apps
Smartsheet and Google Apps
Export tasks and hours from Smartsheet to Harvest and simplify the time and expense approval process. While your team makes updates in Smartsheet, you can process expenses, invoices, and timesheets in Harvest. Built by Smartsheet Labs.
Attach files stored in Box directly to client projects in Smartsheet. Edited documents update automatically in the Smartsheet attachment, so your files are always current.
Connect Smartsheet and Google Calendar to gain a complete view of all your work activities and highlight key dates. Overlay your Google Calendar on to your tracker in Smartsheet, or publish key dates from your sheet to Google.
How to Set Up a Sheet
Formulas in Smartsheet