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Employee Time Tracking Template

Employee Time Tracking

Inaccurate timesheets cost you money—and cause payroll headaches. This time tracking automation template captures employee timesheet management accurately with automated validation and project allocation. Kissflow's AI-powered low-code platform eliminates the guesswork and the disputes over hours worked.

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What you'll do:

Build an automated time tracking system with intelligent validation, project allocation, and seamless approval routing for accurate timesheet management.

How long you need:

Around 10 minutes to set up and customize

What you'll need:

  • A Kissflow account
  • Your time tracking policies and approval workflows
  • Project codes and cost center structures
  • Payroll or HRMS system details for integration (optional)

About The Employee Time Tracking Template

Managing employee time tracking manually can lead to payroll errors, compliance issues, and poor project cost visibility. This AI-powered template ensures accurate time recording, validates against work schedules, and maintains complete audit trails—supporting both payroll accuracy and project management needs.

Kissflow's intelligent workflow automation analyzes time entry patterns to identify anomalies and optimize resource allocation across your projects and operations

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With Kissflow's AI-powered low-code platform, HR and project management teams can deploy a fully functional time tracking system in minutes:

  • Instant setup with pre-configured time entry types (regular hours, overtime, project time, leave, remote work)
  • Drag-and-drop customization to match your organization's time policies and approval workflows
  • AI-assisted validation that automatically checks for missing entries, overtime thresholds, and scheduling conflicts
  • Role-based security with access controls for employee time data and project allocation
  • Smart routing that directs timesheets to appropriate approvers based on department, project, and time period
  • Automated notifications to remind employees of submission deadlines and alert managers to pending approvals
  • Mobile-ready interface for logging time entries and approving timesheets on-the-go

Built using these capabilities:

AI-Powered Workflow Automation Intelligent validation automatically flags missing entries, overtime violations, unusual patterns, and scheduling conflicts for review

Low-Code Form Builder Create custom timesheet forms without coding—capturing project allocation, task details, and work descriptions

Real-Time Analytics Dashboard Track employee productivity, project time allocation, overtime trends, and labor costs across departments and projects

Integration Hub Connect seamlessly with payroll systems, project management tools, HRMS platforms, and accounting software

Getting Started With The Employee Time Tracking Template

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Benefits of Using This Template

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AI-Powered Intelligence

Leverage Kissflow's AI capabilities to detect time entry anomalies, predict project resource needs, identify productivity patterns, and automate approval for routine, compliant timesheets.

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Scalable Cloud Infrastructure

Manage time tracking for hundreds to thousands of employees with a secure, cloud-based platform that scales across projects, departments, and geographic locations.

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Complete Process Visibility

Track all employee time from entry through payroll with real-time submission status, comprehensive work history, and complete audit trails for labor compliance and project costing.

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Low-Code Simplicity

Empower HR teams to update time policies, project managers to adjust project codes, or finance to modify approval workflows using Kissflow's intuitive interface—reducing IT dependency.

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Seamless Collaboration

Enable employees to log time, managers to approve timesheets, project leads to track allocations, and payroll to process hours—all within one integrated workflow.

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Actionable Analytics & Insights

Generate comprehensive reports on employee productivity, project time allocation, overtime analysis, labor costs, resource utilization, and compliance metrics to optimize workforce management.

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Enterprise-Grade Security

Ensure time data protection with SOC 2, GDPR compliance, encryption, and role-based access controls meeting payroll security and labor law requirements.

How to Get Started

  1. Sign up for a Kissflow account or log into your existing workspace
  2. Select the Employee Time Tracking template from the HR or project management category
  3. Customize time entry types, project codes, and approval hierarchies using the visual editor
  4. Configure AI-powered validation rules and automated submission reminders
  5. Test the workflow with sample timesheets across different scenarios and projects
  6. Deploy organization-wide with a single click—no coding or extensive IT support needed
  7. Scale effortlessly as your workforce and project portfolio grows

Frequently Asked Questions

Do I need coding experience to set up this template?

No! Kissflow's low-code platform is designed for business users. You can customize workflows, forms, and approval rules using an intuitive drag-and-drop interface without writing any code.

Can I customize time entry categories and project codes?

Absolutely. The template comes with standard time types, but you can easily configure project codes, cost centers, task categories, billable/non-billable designations, or any custom classifications specific to your organization.

How does the AI-powered workflow automation work?

Kissflow's AI automatically validates time entries against work schedules, flags missing entries, detects unusual patterns, checks overtime compliance, and routes timesheets to appropriate approvers—ensuring accuracy and policy adherence.

Can this template handle complex approval workflows?

Yes. You can configure multi-level approvals, project manager review for project time, finance approval for overtime, and exception handling for policy violations.

Will this integrate with our payroll and project management systems?

Kissflow offers seamless integration with popular payroll platforms (ADP, Workday, Paychex), project management tools (Jira, Monday.com), HRMS systems, and accounting software through pre-built connectors and APIs.

How do employees submit timesheets?

Employees can log time daily or weekly through the web portal or mobile app, allocating hours to projects or tasks, and submitting for approval. The system sends reminders for pending submissions.

Can I track project time and resource allocation?

Yes. The template includes dashboards showing time allocation by project, resource utilization rates, project budget consumption, team productivity metrics, and labor cost analysis across your project portfolio.

Is employee time data secure and compliant?

Kissflow provides enterprise-grade security with data encryption, role-based access controls, audit logs, and compliance with SOC 2, GDPR, FLSA, and labor regulations. All time data is stored securely.

Can managers approve timesheets on mobile devices?

Yes. Kissflow's mobile app allows managers and project leads to review timesheets, verify project allocations, and approve hours on-the-go with push notifications for pending approvals.

What kind of reports can I generate?

The template includes pre-built reports for employee productivity, project time allocation, overtime analysis, labor costs, resource utilization, submission compliance, and payroll-ready summaries. You can also create custom reports.

How long does it take to deploy this system?

Most organizations can set up and deploy the time tracking system in under a day. The initial template configuration takes about 10 minutes, including project code setup and policy configuration.

What happens if time policies change?

You can modify workflows, update project codes, adjust approval hierarchies, or change validation rules anytime using Kissflow's low-code editor. Changes can be tested in a sandbox environment before being deployed to production.

Transform Your Time Tracking Today

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