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kalmstrom.com FAQ – TimeCard


Category TimeCard

Type Features

ProblemWorkgroup
“Report on behalf of” ‒ how does this feature work?

Workgroup
“Report on behalf of” ‒ how does this feature work?

The TimeCard feature “Report on behalf of” allows one person to report the time other people have appointed in their calendars.

Global Settings checkbox

TimeCard Report on behalf of checkbox In the TimeCard Global Settings, General Settings dialog, there is a checkbox for allowing Reporting on behalf of. If this box is not checked, you can still report for another person if you have access to that person's calendar, but TimeCard will post the Outlook login name at the reporting occasion under Person in the database.

To get the correct name on the report, the administrator must check the box for the "Report on behalf of" feature.

TimeCard Report on behalf of feature

New dropdown in the TimeCard Reporting dialog

When the box for "Report on behalf of" is checked, a new dropdown will appear in the Reporting dialog. It will contain all the users from the database, and the logged in user will be the default choice.

Simple procedure

Report time for other persons this way:

  1. Select the other person's calendar
  2. (Tag appointments if this is not done)
  3. Click the TimeCard Reporting button
    in Outlook to open the Reporting dialog
  4. (Make changes if necessary)
  5. Select the correct nameThe right name from the dropdown
  6. Report time (and expenses if enabled) by clicking the OK button

No TimeCard installation

The kalmstrom.com team of course wants everyone to use TimeCard, but with the "Report on behalf of" feature it is actually possible to report time also for people who don’t have TimeCard installed on their computers. It could be for example someone who needs to use a Mac instead of a PC. Let’s call this person Linda.

Shared calendar

In this case a person with TimeCard installed ‒ Jack ‒ must have access to Linda’s Outlook calendar. This calendar may very well be on Microsoft's cloud based Office 365 , if Linda and Jack are not connected in a local network.

Add person to the TimeCard database

For this to work Linda has to be added to the central database used for TimeCard reports. If Linda is not there the first time Jack reports her time, he will be asked if he wants to add her.

Adding persons to the database may also be done manually or with a little tool for add/edit/delete users that the kalmstrom.com team has developed and will send to Community Members on request.

Tagging appointments with time reporting data

As Linda has no TimeCard application installed, she cannot tag her appointments with the values that convert them into timesheets. Instead John will to that for her.

Reporting time

When John has tagged Linda’s calendar appointments with TimeCard values he simply clicks the OK button to report her time. When Linda is added to the database and Jack has entered her calendar, her name comes up as the default name in the User dropdown John can choose from when he reports time. To be sure everything is right he is also asked if he is sure he wants to report time for Linda.
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