Question 1

Restricting User Access

Accepted Answer

When adding an UpSheets user to your organisation, they have full access to all employees and functionality.

After adding them, it is possible to limit the following:

Creating Pay Runs
Approving Timesheets
Access to selected Employees

Manage Access

To manage user access, navigate to the Organisations screen:

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Click the Manage button next to the appropriate Organisation:

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You will then see any assigned employees and can update their access individually by clicking Manage Access:

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The Manage Access screen allows you to control the options the user has and which Employees they have access to. By default, all actions and employees are enabled. To restrict creating pay runs or timesheet approval, simply deselect the options.

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To restrict access to specific employees, select those that the user should have access to from the dropdown. Those employees listed are the only ones that the user will be able to validate and upload data for. Any new employees will need to be added explicitly before they will have access.

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To restore full access simply click clear all to reset the default options.

Question 2

How do I get copies of my invoices?

Accepted Answer

Downloading Invoices

You can download your invoices at any time. To do so, either:

Navigate to Invoices in the top right menu
Navigate to your account and click View Invoices

From here you can view and download invoices and receipts as pdf files for your records.

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Receiving Invoices by Email

Invoices can also be sent to an email address automatically when they are created. To enable this, go to your settings and add an email address to the Email New Invoices to field and save your changes.

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Note: This invoice email address may be a different address to the one you use to log in to UpSheets.

Question 3

Connecting Clockify to UpSheets

Accepted Answer

Overview

You can connect UpSheets directly to Clockify to import your data and upload it to Xero. This streamlines the process and removes the need to export and import CSV files.

Enabling the Clockify Integration with UpSheets

Clockify data can be accessed by creating a Personal Access Token. After creating it you will be provided with a random token and a list of your account IDs.

To enable this feature, complete the steps below.

To create an API key you must first Register for Clockify if you have not already done so.
After logging in, select Preferences from the menu and go to the Advanced tab. Click Generate, then Generate again to create an API key. Copy the API key for the next step.

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IMPORTANT: Keep your Token and Account ID secret just as you would a password

Select Integrations from the menu in UpSheets and click the Clockify tab. Enter the API key. The API key will be masked for security reasons.

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Once connected, the integration will become enabled. If you have more than one workspace, select the one you wish to use as the source of data

Question 4

Connecting Harvest to UpSheets

Accepted Answer

Overview

You can connect UpSheets directly to Harvest to import your data and upload it to Xero. This streamlines the process and removes the need to export and import CSV files.

Enabling the Harvest Integration with UpSheets

Harvest data can be accessed by creating a Personal Access Token. After creating it you will be provided with a random token and a list of your account IDs.

To enable this feature, complete the steps below.

To create an API token you must first Register for Harvest if you do not already done so.
Select Create new personal access token from the Developers section of Harvest.

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Name the token and click Create personal access token

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The token will be displayed. Take note of both the Token AND Account ID (these are blurred for security reasons below).

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IMPORTANT: Keep your Token and Account ID secret just as you would a password

Select Integrations from the menu in UpSheets and enter the Token AND Account ID. The API key will be masked for security reasons.

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Once connected, the integration will become enabled and the Account name will be displayed below.

Question 5

Leave Type not assigned to Employee

Accepted Answer

In order to create leave requests for employees, they must first have the leave type assigned to them in Xero.

This error can be resolved by assigning the appropriate leave type to the employee in Xero (Employees> Leave) and then revalidating the file.

Question 6

Automatically Calculate Start and End Times Using Hours

Accepted Answer

Overview

Sometimes your data may be in a format where you only have the total hours worked, but in order to use Smart Formulas, a start_time and end_time are required.

UpSheets allows you to define a default start_time that is used to generate the required start_time and end_time automatically.

For example, if your file has the following three lines:

If you set your default start_time to 06:00am, the following will automatically be generated when validating the file:

Setup

To enable this feature, you must first enable Smart Formulas in your user settings.

The below setting will then be available and you can set the desired start_time:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/VgH3HcqkUb/startHour.png (startHour)

When validating your file, only the hours column is required in your file:

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The start_time and end_time will be gererated automatically:

Question 7

How do I enable Tracking Codes in UpSheets and Xero?

Accepted Answer

In order to use Tracking Codes in UpSheets, they must first be enabled in Xero, as follows:

Select (from top left) Org > Settings > Payroll Settings

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Under Payroll Tracking, select the Tracking Code you wish to use in the Timesheet Categories field and save.

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You must disconnect Xero from Upsheets and reconnect for the change to take effect.

You will then be able to select Tracking Codes in UpSheets.

Question 8

Existing Timesheets and Statuses

Accepted Answer

DRAFT timesheet exists in Xero and will be OVERWRITTEN if uploaded

If a draft timesheet already exists in Xero, this message is displayed to warn you that it will be overwritten.

APPROVED timesheet exists in Xero. Revert Timesheet to Draft status

If an approved timesheet exists in Xero the options depend on which country you are using Xero in:

Australia:

New Zealand/United Kingdom:

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Employee timesheet exists in Xero

If allowing your employees to enter their own timesheets through the Xero app it is not possible to update them when they are in a Requested or Rejected status. To resolve this you must either revert the timesheet to Draft in Xero or delete it from Xero before you will be able to upload it.

PROCESSED timesheet exists in Xero

A timesheet approved timesheet is on a posted pay run, then it is not possible to update it without first reverting the pay run to draft and then performing the steps for Approved timesheets above.