Home Business 5 efficient timesheet reminders + how you can automate them

5 efficient timesheet reminders + how you can automate them

5 efficient timesheet reminders + how you can automate them


Whether or not you’re an entry-level worker, contract employee, or supervisor, remembering to trace your time is a ache. Not solely does manually logging hours distract your staff from finishing work that actually strikes the needle, however it could result in inaccuracies in your timesheet if achieved incorrectly.

By automating your timesheet reminders, you possibly can keep away from timesheet errors and unlock your staff’ time to give attention to what actually issues in your corporation. On this article, we’ll present you six completely different strategies you need to use to inform your staff when it’s time to fill out their timesheets (with out having to ship them back-to-back Slack messages).

We’ll additionally clarify how Homebase might help you get began with routinely monitoring your staff’ hours.

What’s a timesheet reminder and why do you want one?

A timesheet reminder prompts people to file and submit their time entries on a weekly, bi-weekly, or month-to-month foundation, guaranteeing the immediate supply of their timesheet each time. It serves as extra of a delicate nudge than an outright demand and helps preserve clear and correct worker timesheets over time.

So what’s the purpose of organising timesheet reminders? 

Whereas sending out reminders could appear trivial, inaccurate timesheets can create issues for organizations making an attempt to precisely estimate metrics like common time per venture or how worker hours are trending month-over-month.

By organising timesheet reminders utilizing a instrument like Homebase, you may make an correct evaluation of logged worker hours without having to continuously remind direct studies about your organization’s timekeeping coverage

5 efficient timesheet reminder strategies

No two individuals prefer to be reminded the identical means. One individual might choose conventional emails, others want a fast textual content, and a few individuals can’t prioritize something except it’s marked on their calendar. No matter your private choice, listed below are a number of completely different time-saving reminder strategies to make sure your staff fill out their on-line timesheets each time.

Time clock with timesheet integration

In case you and your staff are struggling to manually observe hours, a time clock with a built-in timesheet integration is the best way to go. Not solely does it make it simpler to attenuate time theft and management labor prices, however it additionally helps you finish every week with automated, correct timesheets.

Regular reminders by way of e mail and SMS are nice, nevertheless, a time clock app like Homebase ensures that your worker’s timesheets are routinely up to date each time they clock in and clock out. We’ll take a deeper have a look at this answer in a while.


Emails are the tried-and-true methodology for skilled communication — however does that make it a superb possibility for sending timesheet reminders? Listed here are the professionals and cons of utilizing emails as a reminder methodology:


Large attain: Due to the blind carbon copy function (Bcc), emails could be despatched to a number of staff concurrently, guaranteeing a broad distribution of reminders.

Detailed directions: Emails permit for the inclusion of detailed directions, comparable to timesheet submission deadlines, required data, and any particular tips. 

Documentation: E mail threads create a digital path, enabling employers to refer again to earlier reminders if wanted. It might additionally assist in a pinch should you want proof that reminders have already been despatched to and acquired by staff.


Potential for oversight: Whereas e mail is a superb communication instrument, you’ll nonetheless be compelled to compete with all the opposite incoming messages your staff must sift via every day. Consequently, your reminders might get misplaced of their inbox In the event that they neglect to test their emails recurrently.

Lack of immediacy: Except you might have a system in place to assist your staff prioritize their emails, they received’t obtain your messages in actual time. This back-and-forth nature of e mail might result in delayed responses and trigger staff to delay logging their labored hours.

The way to use e mail successfully:

Arrange automated e mail reminders: Employers can schedule automated reminders to be despatched on a weekly, bi-weekly, or month-to-month foundation to make sure constant communication. Whereas not all e mail suppliers help you schedule recurring messages, there are a number of browser extensions and third-party instruments that make this potential.

Use concise and compelling topic strains: Seize your staff’ consideration by crafting topic strains that point out the significance and urgency of the timesheet submission. This could possibly be so simple as writing out ‘TIMESHEET REMINDER’ in all caps.

Comply with up with customized messages: For workers who constantly miss their timesheet deadlines, take into account sending customized follow-up emails to emphasise the significance of compliance.

SMS messaging

Quick Message Service (SMS) messaging — AKA texting — gives a right away and direct technique to attain staff. Whereas SMS messaging isn’t usually related to skilled communications, it may be extremely efficient for sending out timesheet reminders. Listed here are a number of of the benefits and downsides of utilizing SMS for this function:


On the spot supply: SMS messages have the next likelihood of being seen promptly, as most individuals carry their cellphones with them. Whereas emails additionally ship immediately, your message will possible get caught up in your staff’ inboxes.

Excessive open charges: In comparison with emails, SMS messages are inclined to have increased open charges, guaranteeing larger visibility in your reminders. Principally, should you textual content your staff, there’s little to no likelihood they received’t see your reminder.

Concise communication: As a consequence of character limitations, SMS messages encourage brevity and to-the-point communication. 


Restricted area: Certain, brevity is nice, however the restricted character depend in SMS messages might prohibit the quantity of knowledge shared in every reminder. If you might want to embrace detailed directions with every timesheet reminder, SMS messaging will not be the best way to go.

Decide-in requirement: Workers should consent to obtain SMS reminders, and a few people might choose out or choose to not present their cell numbers. There’s actually nothing you are able to do about this. Many staff might choose to make use of their telephones for private use solely. Your only option on this scenario is to strongly encourage staff to choose in.

The way to use SMS successfully:

Get hold of consent: Request staff’ consent to obtain SMS reminders and guarantee their contact data is correct and updated. In the event that they don’t consent, allow them to know of any different choices for receiving timesheet reminders.

Time the reminders strategically: Ship SMS reminders throughout work hours, contemplating staff’ availability and potential distractions. Sending your reminders throughout non-work hours may result in complaints and finally hold them from logging their work hours solely.

Calendar reminders

In case your office generally makes use of calendar apps for conferences and occasions, then calendar reminders could also be an efficient technique to immediate staff to finish their timesheets. Listed here are a number of of the professionals and cons of utilizing calendar reminders:


Integration with current methods: Calendar reminders could be synchronized with staff’ current calendar apps, guaranteeing compatibility and accessibility no matter which calendar instrument your staff choose.

Customization choices: Calendar reminders provide you with a ton of company over how reminders are delivered. For instance, you possibly can set reminders with particular dates and occasions to accommodate various timesheet submission frequencies.

Visible cues: Not like written messages or reminders, calendar reminders visually stand out, capturing staff’ consideration amid their different each day duties. In case your staff spend plenty of time working of their calendars, then the visible cue offered right here could be extremely useful.


Reliance on staff’ calendar administration: The liberty that calendar reminders give your staff does include drawbacks. Workers should actively handle their calendars and guarantee they evaluation upcoming reminders. In any other case, your timesheet reminders will go lacking each time.

Potential for dismissal: Your calendar reminders is perhaps dismissed or missed if staff habitually ignore or dismiss notifications. This could be a widespread prevalence in case your staff’ calendars are booked with back-to-back conferences or different reminders — your one reminder about filling out their timesheets might simply get misplaced within the shuffle.

The way to use this instrument successfully:

Present clear directions: Within the calendar reminder description, embrace concise directions on how and the place to submit their worker timesheets.

Specify the aim: When creating calendar reminders, clearly label them as timesheet submission reminders. This helps staff differentiate them from different calendar occasions and ensures they perceive the particular function of the reminder.

Connect related assets: If there are particular assets or directions associated to timesheet submission — like reference tips or templates — connect them to the calendar reminder.


Most working professionals are acquainted with Slack, the favored internet browser-based communication instrument. You might also be acquainted with comparable chat communication instruments like Groupme or the traditional Microsoft Groups. Not solely are these instruments nice for each day communications, however they will simply as simply be used to ship out your timesheet reminders in a well timed method. Listed here are a number of of the benefits and downsides of utilizing instruments like Slack to ship out your timesheet reminders:


Actual-time communication: Just like SMS messaging, Slack gives instantaneous messaging capabilities, permitting employers to ship reminders and obtain immediate responses from staff.

Channel-based group: With Slack, you possibly can create devoted channels or threads for timesheet reminders, guaranteeing all related timesheet data stays centralized in a single place.


Potential distractions: As a result of real-time nature of Slack, staff might get sidetracked by different conversations or notifications. In case your staff are sometimes speaking in varied channels on and off daily, then a instrument like Slack might not make sense in your timesheet comms. 

Studying curve: Not all groups work effectively with Slack, and staff who’re new to the platform could also be overwhelmed by its varied communication channels and extra options.

The way to use Slack successfully:

Create devoted reminder channels: Establishing a separate channel solely devoted to timesheet reminders will assist decrease distractions from different conversations inside Slack.

Make the most of reminders and mentions: Slack means that you can set reminders for people or whole channels. You may leverage this function to set off automated reminders in your timesheets at particular occasions or dates.

Combine with time monitoring instruments: In case your group makes use of time monitoring software program, you possibly can discover Slack’s integrations to allow seamless entry to timesheets, notifications for lacking entries, and automatic reminders primarily based on tracked hours.

How do you automate timesheet reminders?

Whereas there are a number of alternative ways to ship out your timesheet reminders, all of them require guide work in some capability. 

Finally, we wish to present you how you can set and neglect your timesheet reminders. Right here’s how one can automate your reminders and relaxation assured that your staff by no means break your clocking out and in coverage.

Use time-tracking software program designed for hourly work

There are many time-tracking instruments available on the market, however few are designed solely for hourly work. And even fewer combine with different worker administration instruments like payroll, scheduling & availability, new rent onboarding, and different HR necessities. 

With a instrument like Homebase, you possibly can account for break time at work or additional time with out lacking a beat. If you need a instrument that eliminates paperwork and takes care of the nitty-gritty facets of group administration (like time clock rounding), then time-tracking software program like Homebase is your most suitable option.

Arrange recurring emails

When you have a easy and simple administration type, recurring emails may take advantage of sense for you. You should definitely see in case your e mail supplier gives this performance — if not, you might be able to discover a browser extension or third-party instrument to make this potential.

Right here’s an e mail template you need to use when sending out your timesheet reminders:

[First Name],

This can be a reminder that your timesheet is due on dd/mm/yyyy. Please log all of your labored hours and submit your timesheet earlier than the deadline.



Arrange recurring Slack messages

If Slack is extra your velocity, then you possibly can simply arrange timesheet reminders utilizing the /remind perform. Right here’s how one can get began in simply three steps.

1. Kind /remind in your message discipline and choose it from the shortcuts menu.

2. Within the message discipline, enter the main points of your reminder following this format: /remind [yourself or #channel] [what] [when]. As soon as completed, your message might appear like this: /remind #group to fill out timesheets each Thursday at 12 pm.

Typing out a team reminder using the /remind function in Slack

3. When you’ve arrange your recurring Slack message, ship your message to schedule the reminder and also you’re achieved.

A message from the Slackbot in Slack, confirming a scheduled employee reminder

Create a shared calendar

Lastly, in case your group is most snug with calendar instruments, right here’s how one can automate your timesheet reminders. For this instance, let’s say we’re utilizing Google Calendar. These are the steps you might want to take to arrange your reminders:

1. Open Google Calendar.

2. Within the prime left, click on Create.

Interacting with the task creation feature in Google Calendar

3. Within the pop-up field, choose activity.

4. Kind your reminder or select a suggestion.

5. Select a date, time, and frequency.

Scheduling tasks inside Google Calendar

6. Click on Save and also you’re achieved!

Getting your timesheet reminders seen and submitted

Finally, getting your timesheets stuffed out and submitted on time has a lot broader implications than each day admin work. If dealt with incorrectly, it could negatively have an effect on the way you observe productiveness and budgeting throughout your group. 

You may take step one towards eliminating your timesheet pains by utilizing Homebase’s time clock to trace hours and additional time from one system.

And by utilizing our time-tracking software program alongside our HR and compliance instruments, you’ll have every thing you might want to run your corporation. So you possibly can spend much less time monitoring hours and extra time focusing in your individuals. 



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