1. Create a SharePoint Site
   Begin by creating a dedicated SharePoint site for managing timesheets. You can choose a Team Site for internal collaboration or a Communication Site if the content needs to be shared more broadly. This site will serve as the central hub where all timesheet-related activities will take place. Keep the layout clean and simple so it’s easy for employees to use. Make sure to include a short welcome message or overview section. This helps new users quickly understand the purpose of the site.
2. Name the Site Clearly
   Give the site a relevant and descriptive name such as “Timesheet Portal” or “Work Hours Tracker.” This improves navigation and makes it easier for employees to find. Avoid generic names that could cause confusion with other sites. A strong, clear title sets the tone for the purpose of the site. You can also include the current year or department if needed. Add a favicon or site logo to brand it properly.
3. Add a Site Description and Logo
   Write a brief description for the site that outlines its purpose—for example: “Submit and manage weekly timesheets for time tracking processing.” Upload your company logo or a relevant icon to visually differentiate the site from others. This helps build familiarity and improves the user experience. The description can also be helpful when searching or linking internally. Make sure the logo looks good on both desktop and mobile views.
4. Set Up a Timesheet List
   Click on “New” > “List” to create a new SharePoint list where employee work hours will be stored. Give the list a clear name like “Employee Timesheets” to avoid confusion. You’ll use this list to capture all time entries submitted by team members. This list will act as the core structure of your timesheet tracking system. Make sure the list is visible from the homepage. This makes it easy to access.
5. Add Core Columns
   Start by adding essential fields that every timesheet needs. These should include Employee Name, Date, Project or Task, and Hours Worked. Use appropriate field types like “Person” for names and “Date” for dates. This ensures consistency and prevents formatting issues later. You can also add formatting rules to highlight missing or unusual entries. These columns lay the foundation for reports and approvals.
6. Include Optional Fields
   To enhance the flexibility of your timesheet system, include additional columns such as Department, Work Location, Notes, or Overtime. These optional fields help capture more context around the work. Dropdowns and Yes/No choices help standardize inputs. Including these fields can help in finance during audits or project analysis. Remember to keep the form user-friendly—don’t overload it with unnecessary fields.
7. Create a Status Field
   Add a “Status” column to track the approval stage of each timesheet. Common statuses include Submitted, Approved, and Rejected. This makes it easy for both employees and managers to know where each entry stands. You can use formatting rules to color-code each status. This adds visual clarity for managers scanning multiple entries. The status field also works well with workflows.
8. Customize the Entry Form
   Use SharePoint’s form editor or Power Apps to enhance the user experience. Group related fields together and label them clearly. Use dropdowns for project names, date pickers for dates, and tooltips for guidance. A clean form encourages accurate entries and reduces the time needed to fill out each submission. Make mandatory fields stand out with asterisks. Customize the form to match your company’s workflow and branding.
9. Use Dropdowns and Predefined Choices
   Instead of free-text fields, use choice fields with predefined options for things like project names, departments, and work types. This improves data consistency and makes it easier to filter and report on entries. Dropdowns also help reduce spelling errors and variation in input. You can update the choices over time as new projects or teams are added. Well-structured choices improve long-term usability.
10. Apply Required Fields
    Mark critical fields—like Date, Hours Worked, and Project Name—as required to prevent incomplete timesheet submissions. This ensures you always capture the minimum data needed for approvals and reporting. Required fields reduce back-and-forth between employees and managers. Make sure users are aware of which fields are mandatory. You can use validation messages to guide them when fields are left blank.
11. Create a Timesheet Submission Button
    Add a button or link on the homepage labelled “Submit Timesheet” that directs users to the new item form. This simplifies the process and saves employees from digging through the site. You can add it using a web part or a quick link. Consider pairing the button with a short guide or tooltip. Making submission easy encourages better adoption of the system.
12. Set Up an Approval Workflow in Power Automate
    Use Power Automate to create a workflow that sends an email to the employee’s manager whenever a timesheet is submitted. Include options to Approve or Reject the entry directly from the email. Update the Status field automatically based on the action taken. This adds structure to your process and reduces delays. You can also log timestamps for when approvals are made.
13. Add Reminders for Pending Approvals
    Configure Power Automate to send reminder emails if a manager has not approved a timesheet within a set period (e.g., 3 days). This helps maintain timely approvals and avoids payroll delays. You can add reminders to appear on a SharePoint dashboard too. These notifications help keep everyone accountable. Make sure reminders are sent only to relevant users to avoid email overload.
14. Enable Role-Based Permissions
    Set up SharePoint permissions so employees can only see and edit their own timesheet entries. Managers should have access to view and approve entries for their teams. Admins or HR teams can be given full access to manage and report on all data. This protects sensitive employee data while giving the right level of access to stakeholders. Review and test permission settings carefully before going live.
15. Create Role-Specific Views
    Design different list views for different user roles. For example, “My Timesheets” for employees, “Pending Approvals” for managers, and “All Approved” for HR. Use filters like [Me] to automatically show user-specific data. Grouping entries by Project or Status helps with visual clarity. You can pin the most useful views, so they appear by default. This helps everyone find what they need faster.
16. Enable Grouping and Sorting
    Use grouping features to cluster entries by Employee Name, Project, or Week. Sort data by Date or Status to make it easier to review timesheets briefly. You can also collapse and expand groups as needed. These visual features reduce scrolling and make large lists more manageable. Sorting also helps when exporting or auditing data.
17. Integrate with Power BI (Optional)
    If you want advanced analytics, connect your SharePoint list to Power BI. This allows you to create dashboards showing total hours worked, project-wise time breakdown, or department-level productivity. Visual reports can help leadership teams spot trends or resource issues. Refresh data on a schedule to keep reports updated. Power BI adds a visual, data-driven layer to your time tracking process.
18. Export Data to Excel or CSV
    Allow HR or Finance teams to export approved timesheet data to Excel for further use—whether for payroll, billing, or audit purposes. SharePoint makes it easy to export filtered views directly. You can also create scheduled flows to back up data weekly. Make sure exported files are stored securely, especially if they contain sensitive information. Excel integration helps bridge SharePoint with existing finance tools.
19. Archive Old Entries Periodically
    To keep your main list fast and uncluttered, move older timesheet entries to an archive list every 3–6 months. You can automate this using Power Automate or do it manually on a schedule. Archiving helps reduce load time and makes it easier to focus on current data. Keep archived data in a read-only format if needed. Always notify stakeholders before deleting or moving records.
20. Add a Knowledge Base Section
    Create a Knowledge Base within your SharePoint site to answer common questions and guide users. Use SharePoint Pages or a Document Library to host how-to guides, FAQs, approval flow diagrams, and short video tutorials. Include articles like “How to Submit a Timesheet,” “What to Do if Hours Are Rejected,” and “Approval Workflow Overview.” This reduces support requests and helps employees solve problems on their own. Organize content with folders, tags, or a simple search bar for quick access.
21. Train Your Team
    Provide a short training session, video tutorial, or user guide to show employees how to submit timesheets, view approvals, and handle errors. Training ensures consistent usage and reduces confusion. Keep the documentation simple and use screenshots for clarity. Offer a FAQ section on the SharePoint site. Ongoing support helps build confidence in using the system correctly. 

8. Custom Power Platform Timesheet

Overview
Built using SharePoint + PowerApps + Power Automate, this option gives businesses full control over their custom workflows and timesheet design.

Key Features and Benefits
Allows fully customized forms, workflows, and dashboards, integrated with SharePoint and Microsoft 365.

Advantages

• 100% customizable.
• Low-code/no-code flexibility.
• Native integration with Microsoft apps.
• Ideal for unique business workflows.

Limitations
Requires internal Power Platform expertise.

Fees and Charges
Dependent on Power Platform licensing.

G2 Rating
Community rating around 4.5/5.

Why Choose Custom Power Platform?
Perfect for organizations that want full control and custom processes inside SharePoint.