Setting Quotas for Timesheets

Time quotas can be used to notify users if a minimum number of hours has not been submitted or approved in a given time period. Time quotas are set at the Role level, so you can have different quotas for different user groups. Quotas can also be used with policy blockers to prevent timesheets that are under quota from being submitted for approval.

Setting up time quotas has two steps:

1. Defining the quota in the Role.
2. Enabling notifications for users who are under quotas at the end of the period.

Defining the Quota in the Role

Navigate to Settings (gear icon) > Users > Roles 

Navigate to the role you wish to modify and click the Edit (pencil) icon next to the role.

Once in the role, you should see a tab for Quotas & Lockouts. There you can define a quota, as well as a lockout for submitting late time if that is also required. The quota will represent the minimum amount of hours expected for the given period.

1. Check off the period for the time quota - Daily, Weekly, Monthly, Quarterly, Annual - and enter the number of hours and minutes for the quota.
2. Click the Apply button to save and apply this setting.

Tip: to ensure users are submitting a timesheet every period, you could set a quota of 1 minute, which would send a reminder to anyone who has not submitted time at the end of the period.

Policy Blocker 

The policy blocked can be enabled by clicking it in the quota settings and marking it with a checkmark. If the submitter tries to submit a timesheet that is under quota, they will see a policy blocker appear which will prevent submission of the timesheet.

Quota Notifications

Once a time quota has been set at the Role level, you can enable notifications so that users are sent a notification if they are under quota at the end of the time period. Notifications are sent via email as well as an in-app notification on the mobile application.

To send a notification for missing quota:

Navigate to Setup > Company > Notifications

Edit the Notifications. Scroll down and you'll see the Time Quota Reminders. You can set the notifications to send an initial warning to the user, as well as subsequent escalations. Notifications can be sent to the user, as well as copied to managers or manager's manager according to the hierarchy in Nexonia, or copied to the regional administrator according to the Nexonia Region of the user.

In our example, we see a notification will be sent to the user at the end of the period, and an escalation notification will be sent to the user's manager the next day if quota is not met.

Q: What time of day does Nexonia send out Time Quota notifications?

A:  ​Time Quota notifications are sent out at 4pm based on the client's time zone.