Please use “UFT-8” for encoding.

If you import timesheets for a staff member that doesn’t exist in your staff list member will be added automatically after timesheets importing. The same goes for a project/task that doesn’t exist – it will be created automatically.

Very important:
When uploading timesheets it won’t add those hours to your attendance time automatically. You could retroactively sync project and attendance time once project timesheet were uploaded.

Just go to the “Import” link in the header menu:

choose “Import Timesheets” and click “Import”:

Next, you can click on the “sample file” link and download an example of the .csv file. Now you will know how it would look like and it will help you to prevent mistakes.

Choose your file and click “Upload File”:

On the next page, you can easily preview changes or see which timesheets cannot be imported because of errors.

After clicking “Import”, the imported timesheets will appear in the calendar:

About the .CSV file

Very important:
If you import timesheets for a staff member that doesn’t exist in your staff list – this member will be added automatically after timesheets importing. The same goes for a project/task that doesn’t exist – it will be created automatically.

Your .CSV file should include some mandatory data, such as Project Name, Task Name, Staff Email and Hours, otherwise, you will not be able to import this file and will see the following error:

The date isn’t required, but if its column is empty, the current date will be considered.

Please note that only the first line of your .CSV should include the date. If it’s not there, the file cannot be imported:

The Staff’s E-mail Address is required and should be unique. Therefore, if your .CSV file includes an email address which already exists in your zistemo account, the hours on these timesheets will be identified as hours attributed to the team member who owns this email.

In case the timesheet line only has:
– Start Time and Total Hours, the End Time will be calculated automatically by zistemo;
– End Time and Total Hours, the Start Time will be generated automatically by zistemo;
– Start Time and End Time, the Total Hours will be filled automatically by zistemo.

If some specific timesheet records have already been imported into the zistemo system, you cannot import them again:

Note: For timesheets that have more than 9000 records (lines) the importing process of the .CSV file can take 1-3 mins.

zistemo gives you two view options when it comes to “Team Timesheets”, a weekly one and a monthly one. You’ll find them under the tabs “Month” and “Week” on your Team Timesheets screen.

The Monthly View

In the monthly view, you can review staff members’ activity during one specific month:

On the left side, there’s a list with active (green) and deactivated (dismissed, red) staff members who worked during the month and their total hours logged within the current week and month.

On the right side, there’s a calendar with the number of hours logged. Click on any day and more details about the hours will show up at the bottom of the page, as you can see below:

If the hours aren’t billed (aren’t included in the invoice), you still can edit or delete them by clicking either the pencil or the delete button:

You can choose the month you want to review or even filter information by staff members, projects, tasks by using special filters at the top of the page:

To filter data by a team member, you can also click on their name in the Team Summary field.

The Weekly View

In the Weekly View, you can review staff members’ activity during one week:

Here you can see total worked hours, team capacity, billable and non-billable hours, as well as a weekly progress.

“Total hours” are the hours worked by team members during the week. You will see a green-clock icon near the hours’ amount if it is over the capacity.

“Capacity” is the team members’ hours limit per day multiplied by 5 days. You can set a limit of working hours per day for each member: Learn more.

If you are using the Attendance Time Module the Team Capacity is also calculated based on vacations or leaves of the team members.

In “Weekly Progress” you can see the percentage of total hours in team capacity and the ratio between billable and non-billable hours.

If you click any member’s name in the table, you will be redirected to the weekly time tracking of this member and will be able to edit his/her hours.

Can I edit the timesheet of a team member?

If you are an account owner, you can edit the timesheets of team members. Go to, Timesheet ➝ Team Timesheet ➝ choose the team member from the list ➝ click “Edit this user’s timesheet”.

This will open the time tracking for the staff member, so you can add new hours or edit the existing ones.

Insert all tasks of the previous week

If you have a lot of task who repeat every week, you probably search for a faster way to add all task at once from the previous week. In this case, use the “Insert all tasks of the previous week” option.

Note: This option only works for the current week and only if the timetable is empty. Tasks with blank time will not stored when clicking “save”.

Press “save” after you added the time entries.

Payment Reminders

You can set up automatic payment reminders that will be sent to your clients if an invoice is overdue. If you want to know more about how to set up automatic payment reminders please click here.

Further, you can activate “Always CC me on payment reminders”. That means, that everytime the system send a payment reminder it puts you into CC.
Also, you can add the account owner into CC if a payment reminder will be send. It’s “Always CC {account owner name} on payment reminders”
Additionally, you can disable that admins and account owner always receiving reminders about late payments (active by default)

Time Tracking Reminder

Another reminder you can activate is the “Hours Reminder”. This one is used if users log less than x hours per day/week.

In the field “Select User or Role”, chose a specific staff member or role (admin, leader, member, capture data) who should receive this reminder. Enter the number of hours in the “Hours” field – if the user will log less than this amount, he/she will automatically receive this reminder. Next, choose whether these hours are for a week or for a day.

Click “Add this rule” to activate it. You can add as many rules as you wish. Also, you can switch any of them on or off at any time.

If you select a weekly reminder, the reminder will be sent on the first day of the week, regarding to your company settings

Your staff members will receive the following reminder:

Weekly Timesheet Reminder

If you enabled the “Approve timesheets” feature (more here),  you can switch on the weekly timesheet reminder. In this case, you can customize automatic email reminders which will be sent to your staff, reminding them to submit their hours for approval.

Here, you can choose a day and time when these reminders have to be sent to those who haven’t yet submitted their timesheet for your approval. You’re free to customize the email as much as you want, e.g. change the subject and the body of this reminder. After clicking on the “Save” button, it will be enabled.

You can also include the current week to the reminder, so your team will receive the reminder e.g. on Friday of the current week.

Estimate Reminder

You can set up estimate reminders to send automatic reminders to specific staff-members/roles before the estimate is no longer valid. Choose the role or staff and add the days the reminder should be sent before the estimate is invalid.

by default the estimate reminder will be sent via the system bell. But you can also add the estimate reminder to your slack. Learn more about how to integrate slack to zistemo.

Please note that estimate reminders won’t be sent via Email.

Slack Integration

You can several notifications and reminders that will be sent to your slack channel.

Click here to find step-to-step how to add zistemo notifications to slack

Project Assignment Notification

You can set up that all users will receive a message when they were assigned to a project or when they were removed from a project. You select if they should be received via Email, Slack or the Bell Notification.

By default, all staff members will be receiving a notification. But you can manage these notification individually for each staff member on the staff details. Click here to learn more on how to manage project assignment notifications individually 

Mileage Notification

Set up notifications when a user added a mileage to zistemo.

Just click on “Add notification” and select who should receive the notification. You can select user roles or dedicate users as receiver. Next, select the channel for sending the notification. You can select Email, Slack or Bell Notification.

Approve Timesheet Notification

If you using timesheet approvals, you can set up notifications when a user submitted a timesheet for approval.

Just click on “Add notification” and select who should receive the notification. You can select user roles or dedicate users as receiver. Next, select the channel for sending the notification. You can select Email, Slack or Bell Notification.