NEW FEATURE - Available from Release 1.00.23.352# (or later)

Users on versions prior to this release will require a software update before the feature becomes available.

Contents  (Click to jump to section)

TABLE OF CONTENTS

• Overview
• Pre-Requisites
  • Step 1. Sign up for Cognito Forms Account
  • Step 2. Check if you have the Cognito Integration
  • Step 3. Import the Timesheet Example forms to your Cognito Account. 
  • Example Timesheet Forms (Links)
  • Step 4. Setup a Timesheet email that includes the 'Link' to your online form.
  • (Optional) Sending Timesheet 'Link' as an SMS
  • Step 4a (Optional) - Send Multiple Links (One Timesheet per Day)
• Explanation of example Timesheet Forms / Templates
  • Example Timesheet Forms (Links)
  • Details about the Example Forms
  • Titles for submission emails
• Parameters for Cognito Timesheet Setup
• How to specify an Authoriser in Influence
• Where to Store/Set PIN codes
  • i) PIN Code for Contact
  • ii) PIN Code for Site
  • iii) PIN Code for Client
  • iv) PIN Code for System (used if no other PINs found)
  • PIN Definitions (Auth PIN Type)
• How to Send details of the PIN code to a Contact
• Importing Submissions (Timesheets)
  • i) Importing Submissions Individually (Drag/Drop from Email)
  • ii) Importing Submissions Automatically (batches) on a Timed Process (Scan an email box)
  • Import Rules - When Submissions are Imported/Rejected
• Troubleshooting
  • Issue 1: Forename/Surname don't match

Overview

Influence can work with a Cognito Forms account and be used with an online timesheet designed in Cognito Forms. This provides workers with a way to complete and submit timesheets for shifts that they have worked, and it is possible to import (Drag/Drop) these timesheets into Influence as a way to confirm the hours worked. Workers can be emailed a link to their form or links can be sent via SMS. 

(NOTE: Sending via SMS requires a paid subscription to Short.io so that links can be shortened for sending via SMS. Note the 'Free' plan does not work.)

Pre-Requisites

In order to use Cognito for online timesheets, the following must be true.

1. You must have a Cognito Forms Account. (Your Cognito plan must be Teams or higher, Free accounts will not work).
   If you do not already have an account then please use the link here to sign up.  Create New Cognito Account
2. You must have purchased the Cognito Integration for your Influence system - If not please contact our Sales Team [t: 01372 635 716]
3. You need to import our example Template form(s) for Timesheets into your Cognito Account and then edit them so that submitted forms come to your own email address/mailbox.
4. You need to setup an email template within Influence (Booking Confirmation) that will generate an email a link to the on-line timesheet. The template uses a special merge field that will pre-fill the timesheet with the worker details AND the shifts for that week. {Our templates include an example of the merge field for you to use.}
5. (Optional) If you wish to send timesheets via SMS (text) you will need the SMS licence for your Influence system and you will require a subscription to Short.io  
   {Short.io is a link shortening service, and you will require a paid subscription to use their services. Please visit their website for details of pricing and subscriptions.}

Step 1. Sign up for Cognito Forms Account

If you do not already have a Cognito Forms account, please sign up for an account using the link below.

Signup with Cognito using the link below and pick your monthly pricing Plan. (TEAMS or Higher.  The FREE plan from Cognito will not work.)

Use this Link:  >>>>>> Click here to signup for a Cognito Forms Account   <<<<<<<<<

{If you already have a Cognito Forms account there is no need to use the link above.}

Step 2. Check if you have the Cognito Integration

In order to allow the import of Cognito Forms, you must have purchased the integration for your Influence database. If not you will need to contact our sales team to organise the relevant licence/add-on. {You will also require a paid subscription to Cognito Forms. The free plan does not work.}

[If you wish to sign up to Cognito forms, use the link above] 

 If not, you will need to contact us.  (See our website www.influence-it.com for contact details)

Step 3. Import the Timesheet Example forms to your Cognito Account. 

Use the 'share links' below to Import the example forms into your Cognito account. These forms have been specially designed to work with Influence, and should only need customising with your Branding/Logo.

Example Timesheet Forms (Links)

NOTE: Once you have imported the Forms to your Cognito account, remember to customise them with your Logo, your submission email address, etc.

Step 4. Setup a Timesheet email that includes the 'Link' to your online form.

In your Influence database, create an email template that will allow you to send the worker a link to their online timesheet form when they are booked.

As part of the email you will want to include a Merge Field that contains the link to the relevant online timesheet form in Cognito and will Pre-Fill the form with the relevant worker name and ID as well as their bookings;

An example of such as email  Template is shown below:

Which will produce an email something like this:-

Which will open a Form something like the one below, showing all the booked days.

(Optional) Sending Timesheet 'Link' as an SMS

It is possible to send the timesheet link to workers via SMS rather than email.

HOWEVER - In order to do this, you should be using FIRETEXT as your SMS message provider and will require an account with Short.io to shorten the link to the online Timesheet Form so that it can be sent as part of an SMS text message to a mobile.

e.g.  The URL https://www.cognitoforms.com/Influence9/InfluenceTimesheetSimpleXXX?entry={"Worker":{"Forename":"Hudson","Surname":"Hawk","Ref":"00002948","WorkerEmail":"hh@inf.cogtstest.com"}, "BookingDetails":{"BookingID":"TS_BOOK_ID#","Company":"Little Timers","BranchDept":" "},"ManagerApproval":{"ApproverName":"TS_APP_NAME#","ApproverEmail":"TS_APP_EMAIL#"},"Shifts":[{"Date":"TS_DATE#","Shift":"Day","Role":"WHOP","From":"18/10/2023","To":"18/10/2023","Break":"60"}]}

Might become https://bo99.short.gy/9Ukv53  

Which can then be sent via SMS

Step 4a (Optional) - Send Multiple Links (One Timesheet per Day)

Normally, then you send an email, the system will send one link to an online timesheet that lists all the bookings that were created.

e.g. If you created bookings for Mon, Tue, Wed, 6th-8th May, then the email would contain one link to an online timesheet the lists all days in a single timesheet.

BUT....

It is possible to change the system setup (and the Merge field) so that it sends MULTIPLE links to online forms, each one containing the details relating to one day.

i.e.

Each link will open a timesheet such as the one below, containing a link to ONE day only. 

Explanation of example Timesheet Forms / Templates

For the different templates below, they each behave slightly differently, and those differences are explained below. You should ideally decide on ONE approach that you are going to take, and then implement the relevant timesheet template and processes within your Influence database.

Example Timesheet Forms (Links)

Details about the Example Forms

The Example forms above can be imported into your Cognito, and are specifically designed to work with Influence, so if possible, pleae do not amend them, or amend them as little as possible.

With regard to the ssection of the form, where users enter their actual hours, it is best to leave the column names as they are i.e. FROM/TO

NOTE: From Influence version  1.00.24.135 or later, you CAN change the LABEL for some of these fields. You must only change the LABEL, not the field name. To do this you must go to the Settings page of the Cognito form and turn on Developer Mode You can then click on the field and change the Label - but leave the Field Name as it is. From version 1.00.24.135 or later, the following alternative labels are acceptable: FROM can become START or START TIME TO can become END or END TIME POA can become POA MINS DATE can become WORK DATE or SHIFT DATE MINS BREAK can become BREAK or BREAK MINS Remember -> Only change the LABEL never the field name

Titles for submission emails

When using any of our example forms, you should make sure to edit the submission emails so that the email addresss is your own. When creating these emails we recommend that you set the ubject a Timesheet Submission

If you choose to set it to anything other than this, you must change parameter TEMPS, TEXT(3) in your influence system to match your new chosen subject.

Parameters for Cognito Timesheet Setup

The following parameters will affect the way the system interacts with Cognito Timesheets. If you have used the timesheet forms that require a PIN and/or Approval, then these parameters will hold details to be used in the case no other relevant PIN/Approver can be identified.

#1: If you do not do this, then you can end up with problems if there are two bookings during the same week which have same Worker/Site/Role/Shift, but have a different CONTACT, since they will get GROUPED together.

How to specify an Authoriser in Influence

To set the name of an Authoriser for a company, go to the Company record in Influence, and make sure to add a contact.

The contact should be given the importance code that indicates they are an approver.  (i.e. Whatever was set as parameter TSPORTAL, Flag(1) ) See below

If you are using an online timesheet template which requires an approver, then:-

- If there is no contact specified as an approver for this site or client, then it will try to use the Booking Contact.

- If the approver has no email address, then the system will display a warning when you try to send the email.

The system tries to find an email address to use for approval. It will try to find this in the following sequence

Site Approver > Client Approver > Booking Contact > System Parameter (TEMPS, Path(3) ) > Consultant UserID

ie

Where to Store/Set PIN codes

If you are using either of the timesheet forms which require a PIN code to allow submission, then you will need to store these PIN codes in the Influence database.

When generating the html link to the form, the system will look for the PIN code in sequence, and then ensure the relevant code is required by the form.

IMPORTANT:  PIN Codes can be stored in several different places.

i) PIN Code for Contact

Open the Contact record and choose the [Manage] tab.

Click the [PINS] button - You can then set the PIN for this specific contact.

To remove/delete a PIN just set the PIN to <blank> (ie. delete all the numbers)

ii) PIN Code for Site

Open the Client record and click the Branches icon (?️ - buildings) in the toolbar to open the SITE record.

Select the [Manage] tab

Click the [PINs] button - this will set the PIN for the relevant SITE. (If a client has multiple Sites/branches, then each branch could have a different PIN)

To remove/delete a PIN just set the PIN to <blank> (ie. delete all the numbers)

iii) PIN Code for Client

Open the Company record, and choose the [Misc] tab.

Click the [PINs] button - This will allow you to set a PIN code for this particular Client/Company.

To remove/delete a PIN just set the PIN to <blank> (ie. delete all the numbers)

iv) PIN Code for System (used if no other PINs found)

If no other PINs have been found when sending an HTML link to an online timesheet, then it is possible to set an overall System / Agency PIN. This is the PIN of Last resort. It can be set in the following way.

Login as the UserID 'ADM' (or other high-priority user with access to parameters)

Choose Maintenance > Setup > Parameters

Once open, select the parameter set called FORMS and choose parameter TEXT (11) 

You can then set the System/Agency PIN

PIN Definitions (Auth PIN Type)

It is possible to define the 'length' and format rules for the PIN code. By default this is 6-digit, numeric (e.g. 125981)

The format/definition of the Timesheet PIN is controlled by code table AUTH PIN TYPE [239]

If needed the PIN length can be changed by amending this table.

Please contact Influence if you need to amend the PIN length or require help.

How to Send details of the PIN code to a Contact

If you are using PIN codes to authorise timesheets, you will want to send them to relevant contacts at clients/companies so they know the PIN they must use.

To do this go to the relevant Client/Company and click on the email address of the contact. Select a relevant CALL TYPE, and then choose a template to send the PIN.  

{We suggest you create or add a call type PIN, and then create an email template as below. You will need to use the merge field [[SPC_PIN_NO]] which can be found in the 'Special Fields' section of the catalogue.}

Importing Submissions (Timesheets)

Once a worker has completed the timesheet, clicking [SUBMIT] will either send the form back to a nominated email address <OR> could send the form to a specified contact at the client for authorisation before being [APPROVED] and then sent to the nominated mailbox.

Once the timesheet form is received, it can be imported into Influence in two ways;

i) Importing Submissions Individually (Drag/Drop from Email)

The submission email can be dragged/dropped onto the TIMESHEET ENTRY screen. The system will then attempt to identify the Matching bookings, update the Start/End times (and Hours) - and then open the Entry Form so the user can see the imported hours.

ii) Importing Submissions Automatically (batches) on a Timed Process (Scan an email box)

It is possible to scan a mailbox containing timesheet submissions and have the system import these as a batch. This import process can be run as a single batch, or set to check periodically as an ongoing, automatic process.

STEP 1

In the mailbox where the submitted timesheets will be received, setup 3 Folders

IMPORT  - The folder where incoming timesheet submission forms will be received  {You could call this SOURCE if you prefer}

PROBLEMS - The folder where submissions that cannot be processed by the auto-import will be moved to.

PROCESSED - The folder where successfully imported submissions will be moved to.

STEP 2

Ensure that you have access to the mailbox where the received timesheet submissions are stored. {as above}

Login to Influence and go to the TIMESHEET ENTRY screen.

At the bottom of the screen, click the [Select] button

You will then need to use the popup window that appears to select each of the above folders in-turn from the mailbox.

(i.e. IMPORT, PROBLEMS and PROCESSED )

STEP 3

(a) Run Manually as a one-off Batch

Having selected the mailbox folder to scan, click the [Go] button

The system will display the Outlook Timesheet Import window. 

Click [Start] to scan the selected folder. The system will then attempt to import any emails found in the IMPORT folder and then move them to PROCESSED or PROBLEMS as appropriate.

The system will show details of any problems in the 

(b) OPTIONAL - Automatic Re-Scan

If you want to run this as a continuous process, use the 'Every:' drop-down to specify how often the system should re-check for new submissions and import them. 

NOTE: If you do decide to use the auto re-scan, we recommend that you choose longer periods such as 30mins or 60mins - this will usually be much better and reduce the load on your system.

Import Rules - When Submissions are Imported/Rejected

When a Timesheet Submission is received, it will be imported into the system and update the relevant Bookings/Timesheets except for the following circumstances -

Timesheets will not be imported, and will be moved to the [Problems] folder :

- If the system cannot identify the relevant Candidate/Contact/Site/Booking(s)

- If there are 'Extra' days on the timesheet which do not exist in Influence

- If the timesheets have already been manually entered and have a 'real' timesheet number 

(i.e. have a status of TSE/M  and have a number other than "1")

- If the timesheets have already been exported from Influence and marked as PAID/INVOICED (or both)

As mentioned earlier, if there are errors that can be identified (such as missing fields in the timesheet form, non-existent bookings, or bookings where two bookings exist on the same DAY/SHIFT/ROLE/CLIENT combination) then these errors will be flagged/described in the Import screen above.

IMPORTANT: If a form is submitted with missing days, these days will be 'entered' as ZERO Hours, and marked as Timesheeted. e.g. Steve was booked for Mon-Thur, 9:00-17:30 on each day. The completed FORM had the Wednesday removed. When this is imported, the Wednesday will be set to 0:00-0:00, i.e. Zero hours (not worked). See below....

Troubleshooting

Sometimes when you drag/drop a submission the system may be unable to identify or import the details from the email. Listed below are details of issues you might encounter:-

Issue 1: Forename/Surname don't match

If a worker has completed a timesheet and submitted it, but their NAME has been changed in the database after the timesheet has been submitted, then the system will not import the timesheet.