Multiple Employee Timesheet: 3 Free Templates + Setup Guide

Author: Madalina Roman

Keeping track of how you spend your time is challenging, let alone keeping track of how multiple employees spend time at work.

That’s why, in this article, you’ll find free templates for multiple employee timesheet tracking, learn how to build and customize your own timesheets and explore a digital alternative to templates.

Let’s get cracking.

Fast downloads:

Before diving in, here are the printable versions of our timesheet templates. All these are available in Google Sheets, Excel timesheet template format, and free printable timesheet templates in PDF format. Just access them, and you’ll be able to download all formats:

Daily timesheet template

This daily timesheet template allows team leaders and managers to track employee hours and get a summary of the total hours they work on a daily basis in a granular way.

The timesheet data features an employee’s breaks, whether they’re sick or have time off on that day. This timesheet template fulfills the following functions:

  • Gather the start and end times of multiple employees in a single timesheet.
  • Understand break patterns for each team member.
  • Collect all PTO, sick days, and overtime hours of your team.
  • Create daily timesheets for the entire team and send them to your payroll team.
  • Extract all data from your G-sheet or Microsoft Excel timesheet templates and add it to a wider report, like a weekly or monthly timesheet template. This way, you can understand utilization patterns in your team or use the timesheet template in capacity planning for future projects.

Download the daily timesheet template here:

Multiple employee timesheet

Weekly timesheet template

If you’re looking to have a weekly overview, the weekly timesheet template is the instrument you need. It helps in keeping track of hours worked for the entire week, and this way, you can manage employee hours with ease without juggling multiple timesheets at the same time.

Download and use this timesheet as it fulfills multiple functions, but remember to customize it to your needs and those of your team.

Download the weekly timesheet template here:

timesheet template

Monthly timesheet template

If you’re looking for a monthly time-tracking solution combining detailed daily time logging with thorough attendance management, the monthly timesheet template suits you. This template includes essential employee information and detailed tracking of regular hours, breaks, PTO, sick leave, and overtime.

It’s comprehensive, which makes it ideal for businesses that need to maintain accurate monthly employee records but remember to customize them to your needs and those of your team.

Download the monthly timesheet templates here:

Multiple employee timesheet

Who should use multiple employee timesheet templates? 

A multiple-employee timesheet template is essential for all types of organizations with diverse workforce structures and varying time-tracking needs.

Businesses with mixed staff types, such as full-time employees, contractors, shift workers, and project-based teams, benefit substantially from using different timesheet formats.

For instance, if you own a marketing agency, you might need project timesheets for your creative team, freelancer templates for contractors, and monthly timesheet templates for administrative staff. Another example is construction companies. These often require both daily timesheets for on-site workers and weekly templates for project managers.

Similarly, healthcare facilities benefit from 24-hour templates for medical staff while using standard daily templates for support personnel. Even small businesses with varied operations, like restaurants with both kitchen staff and delivery drivers, find value in maintaining multiple timesheet formats to accurately track different work patterns and payment structures.

The key is that organizations with complex workforce management needs can better handle their diverse time-tracking requirements with specialized templates.

How to build your multiple-employee timesheet?

If the above timesheet templates do not suit your needs, you can create your own customized template for multiple employees. It’s important to note from the beginning that building your own templates requires more initial setup time than using free pre-made templates.

An alternative to building from scratch is customizing and adapting a free timesheet template to your own scenario. We built other types of templates, too, like the project timesheet template for bigger teams or for solo workers or entrepreneurs. Download and customize them as needed.

Now, getting back to building your timesheet templates as a foundation, remember to carefully consider your organization’s specific needs and workforce structure.

The first step in building your timesheet template for multiple employees is identifying the essential tracking elements. These elements are:

  • Employee information (name, ID, department)
  • Supervisor information (name, ID, department)
  • Day and date fields

Then, consider adding project-specific columns like the following:

  • Task descriptions
  • Time spent on each task
  • Submission deadlines
  • Billable hours
  • Client or project names, if needed
  • Specific categories of work hours (regular, overtime, PTO)
  • Break durations and lunch breaks
  • Start/finish times

For accurate calculations, incorporate formulas for automatic computation of daily and monthly totals, overtime rates, and final pay. Do keep in mind the following administrative elements, too:

  • Supervisor approval fields
  • Signature spaces

For maximum functionality, include data validation rules to prevent common entry errors, and consider adding dropdown menus for repetitive entries like project names or task types.

manual timesheets

How to disseminate and implement the templates

Rolling out timesheet templates to your team is not always as smooth as you’d like, but with a strategic approach, you can ensure consistent adoption.

Here are some ideas on how to make sure your templates are disseminated and utilized:

  • Start with a brief training session to familiarize your team with the template’s structure. Explain each field’s purpose and the purpose of the template itself.
  • Share the template through a centralized system like your company’s shared drive or project management platform. It’s best to keep a master template locked and ask employees to “Save As” with their name and date.
  • Set up reminders for submission deadlines.
  • Create a simple “cheat sheet” with screenshots for common questions in case anyone has questions until they get used to the new instrument.
  • Schedule timesheet submission as a recurring calendar event for the wide team.
  • Use shared folders with clear naming conventions (like “SUBMITTED_November_2024”).

The reality we heard from our customers is that before they switched to digital timesheet apps, about 20% of their teams used to fill every field perfectly and on time. Another 60% needed constant nudging to fill timesheet templates out, while the remaining 20% needed chasing every single time.

Hence, timesheet templates are not that user-friendly, but before getting to the disadvantages of templates, here are some suggestions we’ve heard that can work:

  • Regular but brief reminders (a quick Slack message does wonders sometimes).
  • Designating a “timesheet buddy” in each department to remind anyone consistently about their timesheets.
  • Monthly reviews to catch and fix common mistakes that infiltrate your templates.
  • Keep it simple. The fancier your template, the less likely people will use it correctly.

Why are timesheet templates ineffective?

Even though timesheet templates are convenient to use and, most of the time, free of charge, these come with many disadvantages. I’ve mentioned some disadvantages above, but here are even more:

  • They’re disruptive and need manual work to fill out, so they’re time-consuming.
  • Employees often forget to pass the templates to their colleagues, particularly in the case of Excel timesheet templates. Therefore, these remain unfilled.
  • Employees have a low buy-in for time-tracking templates oftentimes, as they don’t see any value in them.
  • Manual timesheets are prone to human error and are hard to scale in larger teams.
  • There are limited editing and approval capabilities.
  • Timesheet templates don’t offer real-time data, so you can make informed and rapid decisions as needed.

How is dedicated timesheet software better than templates?

Digital timesheet apps like Timeular are designed to track all work without any manual interference on your side and generates all the data you need automatically.

Here’s a breakdown of what you can get access to with a Timeular:

  • The ability to track time automatically with AI. The app essentially captures all work in the background and associates actions performed by the user with tasks. No need for the user to take any action.
  • A full overview of employees’ time is provided for managers, with timesheets generated automatically.
  • Meetings pulled in from your external calendars like Google, Outlook, and iCal for accurate timesheets.
  • The ability to track time in different areas like team members, projects, specific tasks, and time budgets.
  • AI time entry suggestions based on your calendar and past entries so you don’t waste time inputting the same tasks twice.
  • Automated and customizable reports generated automatically by the time reporting system.

Timesheet templates are a great starting point for employee time tracking, but if you need a more accurate and effective way to track employee time, Timeular can help.

Are you looking for an effortless, smart and secure timesheet software to ditch manual timesheets?