Employee timesheet templates: For individual and multiple employees

Different features from a timesheets software depicting the process of employee timesheets on a purple background.

Understanding how you spend your own time at work is tricky, let alone keeping tabs on how multiple team members spend their time across different projects. That’s why we’ve created our employee timesheet template, for individual employees to record, reflect, and share how they spend their time.

We also offer a multiple employee timesheet template, for anyone who needs an overview of how a team was utilized over a specific timeframe.

Download our templates below, to help you and your team get ahead of team burnout, and plan future resource capacity more effectively.

Quick downloads

Free employee timesheet template for individual employees

Free timesheet template for multiple employees

Employee vs. multiple employee timesheet templates

We offer two different kinds of employee-focused timesheet templates:

1. Our employee timesheet template is designed for a single employee to track the total amount of hours worked over a specific timeframe, such as a week or month. It’s not focused on start and stop times or recording time against a particular project, but instead records the total number of hours worked, and utilization rate of the specific employee.

Jump to the timesheet template for individual employees

2. Our timesheet template for multiple employees is a tool for anyone who needs to oversee how utilized a group of employees is. It focuses on the total number of hours worked by each employee and their utilization rate over a specific timeframe. It does not record the stop-start times for each area, or a breakdown of the specific tasks an individual has worked on.

Jump to the timesheet template for multiple employees

Employee timesheet template

What you need to know

Our employee timesheet template helps individual employees track their hours over a specific timeframe, with a focus on their utilization rate.

With our timesheet employee template, you can:

  • Download it for free in a variety of formats, including Excel and Google Sheets
  • Follow the easy-to-understand in-document instructions
  • Look through the sample employee timesheet template tab
  • Fill in the blank employee timesheet template tab
  • Send to relevant managers or departments to review the document
  • Or, extract the data and input it into a wider report, such as our multiple employee timesheet template, to gain an overview of an entire team’s utilization

Pro tip

You can customize this employee timesheet template with the timeframe that suits your business needs. This might be hourly, daily, weekly, bi-weekly, or monthly. Simply enter your timeframe’s start and end dates in the top right-hand corner of your template.

Download in these formats:

Download instructions for your employee timesheet template in Excel

  • Download the employee timesheet Excel template file 
  • The file should then show in your downloaded folder. Look in your “Files” section, click “Downloads,” then select “Employee timesheet template – Excel”
  • Inside the template, you can now follow the in-document instructions on the first tab

A purple and white Resource Guru employee timesheet template in Excel showing a weekly breakdown pie chart.

Download instructions for your employee timesheet template in Google Sheets

  • Click on the template and it will open in another tab
  • Now that your Google Sheet is open, select “File” and “Make a copy”
  • Make sure to name your file clearly, and then save it in the right folder
  • On the first tab, you’ll find in the document instructions to follow from there

A purple and white Resource Guru employee timesheet template in Google Sheets showing a weekly breakdown pie chart.

Employee time tracking template FAQs

What is an employee timesheet template?

An employee timesheet template is a pre-designed document, often a spreadsheet, filled in by an individual employee to record the hours they worked during a specific timeframe. 

This kind of template usually has space for:

  • The employee’s name
  • The start and end date of the recorded time frame
  • The total hours worked by the employee
  • The amount of time spent on breaks, overtime, vacation, or sickness
  • Utilization rate
  • Billable vs. non-billable breakdowns

What is an employee timesheet template used for?

An employee timesheet template is used to record, reflect on, and share how well utilized an individual employee was over a specific timeframe. The employee will usually share their completed timesheet with their manager for review.

Other stakeholders may also review the completed template to help glean information on how a specific employee spent their time, and what that means for their role or department.

Managers will sometimes take data from an individual employee timesheet and input it into a multiple employee timesheet template, to get a broader overview of their team’s utilization.

Want to avoid the hassle of manually entering data into multiple spreadsheets? Or tired of moving data from one document to another? Timesheets software may be more suited to your needs than basic templates alone. Learn more about Resource Guru’s timesheets software today. 

Who uses employee timesheet templates?

The primary users of employee timesheet templates include: 

  • The individual employee who adds and submits their hours
  • The managers who review and approve employee timesheets (this might be a line manager, resource manager, account manager, or project manager)

The completed employee template may then be shared with the wider company, with people in departments like:

These departments will either assess these individual timesheets, or collate relevant information into one central template that houses data from multiple employees. 

Multiple employee timesheet template

What you need to know

Our multiple employee timesheet template helps various managers and teams track the hours worked and utilization rate of different employees. With this timesheet template for multiple employees, you can:

  • Download it for free 
  • Pick the template in a variety of formats, including a Google Sheets or Excel
  • Follow the in-document instructions to understand the functions of the template
  • Look through the sample tab for some inspiration 
  • Fill in the blank multiple employee timesheet template with data collated from your team’s employee timesheet template, to gain an overview of the hours worked across your whole team

The timeframe of our multiple employee timesheet template is customizable to suit your business needs. This may include:

  • Hourly
  • Daily
  • Weekly
  • Bi-weekly
  • Monthly

Simply enter your timeframe’s start and end dates in the top right-hand corner of your template. You’ll then need to enter the data from the corresponding timeframe of your employee’s individual timesheets.

Download in these formats:

Download instructions for your Excel timesheet template for multiple employees

  • Download the Excel file 
  • The file will automatically appear in your downloaded files
  • So head to your “Files,” click “Downloads,” then choose “Multiple employee timesheet template – Excel”
  • Now you’re ready to follow the in-document instructions

Resource Guru's Google Sheets timesheet template for multiple employees.

Download instructions for your Google Sheets timesheet template for multiple employees

  • Open the template in another tab 
  • Once the Google Sheet is open, click “File” and choose “Make a copy”
  • Name your file clearly and save it in an appropriate place
  • The next step is to follow the in-document instructions

Resource Guru's Google Sheets timesheet template for multiple employees.

Multiple employee timesheet template FAQs

What is a multiple employee timesheet template?

A multiple employee timesheet template is a pre-designed document that captures the hours worked by various employees during a specific timeframe. They usually include:

  • Each employee’s name and role
  • The start and end date of the recorded timeframe
  • What area of work each employee has spent their time on (this might include billable hours, admin tasks, or vacation)

They’re often created by managers or departments who need to consolidate information from various individual timesheets into one place, to understand each employee’s utilization rate in a wider context.

What’s the difference between a timesheet template for an individual employee vs. multiple employees?

An individual employee timesheet template is designed to track the hours worked by one employee. Meanwhile, a multiple employee timesheet template is designed to track the hours of various employees within the same template. 

What is a multiple employee timesheet template used for?

By consolidating the time data from several employees into one place, this kind of timesheet template facilitates:

  • Analysis of productivity for your team as a whole, which can help with performance evaluation and coaching individual team members
  • An understanding of what area of work is being prioritized by which team member
  • An overview of which team members are over or under-utilized
  • Better resource planning and scheduling, as managers can make more informed decisions about workload distribution 
  • Payroll processing (depending on how payroll is organized within your company)

Pro tip

Tracking time and monitoring utilization rates are especially important processes for agencies. We have a dedicated agency timesheet template for that

Who uses multiple employee timesheet templates? 

Timesheet templates for multiple employees tend to be used by:

The original team members who reviewed and approved individual timesheets 

  • Such as line managers, account managers, or project managers
  • They may find it useful to transfer individual timesheets templates into one  consolidated template for multiple employees, to give them a more holistic overview

Resource managers

Operations team members

  • Such as COOs, business managers, and ops managers
  • They will want to observe how much time team members are spending on certain areas, to help make decisions to streamline internal processes

Finance team members

  • Such as CFOs, finance managers, and accountants
  • Internally, they may want to see how much certain teams are costing, and to help with payroll processing
  • Externally, they may want to see how much revenue certain teams generate 

Human resources personnel

  • Such as people and talent ops
  • They may use this type of template to help maintain employee records, check on employee workload and monitor overtime, help with workload planning needs, or know how much to pay an employee

Pro tip

Project managers will also benefit from tracking employee time, as they will  need to carry out project resource forecasting. However, basic employee timesheet templates don’t tend to track metrics like project breakdowns that project managers need.

Resource Guru’s dedicated project and project management timesheet templates will be able to help here. Or, for something more sophisticated to track the time multiple employees spend across multiple projects, take a look at our purpose-built timesheet software.

How is dedicated timesheet software better than a spreadsheet template for multiple employees?

Timesheet templates for individual and multiple employees work together to help you track your employee’s time and utilization. But it’s worth noting they have some limitations: 

  • Generally, templates are more time-consuming for employees and reviewers to create, fill in, and approve
  • They are especially a time drain for users who might want to collate data from multiple timesheets
  • They are unable to track all of the metrics you might need, like tracking time against specific projects or clients
  • They can’t facilitate more complex time data analysis, unless you are well-versed in spreadsheet formulas and data exports
  • They won’t give you the most accurate, up-to-date, overview of your employee’s time spent. Once the data in the individual timesheet is inputted and submitted, it’s much harder to see any live updates (depending on the type of spreadsheet being used)
  • There are limited editing and approval capabilities
  • Manual spreadsheets are more prone to human error

Resource Guru can help you effortlessly track employee’s time

Resource Guru’s software is designed to help you plan, track, and compare your forecasts versus actuals.

With Resource Guru you’ll get access to:

  • The full overview of your employee’s time, with your timesheets sitting alongside your resource schedule 
  • The ability to track time against different areas like specific employees, projects, timeframes, and clients
  • Automatic auto-suggested hours from your schedule so employees and managers don’t waste time inputting the same information twice 
  • Meetings pulled in from external calendars like Google, Outlook, and iCal to ensure timesheets are as accurate as possible 
  • A live summary of the timeframe you’re reflecting on so resource managers can keep an eye on how the team is being utilized
  • Our bulk log feature that allows employees to upload, edit, and customize their timesheets in minutes

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

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