How to use
TeamPulse
A complete guide for admins, managers, and employees — everything you need to get your team up and running.
Getting Started
Create an Account
The person who purchases TeamPulse registers first as the Company Admin. This account has full control over the entire organisation — employees, billing, and settings.
Go to the Register page
/register.Fill in your details
| Field | Notes |
|---|---|
| Full Name | Your real name |
| Username | A unique handle for your account |
| Your work email address | |
| Password | Minimum 8 characters |
| Confirm Password | Must match the password above |
Click "Create Account"
Logging In
All users — admins, managers, and employees — log in from the same page. TeamPulse automatically sends you to the right portal based on your role.
Go to /login and enter your Email and Password.
Click "Log In".
You are redirected automatically:
| Your Role | Where You Land |
|---|---|
| Admin | Admin Dashboard (/dashboard) |
| Manager | Manager Portal (/manager-portal) |
| Employee | Employee Portal (/employee-portal) |
Login Problems?
| What You See | What to Do |
|---|---|
| "Invalid credentials" | Double-check your email and password. Use Forgot Password if needed. |
| "No License Assigned" | Your admin has not yet assigned you a subscription seat. Contact your company admin. |
| Session expired message | Your session timed out. Simply log in again. |
Download the Desktop App
The TeamPulse desktop app runs quietly in the background on your computer. It automatically tracks your working time and captures periodic screenshots (if enabled by your admin).
Click "Download" in the top navigation or visit /download.
Choose your platform:
| Platform | What to Download | Notes |
|---|---|---|
| Windows 10 / 11 (64-bit) | .exe installer | Run the installer and follow the on-screen steps |
| Chrome / Edge Browser | .zip extension | Tracks URL-level activity alongside the desktop app |
| iOS / Android | Coming soon | Sign up with your email to be notified at launch |
Log in with your TeamPulse credentials inside the app.
User Roles Explained
TeamPulse has three main roles. Each person in your organisation belongs to one of these roles, which determines what they can see and do.
| Role | Who It Is | What They Can Do |
|---|---|---|
| Admin | Company owner / HR lead | Full access — manage all employees, billing, settings, reports, and approvals |
| Manager | Team lead / department head | Manage their own team — approve time logs and leave, view team reports |
| Employee | Individual team member | Log their own time, apply for leave, view personal reports |
Admin Portal
Admin Dashboard
After logging in as an admin you land on the Dashboard — the real-time command centre for your entire organisation. Everything you need is one click away from here.
What You See at the Top
| Card | What It Shows |
|---|---|
| Active Now | Number of employees currently being tracked as working |
| Pending Approvals | Time log submissions waiting for your review |
| Weekly Capacity % | Percentage of expected hours already logged this week |
| On Leave Today | Employees on approved leave right now |
Charts
Weekly Velocity — a bar chart showing total hours logged each day this week across the whole team.
Time Allocation — a breakdown showing how time is split across different task types or clients.
Leave Forecast & Quick Access
The right-hand sidebar shows upcoming approved leave so you can plan ahead. The Quick Access cards at the bottom jump straight to Employees, Org Chart, Reports, and Screenshots.
Managing Employees
The Employees page is where you add people to your organisation, assign their roles, and manage their day-to-day access.
Adding a Single Employee
Click "Add Employee" — a 5-step wizard opens.
Step 1 — Personal Details
Step 2 — Role & Department
Step 3 — Subscription & Pay
Step 4 — Password
Step 5 — Review & Confirm
Bulk Import (Excel)
Click "Download Template" to get the Excel file.
Fill in your employees following the column headers in the template.
Click "Upload" and select your completed file. Departments and designations are created automatically.
Employee Actions
| Button | What It Does |
|---|---|
| Resend Invite | Re-sends the activation email |
| Deactivate / Activate | Toggles the employee on or off — deactivated employees cannot log in |
| Screenshot Toggle | Enables or disables screenshot capture for this specific employee |
| Profile | Opens the employee's full profile page |
| Edit | Opens the edit form to change their details |
| Delete | Permanently removes the employee (requires confirmation) |
Employee Details Panel
Click an employee's name to open a detail panel with three tabs:
| Tab | What You Can Do |
|---|---|
| History | See the last 30 days of time entries for this employee |
| Rates | Add, edit, or delete hourly rates per client. Toggle which rates appear during invoice creation |
| Overrides | Grant a one-time submission override for locked time periods |
Organisation Chart
A live visual tree of your entire company hierarchy. Useful for onboarding new hires, planning restructuring, and understanding reporting lines at a glance.
| Node Style | Represents |
|---|---|
| Grey + crown icon | Admin (top of the tree) |
| Amber node | Manager |
| Light node | Regular employee |
| HR / Finance badge | Officer role assigned by admin |
Click any manager node to expand or collapse their team. Connecting lines show reporting relationships.
Time Logging
View and manage time entries for any employee on any date. You can add, edit, or delete entries directly on behalf of an employee, and submit entries on their behalf if needed.
Daily View
| Column | Description |
|---|---|
| Code | Task or project code |
| Client | The client the work is billed to |
| Description | What was worked on |
| Start / End | Entry start and end time |
| Duration | Calculated automatically |
| Actions | Save or Delete the entry |
Use the + 30m and + 1h quick-add buttons to extend an entry without retyping times. The Draft entry at the bottom lets you stage a new entry before saving.
Weekly View
Shows all entries across the full work week in a grid. Each row is one task. Hours are entered directly into the day column. Daily totals and standard work hour targets are shown at the bottom.
Submitting Time
Click Submit when entries are ready for the approval workflow. The system checks that required hours have been met and that the period is not locked before allowing submission.
Screenshots
Browse periodic screenshots taken by the desktop app. Each screenshot comes with a productivity score and timestamp, giving you visual proof of work at a glance.
Finding Screenshots
Search by Employee ID or email using the search bar.
Filter by date using the date picker.
Click "Refresh" to load the latest captures, or "Clear Filters" to reset.
What Each Thumbnail Shows
| Detail | Meaning |
|---|---|
| Employee name | Who the screenshot belongs to |
| Timestamp | Exact date and time of capture |
| Productivity score (%) | Activity level at the moment of capture (0 – 100%) |
| "Outside Hours" badge | Screenshot was taken outside the employee's configured working hours |
Click any thumbnail to open a full-size lightbox view showing the complete image, monitor index, file size, and all metadata. Use arrow buttons to navigate between captures.
Leave Management
Review, approve, or reject leave requests from your entire organisation. Switch between a list view and a calendar view to spot availability gaps.
Filter Tabs
| Tab | Shows |
|---|---|
| Pending Admin | Requests manager-approved, now waiting for your final decision |
| Manager Approved | Approved by manager, not yet actioned by admin |
| Pending Manager | Not yet reviewed by anyone |
| Approved | Fully approved leave |
| Rejected | Declined requests |
| All | Every request regardless of status |
Actioning a Request
Click an employee's name to expand their requests.
Review the leave type, dates, days count, reason, and leave balance.
Click "Approve" or "Reject". You can add an admin note to explain your decision.
Approvals Queue
Time log submissions waiting for your review are listed here, grouped by employee. You also review edit requests — when an employee asks to change a previously approved entry.
| Type | What You See |
|---|---|
| New Time Entry | Date, duration, task code, client, and description of the submitted work |
| Edit Request | A side-by-side comparison: original values (strikethrough) vs proposed changes (highlighted) |
Click Approve to accept, or Reject to decline and notify the employee.
Reports
Generate detailed time and leave reports for any individual or department. Download as CSV or a professionally branded PDF.
Choose the scope — Individual employee or an entire Department.
Choose a date range — use a quick shortcut (Current Month, Last Month) or pick custom start and end dates.
Choose report type — All Logs, Time Logs only, or Leaves only.
Click "Generate Report".
Reading the Report
| Element | What It Shows |
|---|---|
| Summary Cards | Total Work Hours, Total Leave Hours, Grand Total |
| Activity Distribution Chart | Horizontal bar showing time split by task type — hover for exact hours |
| Aggregated Table | Hours grouped by task code or leave type |
| Detailed Logs Table | Every individual entry: date, employee, code, description, hours |
Exporting
CSV — exports the full detailed log as a spreadsheet you can open in Excel or Google Sheets.
PDF — generates a branded report with your company logo, metadata, all tables, and a timestamped footer.
Invoices & Billing
Create client invoices directly from logged billable time. Customise rates per entry, preview the invoice, and save or print it.
Select the Client and billing period (Start Date – End Date).
The billable entries table fills in automatically with all matching time logs.
Tick the entries you want to include. Adjust individual rates if needed using the rate dropdown per row.
Click "Create & Save Invoice". The running total at the bottom updates as you select entries.
Click "Print Preview" to open a print-ready invoice with your company branding, bank details, and terms.
Invoice Sub-pages
| Page | Purpose |
|---|---|
| Drafts | Saved invoices not yet sent |
| Paid | Invoices marked as paid |
| Create | Manually create a new invoice from scratch |
| Settings | Set company name, logo, bank details, notes, and payment terms |
Subscriptions
Manage your plan and how many seats (licences) you have purchased. Each active employee needs one seat.
| Plan | What It Includes |
|---|---|
| Basic | Time Sheet Tracking, Leave Management, Invoice Generation, Reports, Manager & Admin Dashboards |
| Standard | Everything in Basic + Activity Analytics + Weekly Productivity Reporting |
| Premium | Everything in Standard + Visual Proofing + Screen Screenshots |
Buying or Adjusting Seats
Toggle between "Monthly" and "Yearly" billing. Yearly saves ~10%.
Enter the number of seats you need in the quantity field on the plan card.
Click "Buy Now" for a new purchase or "Update License" to adjust an existing quantity.
Notifications
A log of all system alerts — new submissions, leave requests, and platform updates.
Unread notifications are visually highlighted. Hover over one to reveal Mark as Read, or use Mark All as Read in the header to clear them all at once.
Settings
Company-wide configuration that affects how the whole system behaves.
| Setting | What It Controls |
|---|---|
| Working Hours | Standard expected hours per day / week |
| Working Days | Which days of the week are working days |
| Leave Policies | Leave entitlement per type (Annual, Sick, Unpaid, etc.) |
| Approval Workflow | Enable or disable the manager approval step for time logs |
| Time Log Format | Detailed (start/end times) or Duration-only entry mode |
| Company Branding | Logo and company name used in invoices and PDF reports |
| Locked Periods | Close past periods to prevent retroactive time entry |
Manager Portal
Manager Dashboard
After logging in as a manager you see your personalised team dashboard — a snapshot of your direct team's activity and anything that needs your attention today.
| Card | What It Shows | Links To |
|---|---|---|
| Team Size | Total number of your direct reports | My Team page |
| Pending Time Logs | Submissions waiting for your approval | Time Approvals page |
| Pending Leave | Leave requests awaiting your decision | Leave Queue page |
| On Leave Today | How many of your team are on leave right now | My Team page |
The dashboard also shows a live preview of the 4 most recent pending time submissions and leave requests so you can act quickly without navigating away.
Time Approvals
Review and approve time log submissions from your direct reports. Works identically to the Admin Approvals Queue but is scoped only to your team.
Click a team member's name to expand their pending submissions.
Review each entry — task code, client, description, and duration.
Click "Approve" to pass the entry on to admin, or "Reject" to send it back to the employee.
Edit requests (where an employee wants to change an already-approved entry) appear in the same list with a side-by-side before/after comparison.
Leave Queue
First-level review for leave requests from your team. Your approval forwards the request to the admin for final sign-off.
Review the leave type, dates, duration, and reason provided by the employee.
Click "Approve" to forward to admin, or "Reject" to decline.
Add an optional review note to explain your decision to both the employee and admin.
Summary Reports
Generate time and leave reports for your team. Works the same as the Admin Reports page but is scoped to your direct reports only.
Choose an individual team member or report on the whole team. Select a date range, pick a report type, and download as CSV or PDF.
My Team & Hierarchy
See all your direct reports in a list, and visualise how your team fits into the wider company structure.
| Page | What You See |
|---|---|
| My Team | Name, role, department, and current status for each direct report |
| Hierarchy | A visual tree showing your team's reporting lines within the organisation |
My Time Logs
Log your own working hours as a manager. The interface is identical to the Employee time logging experience — see the Employee section below for a full walkthrough.
My Leave
Apply for your own leave and track your balances. Works the same as the Employee leave experience — see the Employee section below for a full walkthrough.
Employee Portal
Employee Dashboard
Your personal productivity hub. At a glance you can see how your week is going, what still needs submitting, and when your next leave is.
| Card / Widget | What It Shows |
|---|---|
| Weekly Progress | Total hours you have logged this week |
| Active Leave | Remaining leave days you still have available |
| Weekly Velocity | Bar chart of your daily hours logged this week |
| Time Allocation | How your time is split across task types or clients |
| Submission Status | Current period, next deadline, and whether your logs are submitted or still pending |
| Upcoming Leave | Your approved leave dates coming up |
Click Log Time Today at the top of the page to jump straight to the Time Logs page.
Logging Your Time
The Time Logs page is the most important page for employees. Log what you worked on every day so your manager and admin can approve your hours accurately.
Daily View — Adding an Entry
At the bottom of the table, fill in the Draft entry row:
| Field | What to Enter |
|---|---|
| Code | The task or project code given by your manager |
| Client | The client the work is for |
| Description | A brief description of what you worked on |
| Start Time | When you started this task |
| End Time | When you finished |
Click "Save" to add the entry to your log.
Repeat for each task you worked on during the day.
Useful Shortcuts
| Feature | How to Use It |
|---|---|
| + 30m / + 1h buttons | Extend an entry's duration with one click |
| Draft entry | Stage a new entry without saving immediately — click Save Draft to keep it or Clear to discard |
| Time alignment prompt | If two entries have a gap or overlap, the system highlights it and offers to fix the times for you |
Weekly View
Switch to Weekly view to log time across the whole week in a grid. Each row is one task. Enter hours directly in the day column. Compare your total against your standard hours shown at the bottom.
Submitting Your Time
Make sure all entries for the period are correct.
Click "Submit".
Your entries move to your manager's Approvals Queue. You cannot edit them once submitted unless your manager rejects them.
Leave Requests
Check your leave balances and apply for time off. Your manager reviews first, then admin gives the final approval.
Your Leave Balances
At the top of the Leave page, each leave type shows three numbers: Entitlement (total days per year), Used (days already taken), and Remaining (days still available).
Applying for Leave
Click "Request Leave".
Fill in the form:
| Field | Notes |
|---|---|
| Leave Type | Annual, Sick, Unpaid, or other types your company uses |
| Start Date | First day of your leave |
| End Date | Last day of your leave |
| Reason | A brief explanation for the request |
Click "Submit Request". Your manager is notified automatically.
Tracking Your Requests
| Status | Meaning |
|---|---|
| Pending Manager | Your manager has not yet reviewed it |
| Manager Approved | Manager approved — waiting for admin final sign-off |
| Approved | Fully approved, leave is confirmed |
| Rejected | Declined — check the note from your manager or admin for the reason |
Profile Setup
When you log in for the first time, you may be asked to complete your profile before using the portal. This only needs to be done once.
| Field | Notes |
|---|---|
| NIC / Passport Number | Your national ID or passport number |
| Date of Birth | Your date of birth |
Fill in both fields.
Click "Save Profile". You will not be asked to do this again.
Quick Reference
Common Tasks
| Task | Who | Where to Go |
|---|---|---|
| Add a new employee | Admin | /dashboard/employees → Add Employee |
| Assign a subscription seat | Admin | /dashboard/subscriptions |
| Approve time logs | Admin / Manager | /dashboard/approvals or /manager-portal/approvals |
| Approve leave requests | Admin / Manager | /dashboard/leave or /manager-portal/leave |
| Log working hours | Employee / Manager | /employee-portal/time-logs or /manager-portal/my-time-logs |
| Apply for leave | Employee / Manager | /employee-portal/leave or /manager-portal/my-leave |
| Generate a report | Admin / Manager | /dashboard/reports or /manager-portal/reports |
| Create a client invoice | Admin | /dashboard/invoices |
| View screenshots | Admin | /dashboard/screenshots |
| Download the desktop app | Everyone | /download |
© 2026 TeamCollaboro. All rights reserved.