Klynke Admin Guide
This guide helps Klynke administrators configure and manage time tracking and project control across Microsoft 365 and Teams.
Learn how to manage users and licenses, configure core settings, customize timesheets, and set up approval workflows from a central place.
Use the in-page menu to navigate quickly between sections.
User Management
Add Users
​Users are added to Klynke and assigned a license at the same time. Each user can only have one license plan.
How to add a user
Click the plus (+) button
In the dialog, select the user and assign a license plan
Confirm your selection
No Available Licenses
If there are no available user licenses, the subscription owner needs to increase the license count.
How to add more licenses
Go to the Microsoft 365 Admin Center
Open Billing → Your products
Select Klynke
Increase the number of user licenses
​
📌 Tip: Only the one that originally purchased the application on the Microsoft Marketplace can manage licenses. ​​
​
Configuration Options
Customize Klynke to fit your organization
​​
Configure Task Types and Billing Codes
Task Types and Billing Codes support multiple selection.
​
You can:
-
Select one or more Task Types
-
Select one or more Billing Codes
-
Show or hide available values using configuration settings
Configure My Work
Configure how My Work displays calendar data and how time registration rules are applied.
​
Calendar
-
Date format: dd/mm/yyyy or mm/dd/yyyy
-
First day of week: Sunday or Monday
-
Visible fields: Task Type, Billing, Description, Team, Case, Project, Task
Time Tracking
-
Required fields: define which fields must be completed
-
Time tracking closes: Never
-
Approval process: enable to require approval of time entries
Configure Timesheet
Timesheet Export Configuration
Timesheets can be exported using either a standard format or a custom Excel template.
​
Standard Timesheet (Fixed Format)
Exports data in a predefined layout.
​
You can:
-
Select which columns are included (Employee, Task Type, Billing, Description, Team, Case, Project, Task)
-
Include optional subtotal column
-
Include company logo (optional)
​
Use this option for consistent, ready-to-use exports.
​
​
Customizable Timesheet (Excel Template)
Uses an Excel template with predefined fields.
You can:
-
Upload one or more Excel templates
-
Select which template to use
-
Export data is inserted using mapped fields (“hot fields”)
​
Use this option when:
-
A specific layout is required
-
Data must match payroll or finance formats
-
Exports must integrate with existing Excel workflows
Default Behavior
-
Either Standard or Customizable timesheet can be set as default
-
The default option is used automatically during exports
Configure Time Zone
Klynke supports both Single and Multiple Time Zone configurations. This must align with your SharePoint time zone settings to ensure accurate time registration.
​
Single Time Zone
Use when all users operate in the same time zone.
-
Klynke set to Single Time Zone
-
SharePoint site configured to local time zone
Multiple Time Zones
Use when users operate across different time zones.
-
Klynke set to Multiple Time Zones
-
SharePoint site configured to UTC (Coordinated Universal Time)
Verify Time Zone
Select Verify Time Zone to check your SharePoint configuration.
This opens the SharePoint site used by Klynke so you can review or adjust settings if needed.
Save
Select Confirm to apply the configuration.
​
Important
Incorrect alignment between Klynke and SharePoint time zone settings may result in incorrect time registrations.
​
Tailor timesheet layouts to match your workflow
-
Choose between standard or custom layouts
-
Hide or rearrange default columns
-
Add your company logo for branded exports
​
📌 How to customize timesheets
​
Roles & Permissions
Define access levels for different user types
Klynke supports role-based access to ensure data security and workflow control:
📌 Tip: Admins can also manage users and access the extended group view.
Approval Workflows
Enable structured, multi-level time entry reviews
​
-
Up to 5 levels of approval
-
Approved entries are locked for data integrity
-
Export only approved hours for reporting or payroll
How the Approval Process Works
Klynke’s approval system ensures structured review and accountability:
Key Features:
Recall & Editing: Users can recall entries before higher-level approval
Overwriting & Locking: Higher-level approvals overwrite and lock lower-level entries
Final Approval: Level 5 approvals fully lock entries and finalize them
​
Approval Levels Overview
Using the Approval Process
Once enabled:
​
-
A button labeled Open Approval Process appears in the Timesheet Data section
-
Users can initiate approval and approve entries by checking the box
-
Unchecking the box disapproves the entry
Project Performance View
Project Performance Recalculation
​
Klynke administrators can recalculate project performance when needed to ensure the data is up to date.
Standard users can view performance results but cannot trigger recalculations.
