Icon for the online Klynke Admin Guide.

Admin Guide

Configure and manage Klynke for your organization

This guide helps Klynke administrators configure and manage Klynke across Microsoft 365 and Teams.

Learn how to:

  • Manage users and licenses
  • Configure time tracking and timesheets
  • Customize timesheet exports
  • Define roles and permissions
  • Set up approval workflows
  • Configure other organization-wide settings

The Admin Guide is intended for administrators responsible for configuring and managing Klynke. Use it alongside the Getting Started Guide for initial setup and the Quick Guide for everyday use.

Manage Users and Licenses

To manage users and licenses, open the Licenses tab in the Klynke web app at app.klynke.com

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Add Users

​Users are added to Klynke and assigned a license at the same time. Each user can only have one license plan.

Click the plus (+) button
In the dialog box, select user names and assign a license plan
Press the Confirm button to save your selection

If there are no available user licenses, you need to increase the number of licenses.

Please note that only the person who originally purchased the Klynke application can manage licenses. 

Add User Licenses

Go to the Microsoft 365 Admin Center
Open Billing → Your products
Select Klynke
Increase the number of user user licenses as needed

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Configuration

Configure Klynke to match your organization’s workflow. All Klynke configuration is managed from the Configure tab in the Klynke web app at app.klynke.com.

 

​Task Types 

Add, edit, or hide task types to control which options are available when creating or managing tasks.

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Billing Codes

Add, edit, or hide billing codes to control which values are available for time registration and billing.

 

My Work Calendar

Configure how My Work Calendar displays information and how time registration is handled.

​You can configure the following settings:

  • Date format: Choose between dd/mm/yyyy and mm/dd/yyyy.
  • Starting day of the week: Choose Sunday or Monday.
  • Displayed fields: Select which fields appear in My Work Calendar: Task Type, Billing, Description, Team, Case, Project, and Task.

 

Time Tracking 

  • Required fields: Specify which fields must be completed when entering time.

  • Locking and closing time entries: By default, this setting is “Never,” meaning that time entries remain open and are never automatically locked or closed. Alternatively, select the number of days after which time entries should be locked and closed.

  • Approval process: Select "Enable" to require approval before submitted time entries are approved.

 


Timesheet

Customize how your timesheets appear on screen and when exported to Excel.

Klynke offers two export options: a Standard Timesheet with a fixed format and a Customizable Timesheet that uses your own Excel template. Choose the option that best fits your reporting and business needs.

 

​Standard Timesheet - Fixed Format

Export your timesheet data using Klynke’s predefined Excel format.

 

    Select columns: Choose which fields to include: Employee, Task Type, Billing, Description, Team, Case, Project, and Task.

    • Subtotal: Include an optional subtotal column.
    • Company logo: Add your company logo to the export.

     

    Use this option when you need a consistent, ready-to-use Excel export.

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    ​Customizable Timesheet - Excel Template

    Use your own Excel template to create an export that matches your organization’s requirements.

    • Upload templates: Upload one or more Excel templates.
    • Select a template: Choose which template to use for the export.
    • Map fields: Klynke inserts the exported data into the template using mapped fields, also known as “hot fields.”

    Use this option when:

    • A specific report layout is required.
    • The data needs to match a payroll or finance format.
    • The export needs to fit into an existing Excel-based workflow.

    See detailed information
    How to customize timesheets

     

    Time Zones

    Klynke supports both single and multiple time-zone configurations. To ensure accurate time tracking, the time-zone settings in Klynke and SharePoint must be configured consistently.

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    Single Time Zone

    Use this configuration when all users work in the same time zone.

    • Set Klynke to Single Time Zone

    • Set the SharePoint site to the local time zone used by your organization.


    Multiple Time Zones

    Use this configuration when users work across different time zones.

    • Set Klynke to Multiple Time Zones

    • Set SharePoint site to UTC (Coordinated Universal Time)


    Verify Time Zone

    Select Verify Time Zone to check the time-zone configuration of your SharePoint site.

    This opens the SharePoint site used by Klynke, where you can review or adjust the time-zone settings if needed.

    After verifying the settings, select Confirm to apply the configuration.

     

    Important: Make sure the time-zone settings in Klynke and SharePoint are configured correctly and consistently. Incorrect or inconsistent settings may result in inaccurate time entries.

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    Roles & Permissions

    Use role-based access to control who can view and manage time entries and configuration settings.

    Klynke Roles and Access Levels:

    Employee    >     View and log their own time entries.
    Project Manager/Owner     >    View time entries of their project team.
    Team Owner     >     View all time entries across their team's projects.
    Klynke Administrator     >    Full access to all time entries and configuration settings.

     

    📌 Tip: Administrators can also manage users and use the Timesheet tab to access the extended group view and edit user's time entries.

     

    Approval Workflows

    Enable a structured, multi-level approval process for submitted time entries, with up to five approval levels.

    The approval process provides a controlled way to review and approve time entries before they are finalized.

    Key Features

    • Up to five approval levels: Configure up to five levels of approval to match your organization’s workflow.
    • Approval locking: Once an entry is approved at a higher level, it is locked at that level.
    • Approved hours for export: Export only approved hours for reporting or payroll.
    • Recall and editing: Users can recall their entries for editing until they have been approved at a higher level.

    How the Approval Process Works

    Time entries move through the configured approval levels in sequence.

    Approval and locking: When an entry is approved at a higher level, that approval replaces the previous approval, and the entry is locked at the new approval level.

    Final approval: When the entry reaches the final configured approval level, the approval process is complete and the entry is fully locked.

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    Approval Levels Overview

    Describing Level, Role and Responsibility:

    Level 5:     Klynke Administrator     >    Final configured approval level, if configured.
    Level 4:     Team Owner     >     Approves entries for their team and all team projects.
    Level 3:     Project Owner     >     Approves entries for their own projects.
    Level 2:     Project Manager     >     Approves entries for projects they manage.
    Level 1:     Self-Approval     >     Users approve their own time entries.

    Note: Not all five approval levels need to be configured. The approval process can be set up according to your organization’s requirements.

     

    Using the Approval Process

    Once the approval process is enabled:

    • Open Approval Process appears in the Timesheet Data section.
    • Users can start the approval process and approve time entries by selecting the relevant checkbox.
    • To remove an approval, clear the checkbox and confirm the change.

     

    Project Performance

    The Project Performance view provides a consolidated overview of project performance for reporting and analysis.

    Administrators can recalculate performance data when needed, while standard users can view the results.

     

    Need Help?

    If you need assistance with roles, permissions, approval workflows, or project performance, contact our support team.