CyberMatrix Timesheets Standard: Complete Guide to Features & SetupCyberMatrix Timesheets Standard is a Windows-based time tracking application designed for small to medium-sized businesses that need a straightforward way to record employee hours, billable tasks, and generate simple reports. This guide walks you through core features, installation, configuration, daily use, reporting, troubleshooting, and tips to get the most from the software.
What CyberMatrix Timesheets Standard Is (and Isn’t)
CyberMatrix Timesheets Standard is focused on simplicity and reliability. It offers:
- Local or networked time tracking for multiple users.
- Task and project-based entries with start/stop timers and manual entry.
- Billable vs non-billable classification and simple invoicing exports.
- Basic reporting for payroll, billing, and activity summaries.
It is not a full ERP or advanced project-management suite: it lacks Gantt charts, advanced resource management, and deep accounting integrations found in larger systems. If you need complex project planning or accounting automation, consider pairing Timesheets Standard with other tools or choosing an enterprise solution.
Installation & System Requirements
Minimum typical requirements:
- Windows 7 or later (Windows ⁄11 recommended)
- 200 MB free disk space (varies with database size)
- .NET Framework (installed automatically if needed)
Installation steps:
- Download the installer from the CyberMatrix website.
- Run the installer as an administrator.
- Choose Single Computer or Local Area Network install depending on your environment.
- If installing for multiple users, place the database file on a shared network folder and configure client installs to point to that file.
Security note: place the shared database in a secured folder and restrict write access to authorized users only.
Initial Configuration
After installation, set up the system with these core steps:
- Create an Administrator account: go to Tools → User Accounts and add users with roles (Admin, Manager, Employee).
- Define pay rates and billing rates: Tools → Rates lets you add default hourly pay and billing rates per user or job.
- Set up Jobs/Projects and Tasks: Projects → Add Project. For each project, create tasks or phases that employees will track time against.
- Configure timesheet periods: Tools → Options → Timesheet Period lets you choose weekly, biweekly, or custom pay periods.
- Email and export settings: Tools → Options → Export/Email to configure default formats and email server if you plan to email reports.
Using the Software — Daily Workflow
Clocking in/out:
- Users can use the Timer window for live start/stop tracking or enter time manually via Timesheet Entry.
- The timer stores running time; if interrupted, users can pause and resume without losing data.
Entering and editing time:
- Manual entries: choose date, project, task, start time, end time, and optional notes.
- Mark entries as billable or non-billable and select the appropriate billing rate if multiple rates exist.
- Approvals: managers can review and approve submitted timesheets before payroll processing.
Handling exceptions:
- Use the Notes field for explanations (e.g., sick leave, vacation).
- Create absence or overtime codes in Tools → Codes to standardize reporting.
Reporting & Exporting
Common report types:
- Timesheet Summary: total hours by employee and date range.
- Project/Job Report: hours and billable amounts per project.
- Payroll Report: grouped by pay period with gross pay calculations when pay rates are configured.
Exporting:
- Export reports to CSV for import into payroll systems or Excel.
- Generate simple invoices by exporting billable hours per client (CSV) and importing into invoicing software.
Example: exporting weekly payroll
- Run Payroll Report for the week.
- Export to CSV.
- Import CSV into your payroll processor, or use Excel to compute pay, taxes, and deductions.
Networked Use & Multi-User Considerations
For multiple users:
- Use the LAN installation mode with the central database on a network share.
- Ensure reliable network connectivity; database corruption risk increases with interrupted writes.
- Backup the database regularly — Tools → Backup or schedule automated backups via server scripts.
Permissions:
- Configure Windows file permissions on the shared folder to restrict access.
- Use Timesheets’ user roles to limit what each user can view/edit.
Backup, Maintenance & Troubleshooting
Backup:
- Regularly back up the .tssd (or similar) database file. Store copies off-site or in a secure cloud backup.
- Before major upgrades, create a manual backup.
Maintenance:
- Compact database periodically if supported to improve performance.
- Keep Windows and .NET up to date to avoid compatibility issues.
Troubleshooting common issues:
- Timer not starting: verify .NET installed and user has file write access.
- Database connection errors: check network path, permissions, and that no antivirus is blocking access.
- Corrupted data: restore the most recent backup; contact CyberMatrix support if backups fail.
Integrations & Complementary Tools
CyberMatrix Timesheets Standard is intentionally lightweight; common integrations include:
- Payroll systems (via CSV export/import).
- Accounting/invoicing tools (QuickBooks, FreshBooks) by exporting billable hours and importing into those systems.
- Excel for custom reporting and pivot-table analysis.
For more automated workflows, consider using middleware or scripting to convert CSV exports into the required formats for your other systems.
Tips & Best Practices
- Train employees on using timers and manual entries to reduce data cleanup.
- Standardize job/task naming to keep reports consistent.
- Run weekly audits for missing or duplicate entries.
- Use the Notes field liberally for quick context on unusual entries.
- Keep the database on reliable hardware and implement a scheduled backup strategy.
When to Upgrade or Switch
Consider a more advanced product if you need:
- Integrated invoicing and accounting.
- Advanced project planning (Gantt charts, budgeting).
- Cloud-hosted access with mobile apps and real-time sync.
- Deeper integrations with HR/payroll platforms.
CyberMatrix offers other products and editions that may fit growing needs; evaluate those if your requirements expand.
Conclusion
CyberMatrix Timesheets Standard is a practical, no-frills time-tracking tool that excels at capturing employee hours, supporting simple billing, and producing essential reports. Its strengths are ease of use and straightforward configuration, while its limits are in advanced project management and deep third-party integrations. With proper setup, permissions, and backup routines, it can reliably support small-to-medium businesses’ timekeeping needs.
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