Frequently Asked Questions
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What is the Product Purchase Number (PPN)?
What is the Purchase Key (PK)?
I have Timesheet Xpress on my desktop PC and I want to run it on my laptop PC also, do I need to purchase another licence?
If a colleague leaves and a new employee starts, do we need to purchase a new licence or can we transfer the licence of the person that has left?
How is Timesheet Xpress Licenced?
How is Timesheet Collect Licenced?
What is Support and Upgrades (formerly Annual Upgrade Protection) and must I buy this every year?
I’m running Timesheet Xpress Free and want to try the paid-for features?
Purchase Key (PK) not being accepted!
I have a much older version of Timesheet Xpress, v8 or earlier. Can I upgrade to the latest version?
What is the difference between Timesheet Collect and Timesheet Xpress?
How do I Change or Transfer User Name or Company Name (User-name, username, Licence, License)
If I change my PC or for some reason have to install, do I need to purchase a new licence?
How do i install a Site Licence Key file?
My Licence Key file isn't working, how do I fix this?
Updating Timesheet Xpress
Timesheet Xpress says that it requires an upgrade to access my data. What happened?
I want to control when Timesheet Xpress updates to never versions. How can I achieve this?
How do I update my company to a new version of Timesheet Xpress?
How do we set the program up for team working?
Can Timesheet Xpress be run on a Windows server?
Can we have Timesheet Xpress and Timesheet Collect running on the same network, sharing data?
The email function does not work.
Do all employees need to use the same Shared Timesheet Folder?
Mobile Working won't turn off - what should I do?
When I run a report, some employees are missing?
Can I charge time to two things at once?
Updates to Client Project and Task List not seen by some or all users!
I cannot save changes to the Client, Project and Task List.
How do I troubleshoot Reporting totals I don't understand?
How do I install Timesheet Xpress for a new employee?
How to I create or update a Password for an Employee in Timesheet Xpress?
If I change my PC or for some reason have to install, do I need to purchase a new licence?
I had to reinstall and now my Purchase Key (PK) does not work.
I've received a message saying that Timesheet Xpress required a full uninstallation. Uninstalling from Control Panel doesn't fix the problem. What do I do?
Reinstall Timesheet Xpress on a replacement PC, when Timesheets are stored on my Server/Network
Reinstall Timesheet Xpress on a replacement PC, when Timesheets are stored on my local PC only
Q. What is the Product Purchase Number (PPN)?
It is a unique licence number assigned to each installation of the program and it is located in the Help, About window of the program. NOTE, when copying this number, please do not re-type it manually, simply use your mouse to copy and paste like normal text, this will ensure no errors. Your Purchase Keys (PKs) issued are based upon the PPN and are unique, if the PPN is wrong, the PK will be will be wrong and not be accepted by the program.
Q. What is the Purchase Key (PK)?
It is a unique licence key issued by us for each installation of the program, when you purchase the product. The PK will match the PPN that you supplied to us when you purchased the software.
Q. I have Timesheet Xpress on my desktop PC and I want to run it on my laptop PC also, do I need to purchase another licence?
Yes, the program is licensed on a per installation basis, contact us, we can give you 50% discount off the second licence providing both are licensed to the same user and company!
Q. If a colleague leaves and a new employee starts, do we need to purchase a new licence or can we transfer the licence of the person that has left?
We’ll transfer the licence (free of charge). If the new employee has a separate Windows user login, just install Timesheet Xpress and then request a Replacement Purchase Key in the Support section using your previous licencing information.
If the new employee is using the same PC and Windows user login, record the present PPN and PK listed in the Help, About window of the program. Then select the Tools tab and then Options; within the ‘General’ section in the options list there is an section to ‘Change Name/Company’; select this, then input the new User Name and/or Company Name, and click the ‘Change Name and Company’ button.
The PPN in the Help About window will change, request a replacement Purchase Key from the Support Centre on www.TimesheetXpress.com, we recommend you use the mouse to copy and paste the PPNs and PKs (like normal text).
Q. How is Timesheet Xpress Licenced?
Timesheet Xpress is licensed per installation; the installation is dedicated to that one user. Should a member of staff leave, the user name can be reassigned to a new member of staff, in Tools Options.
Q. How is Timesheet Collect Licenced?
Timesheet Collect is licensed per installation for the number of employees you which to input time data for. For example a single TC-10 will allow you to have 10 concurrent employee names on the employee list and therefore input time for 10 employees at any point in time.
Q. What is Support and Upgrades (formerly Annual Upgrade Protection) and must I buy this every year?
Support and Upgrades Subscription is optional, and covers you for ongoing support needs and program upgrades - you own the licence for the version you purchased permanently. You will get upgrades and support free for the first year after purchase, after that you can continue to using the product free of charge. If you wish to continue receiving support and upgrades, then you can purchase a Support and Upgrades Subscription.
Q. I am trying Timesheet Xpress Free version, how can I try all the features of the full (paid-for) version?
In the Help Menu there is an option “Try Timesheet Xpress”, click this, you will get 35 days of full functionality after which time the program will revert back to the free version.
Please note that when you're in the 35-day trial after a new installation, all features are available, including networking.
Q. Purchase Key (PK) not being accepted!
This is almost certainly due to submitting an incorrect/outdated Product Purchase Number (PPN) to us when you purchased. Please use the mouse to copy and paste the PPN and send to us.
Q. I have a much older version of Timesheet Xpress, v8 or earlier. Can I upgrade to the latest version?
You can, although due to changes in the software you will need to carry out a more intensive data migration. Please read the document in the Resource Centre for more information. Downloadable PDF. Please note that to upgrade from a version of this age, you will also need to have either valid Upgrade Protection, or purchase a new program licence - as these version are several years old no discounted upgrade path is available, sorry.
Q. What is the difference between Timesheet Collect and Timesheet Xpress?
Timesheet Collect is very similar to Timesheet Xpress; the main difference is that Timesheet Collect allows several users to share a single installation of the program on a single PC (whereas Timesheet Xpress is a single installation on a PC and is dedicated to a single user). So if you have several users that share a PC or you have a single 'time keeper' that inputs time for several colleagues, then Timesheet Collect is perfect for you. Timesheet Collect is also ideal for ‘Hot-Desking’. Contact us for information about purchasing.
Q. How do I Change or Transfer User Name or Company Name (User-name, username, Licence, License)
The option in Tools Option Menu, My Company tab allows you to change the user name and/or company name. Input the new (user) Name and the Company Name (if it has not changed, simply input the previous company name). Then click the button. Note you will need a replacement Purchase Key, as the purchase key will not work as it is related to the previous user and/or company name. To request a replacement Purchase Key, visit the Support section.
Q. If I change my PC or for some reason have to install, do I need to purchase a new licence?
No, re-install on the new PC and request a replacement Purchase Key from the Support Centre on www.TimesheetXpress.com, we will then issue a new Purchase Key (PK) free of charge.
Q. How do i install a Site Licence Key file?
Your Site Licence Key file will be sent to you via email. please unzip it and save the file “TimesheetXpress.CFG” to each user's installation folder, normally:-
C:\Program Files\Timesheet Xpress.
C:\Program Files (x86)\Timesheet Xpress.
For this file to work, the Company Name in Timesheet Xpress MUST be precisely the name you have given us, if the name is different, then change it in Tools, Options menu, the skeleton key will then work. NOTE, windows will not let you directly save this file from an email to the installation folder, save it on your desktop first, then move to the installation folder.
Q. My Licence Key file isn't working, how do I fix this?
If your Licence Key hasn't applied and you've deployed the file, this will be because the Company Name has been entered incorrectly, not matching the one supplied to us.
To get troubleshooting information on why the Licence Key hasn't been accepted, go to the Help->About menu option in Timesheet Xpress, then navigate to the Support Information tab, Licence Key Information section. If you read the information here, it will tell you why it has not been accepted.
If the Licence Key Information section does not appear, it means you have not deployed the Licence Key file properly - please check this.
Updating Timesheet Xpress
Q. Timesheet Xpress says that it requires an upgrade to access my data. What happened?
This is normally because your Timesheet Xpress Administrator has installed an updated version of software, and authorised an upgrade to the central data files that your version isn't compatible with. They should be able to assist with installing the correct version and resolving this issue. Timesheet Xpress requires Administrator permission before installing upgrades that change the central files, to prevent a normal user from carrying out this operation without authorisation.
Q. I want to control when Timesheet Xpress updates to never versions. How can I achieve this?
The default setting for Timesheet Xpress is that the system will automatically check for updates. Especially in larger companies you may find it desirable to inhibit this ability altogether, and ensure that updates are carried out simultaneously across your userbase to minimise downtime - changes to central file versions will prevent other employees from running Timesheet Xpress until upgraded. Technical administrators many modify permissions and rights to control this process in Employee Manager, preventing unauthorised major upgrades. You may also disable the web update check itself in Tools tab, Options.
Q. How do I update my company to a new version of Timesheet Xpress?
As updates to Timesheet Xpress can often change the version of your shared data - meaning that users will need to update Timesheet Xpress to the same version before they can access it again - it is usually best to carry out these updates at the same time, and manage the downtime.
A process you can follow when an update is needed is:
- Get everyone to close Timesheet Xpress.
- Ask your IT Department to install the latest version of Timesheet Xpress from our website on each PC – either via Web Update, or direct download from our website.
- Run Timesheet Xpress on a single PC – you should be prompted (once) to update the Client, Project and Task List version, with Administrator login required to approve.
- Everyone else can start using Timesheet Xpress again.
Q. How do we set the program up for team working?
Please visit the Resource Centre to read our Installation Guide.
Q. Can Timesheet Xpress be run on a Windows server?
Yes, it is designed to be run on each user’s PC, it is however not a client/server application. Some users also use Timesheet Xpress with Citrix terminal servers rather than installing directly onto client PCs.
Q. Can we have Timesheet Xpress and Timesheet Collect running on the same network, sharing data?
Yes, the data is fully compatible, simply use the “Network and Sharing Wizard” to set them up.
Q. The email function does not work.
This is commonly due to problems with the firewall on your PC preventing Timesheet Xpress from emailing. Contact your IT department for assistance. Another common issue is that your IT department has changed your Server and its SMTP email settings, but has not informed you of this - they should be able to help resolve this for you.
NOTE: Example of a common mistake on defining the Shared Folder:
Z:\Shared Docs\Timesheet Xpress\
When you run the Networking and Sharing Wizard the program itself will insert the subfolder \Timesheets. When you come to the next PC to network it, remember that the folder you defined was as above, not:-
Z:\Shared Docs\Timesheet Xpress\Timesheets\
You must ‘stick’ to the folder name you first defined, otherwise Timesheet Xpress will insert another level as it can't find the original data, e.g.: Z:\Shared Docs\Timesheet Xpress\Timesheets\Timesheets.
Q. Mobile Working won't turn off - what should I do?
Mobile Working turns on automatically when Timesheet Xpress can’t access its server data via your normal network connections, to allow you to keep working. It checks that these connections are restored correctly before allowing it to be turned off - if it won't turn off, it'll display a message indicating a networking problem, and you’ll need to fix the issues there first.
Aside from basic troubleshooting steps like rebooting your PC and reconnecting to your network, you can use Windows Explorer to navigate to the folder paths for your Timesheet Xpress data and confirm that you can indeed access those locations. You can confirm the exact folder locations used in Help->About, Support Information tab.
If you’re still having trouble, we’d recommend asking your IT Department to examine your PC and confirm connectivity to those locations, along with checking that the relevant read/write user permissions are in place for you server-side.
Q. When I run a report, some employees are missing?
Ensure that all employees are saving their timesheets to the same shared folder, then also ensure that the program running the report is pointing to the same shared folder. Also ensure that the name the employee has chosen to use with their installation of Timesheet Xpress (visible on the top left of their main Timesheet window) is the same as the name on your list of employees (in your Employee Manager). If you are unsure, you can run ‘Scan for Employees’ from within the Employee Manager.
Q. Can I charge time to two things at once?
There is no way to fill a cell with more than one client, project. If you're providing chargeable services such as per-call support, you can enter a Project Charge to the time cell, separate to the time you've entered. For example from 10:00 to 10:15 you allocate time to Project A; Design, but at 10:05 you deal with a call from Joe Bloggs, then in the 1000 - 1015 cell add a client charge and hang the client name to Joe Bloggs and Task to Support for the charge.
Q. Updates to Client Project and Task List not seen by some or all users!
Normally this is caused by different users linking to different shared lists or locations, check both via Tools Menu, Options then Networking and Sharing.
Q. I cannot save changes to the Client, Project and Task List.
You must ensure you have read and write privileges (access or permissions) for the folder location of the Client, Project and Task List (Filename ClientProjectTasks.CPT).
Q. How do I troubleshoot Reporting totals I don't understand?
If you encounter billing or time totals in Reporting or Project Budgeting, and you're not sure where they came from - or if they're too high/low - here are some tips to consider for tracking down errant time entries:
For Project Budgeting, you need to run the Project Budgeting by Time/Cost report before outputs used elsewhere in Timesheet Xpress are updated. Do this to make sure you're using the latest values - they won't change automatically.
Run Breakdown reports on areas of concern to see exactly where Time is being incurred.
Ensure that your reporting date ranges are correct, time outside these bounds won't be considered in totals.
Check that all employees are correctly set to use your Shared Folder on the network, and not in Mobile Working mode.
Use Overview to track down specific timesheets with instances of a particular Client, Project or Task. You can click through to each timesheet and view the raw data there.
Q. How do I install Timesheet Xpress for a new employee?
Purchase a new licence if necessary - we'll issue a Purchase Key for them. If this is a replacement for an existing user, request your Purchase Key in the Support section.
Install the version of Timesheet Xpress that you're using in your company, on the employee's PC, under their profile.
Run Timesheet Xpress on their PC logged into their profile, running through initial setup (make sure their Name is spelt correctly, and the Company is spelt correctly - matching previous deployments).
In Timesheet Xpress, use the Tools->Network and Sharing Wizard menu option to connect to the shared folder on your server (you’ll need to make sure this user has access permissions in Windows for it).
Add the new Employee in Manage Employees, again making sure the name is spelt correctly/consistently.
Q. How to I create or update a Password for an Employee in Timesheet Xpress?
You can access setting/resetting of Employee Passwords in the Administration->Employee Management menu option, then select the Security tab after selecting the Employee in the list.
Please note that you will need Administrator access to enter this section.
Q. I had to reinstall and now my Purchase Key (PK) does not work.
The PK is unique to each install (as the PPN is a unique), you must use the Support Centre to request a Replacement Purchase Key. NOTE you will need your previous licence details as well as the new Product Purchase Number!
Q. I've received a message saying that Timesheet Xpress required a full uninstallation. Uninstalling from Control Panel doesn't fix the problem. What do I do?
If Timesheet Xpress has encountered an error due to corruption in your Windows User Profile, you may be asked to fully uninstall the software. As the error message states, using the control panel to uninstall will not remove all elements of the software and will not work. Please follow the instructions in the Help file, or utilise the document available in the Resource Centre to resolve this. Download PDF for Uninstall.
Q. Reinstall Timesheet Xpress on a replacement PC, when Timesheets are stored on my Server/Network
In general the process is no different from installing Timesheet Xpress on a new PC:
- Install and run Timesheet Xpress on new PC, ensuring that you enter the Name and Company EXACTLY as was entered previously. Any deviations in spelling, capitalisation, spacing may cause problems. You can download the latest version from our website as normal. For earlier releases, please check your own software archives/backups.
- Use the Networking and Sharing Wizard in Timesheet Xpress to connect to the shared file folder location. If you're not sure where you've put it, ask your IT Manager or check another installation of Timesheet Xpress.
- Use the Replacement Purchase Key form on the Timesheet Xpress website to request an updated Purchase Key
Q. Reinstall Timesheet Xpress on a replacement PC, when Timesheets are stored on my local PC only
Moving Timesheet Xpress to another PC is slightly trickier when you don't have your Timesheets stored on a network, as you have to move them too! The most straightforward way to migrate the installation is below. These instructions should be effective on Windows 7 or later, with default installation folders.
IMPORTANT: Ensure that you've backed up your PC fully before carrying out these instructions, in case you make a mistake! You can use your standard backup tools - you may wish to ensure that you utilise something that provides full image-level backup and recovery such as Acronis TrueImage or similar.
- 1) Install and run Timesheet Xpress on new PC, ensuring that you enter the Name and Company EXACTLY as was entered previously. Any deviations in spelling, capitalisation, spacing may cause problems. You can download the latest version from our website as normal. For earlier releases, please check your own software archives/backups.
- 2) Rename the following folder on your NEW PC, appending 'Backup' to the end of the folder name.
Documents\Timesheet Xpress -> Timesheet Xpress Backup
- 3) Copy the following folder from your OLD PC to the same location on your NEW PC, using a network connection, USB stick, etc.
Documents\Timesheet Xpress on OLD PC -> Documents\Timesheet Xpress on NEW PC
- 4) Run Timesheet Xpress as normal. Your information such as Timesheets and Client Project and Task List from before should now be available.
- 5) Use the Replacement Purchase Key form on the Timesheet Xpress website to request an updated Purchase Key