Track submissions across teams

Use these views to see which teams have submitted their weeks, follow up the ones that haven't, and keep contractor effort right.

Review tab

The Review tab shows every team's weeks at a glance. Go to Delivery → Effort reporting → Review.

• Each row is a team, with its manager underneath.
• Each column is a week. Use the period control at the top right to choose which weeks show; it starts on the current financial year.
• The number in a square is the share of the team that has submitted that week: 0.0 means nobody and 1.0 means everyone.
• Hover over a square to see the week, its status, how many people have submitted out of the team, and when it's due.
• Click a square with a number to open that team's week on All teams.

Square	Status
Green	Approved
Blue	Submitted, awaiting approval, at any approval stage
Amber	Changes requested
Red	Overdue: past its due date and not everyone has submitted
Grey, with a number	Draft / due soon: not everyone has submitted yet, and it isn't overdue
Grey, no number	Upcoming, or Nothing to submit because nobody was on the team that week. These can't be opened.

Follow up teams that haven't submitted

1. On the Review tab, look for red squares.
2. Hover over a square to see how many people have submitted and when the week was due.
3. Contact the team's manager, named under the team.

There's no button to send a reminder from here. Flowstate reminds team managers itself when Review Cadence is Weekly or Fortnightly. It starts as Off. With a cadence on, each team manager gets a task in their Inbox for every week their team still owes.

• To change the cadence, see Effort reporting settings.
• To choose whether reminders also arrive by email, in the digest or in Slack, see Choose how people are notified, under Effort reporting.

You can also ask Eddy: "Who has not submitted a timesheet this week?"

Read any team's week

All teams is the same view as My teams, for every team in your organisation. Finance and operations use it to read a team's week without managing the team. You can only change a week if you manage the team or approve its weeks.

The drawer beside the week shows the team's submission history, its CapEx ranking and its targets. See Use the review drawer.

Contractors tab

The Contractors tab shows contractor effort by contractor company. You need access to contractor effort to see it. Ask your Flowstate admin.

1. Go to Delivery → Effort reporting → Contractors.
2. Pick the week at the top.
3. Pick a company from the list on the left. It lists each company with contractors that week, and how many contractors each has.

On the right, each contractor has a block with:

• a row for each project, with their share of each day;
• Non-project — OpEx work and Sick / Annual / Other leave;
• Unattributed, when there's work Flowstate couldn't tie to a project.

The tickets behind each row are listed under it. Contractor weeks aren't submitted or approved.

Correct a contractor's week

You need the Modify Contractor Effort permission, and your changes only save if you can also submit or approve effort for the team those contractors are on. Ask your Flowstate admin.

1. On the Contractors tab, pick the week and the company.
2. Find the contractor, then choose what to fix:
   • A percentage is wrong. Click the cell and type the right one.
   • A project is missing. Select Add project under the contractor's rows, pick the project, then type their share of each day.
   • A ticket is on the wrong row. Drag it by its handle onto the right project, or onto Non-project — OpEx work. To move several at once, tick them first, then drag one of them. This only changes this week.
   • Tickets in Unattributed belong to a project in your tool that isn't linked. Tickets there are grouped by their project in your tool. Drag the group by its handle onto the right Flowstate project, and confirm Link project. This links that project for your whole organisation. You need the Override Effort or Approve Effort permission.

Your changes save as you go.

Export contractor effort

1. Go to Delivery → Effort reporting → Contractors.
2. Select Export.
3. In Export Contractor Effort, choose the Company. It starts on the company you're looking at.
4. Choose the From and To dates. They start on the week you're looking at.
5. Choose the Output format:
   • Hours: each day's share converted to hours, using the Hours per day you enter.
   • FTE Percentage: effort as Flowstate records it, a share of each day.
6. Select Export. You get an Excel file.

Flowstate never records effort in hours. The hours in this export are only a conversion for the contractor company.

Recalculate effort for a date range

Flowstate re-estimates effort every day. If you've just fixed links or matched people and don't want to wait, you can recalculate straight away. You need the Update Entity Configuration permission, which Flowstate admins usually have.

1. Go to Delivery → Effort reporting → Contractors.
2. Select Run Calculations.
3. Choose the Start date and End date.
4. Optionally, tick Overwrite rejected submissions to recalculate weeks that were sent back with changes requested. If AI Effort Analysis is on, you can also tick Run AI recommendations too.
5. Select Run Calculations.

Submitted weeks aren't changed, apart from the sent-back weeks you choose to overwrite.

Where submitted effort goes

Destination	What it reads
Capitalisation	Effort cost on projects with a CapEx cost centre. Its reports can use submitted effort only, or the Flowstate estimate. See CapEx reports and exports.
R&D tax claims	Submitted effort cost, with tickets and pull requests as evidence.
Spend timeline	Submitted effort cost per project, per month.
Initiatives	Effort cost on each initiative's projects, including weeks not yet submitted.

Which view of effort each one uses, and why, is in Which numbers finance uses.