Admin | Work Journal – Configure Settings & Reports

Admin → Work Journal

Overview

The Work Journal module helps you document daily work activities, maintain productivity records, and track progress over time. This comprehensive guide covers everything from initial setup to advanced reporting features.

Important: Work Journal is a premium feature that requires a Pro subscription.

Prerequisites

Before using the Work Journal module, ensure you have:

A Pro subscription to Simplified HR.
Administrative access for initial setup and configuration.
Proper user permissions assigned through Roles and Permissions.

Install Work Journal

Navigate to the Marketplace in your Simplified HR application.
Search for and install the Work Journal plugin.

Important: Refer to the Marketplace Installation Guide (hello.besimplified.com/hc/docs/articles/1756358900-marketplace) for detailed installation instructions.

Access Work Journal

Once installed, you can access Work Journal from:

My Library section in the Marketplace.
My Apps section of the application.
Control Centre page (admin users only).

Configure Work Journal Permissions

Configure user access by assigning appropriate permissions through the Roles and Permissions system.

Important: Work Journal Report is available only to users with appropriate permissions through Roles and Permissions. Users without the required permissions will not see the report section.

Access Configuration Settings

Admin users can customize Work Journal settings to match organizational requirements.

Navigate to one of the following locations: My Apps > Work Journal, My Library > Work Journal, or Control Centre > Work Journal (admin users).

Click Get Started if accessing for the first time.

On the Work Journal page, click the Settings icon.

Configure Journal Settings

Journal Settings control submission and modification windows along with notification preferences.

Configure EOD Submission Window

Set the grace period (in days or weeks) allowed for submitting Work Journal entries after the deadline. For EOD, the grace period starts after the day ends.

Configure EOW Submission Window

For EOW, the grace period starts after the week ends.

Configure EOM Submission Window

For EOM, the grace period starts after the month ends.

Configure Submission Grace Period

The grace period can be set in days or weeks and controls the allowed window for submitting Work Journal entries after each respective deadline (EOD, EOW, or EOM).

Configure Modification Window

Define how long users can modify and resubmit entries after initial submission. This grace period begins immediately after journal submission.

Important: The Submission Window (the period allowed to submit an entry after a deadline) is distinct from the Modification Window (the period allowed to edit and resubmit an already-submitted entry). After the Modification Window expires, entries become read-only.

Configure Default Recipients

Select recipient roles that automatically receive Work Journal notifications:

Recipients are automatically added to the recipients field.
They receive notifications when users submit work journals.

Configure Other Recipients

Add specific email addresses that should receive notifications. These emails will:

Automatically appear in the recipients field.
Receive notifications when Work Journals are submitted.

Configure Submission Notifications

"Notify recipients when an EOD, EOW or EOM is submitted": Sends notifications to configured recipients when employees submit their Work Journal.

Configure Pending Notifications

"Notify recipients when an EOD, EOW or EOM is pending": Sends notifications to recipients when journal entries are overdue.

Configure Employee Pending Reminders

"Remind user when an EOD, EOW or EOM is pending": Sends reminder notifications directly to employees with pending entries.

Configure Missed Journal Summary

"Weekly summarised report to recipients when an EOD, EOW or EOM is missed": Sends weekly summaries to recipients listing employees who missed journal submissions.

Configure Job Title Requirements

Configure Work Journal requirements based on employee job titles. This determines which types of journals (EOD, EOW, EOM) are required for each role.

Set EOD Requirement by Job Title

Use the search field to quickly find specific job titles.
Check the EOD Required box.

Set EOW Requirement by Job Title

Use the search field to quickly find specific job titles.
Check the EOW Required box.

Set EOM Requirement by Job Title

Use the search field to quickly find specific job titles.
Check the EOM Required box.

Filter Job Titles by Journal Requirement

Use filters to view job titles with specific journal requirements.

Manage Job Titles

Important: Each employee must have a valid job title assigned in their profile for these settings to take effect. Manage job titles by navigating to System > Organization > Profile.

Configure User-Specific Requirements

Override job title settings for individual users to provide more granular control over Work Journal requirements. User Settings override Job Title Settings.

Add User to Work Journal Settings

Use the search field to find users by name (minimum 3 characters).
Click on the user's name from the dropdown.
Click the + (plus) button to add them to the configuration list.

Configure Individual EOD EOW EOM Requirements

Once a user is added to User Settings, configure their specific EOD, EOW, and EOM requirements.

Remove User from Work Journal Submissions

To exclude a user from Work Journal submissions entirely:

Add them to the User Settings list.
Uncheck all three options: EOD Required, EOW Required, and EOM Required.

This allows users to save entries privately without submitting them to recipients.

Access Work Journal Reports

Work Journal Report is available only to users with appropriate permissions through Roles and Permissions. Users without the required permissions will not see the report section.

View Work Journal Report Overview

The reporting dashboard provides metrics for:

Daily submissions: Number of submitted, pending, and missed EODs.
Weekly submissions: EOW submission statistics.
Monthly submissions: EOM submission statistics.
Leave tracking: Days taken as leave within the EOD section.

View Team Member Details

Each record includes:

Member name
Team assignment
Manager name
Supervisor name
Shift schedule
Current status

Filter Work Journal Reports by Type

Report type: Select EOD, EOW, or EOM views.

Filter Reports by Team

Teams dropdown: Filter by specific teams.

Filter Reports by Status

Status dropdown: Filter by Submitted, Pending, or Missed status.

Filter Reports by Date

Date picker: View reports for specific dates. Navigation buttons: Move between dates.

Reset Work Journal Report Filters

Refresh button: Reset filters and reload data.

View Individual Journal Details

Click any green Submitted icon to open a modal with complete Work Journal details for that user.

Important: Only submitted work journals are visible in the detailed view modal.

Export Work Journal Report

Settings icon: Export report data.

Download Individual Work Journal Report

Download specific member work journal reports using the Download icon within the detail modal.

Troubleshoot Work Journal Visibility

Work Journal module not visible: Verify Pro subscription status and proper module installation.

Troubleshoot Permission Errors

Permission errors: Check user permissions through Roles and Permissions settings.

Troubleshoot Missing Submission Options

Missing submission buttons: Verify EOD, EOW, or EOM requirements are enabled in Job Title Settings or User Settings.

Troubleshoot Notification Issues

Notification issues: Review notification settings in Journal Settings configuration.

Troubleshoot Missing Time Tracking Data

Time tracking not populating: Ensure Desktop Application time tracking is active and properly configured.