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Tempo Timesheets - User Configuration Process

Overview

The Tempo Timesheet integration bridges time tracking and absence management by automatically creating Out of Office rules when users plan time off in Tempo Timesheets or Tempo Planner. This integration ensures that scheduled PTO, sick leave, and other internal time entries automatically trigger appropriate absence coverage in Jira, maintaining project continuity while simplifying absence management.

Step 1: Access Integration Configuration

User Navigation Path:

  1. Open Out of Office Assistant: Apps → Out-Of-Office Assistant

  2. Access Integrations: Click “Integrations” tab

  3. Tempo Configuration: Click “Configure” next to Tempo (if available)

  4. Template Management: Access user template configuration interface

Integration Availability:

Integration Access Requirements:
✅ User assigned to Tempo team
✅ Admin has configured Tempo connection
✅ Internal issues available to user's team
✅ Valid API token active

If integration not visible:

  1. Contact administrator to verify team assignment

  2. Confirm internal issue access

  3. Check API token status

out_of_office_rules_dashboard - 02.webp

Step 2: Template Configuration

Template Creation Process:

  1. Access Template Interface: Navigate to Tempo integration configuration

  2. Link Internal Issues: Associate Tempo internal issues with Out of Office templates

  3. Configure Templates: Set up rule parameters for each internal issue type

  4. Test Configuration: Verify template settings with test plans

tempo_integration_out_of_office-vjEXrqhLCL.webp

Template Mapping Examples:

  1. Example Template Configurations:
  3. PTO/Vacation Template:
  4. - Internal Issue: "II-1: Vacation"
  5. - Rule Scope: All Projects
  6. - Coverer: Team Lead
  7. - Message: "I'm on vacation until [return date]. [Coverer] will handle urgent matters."
  8. - Mention Tag: Add 4 days ahead
  10. Sick Leave Template:
  11. - Internal Issue: "II-2: Sick Leave"
  12. - Rule Scope: All Projects
  13. - Coverer: Backup team member
  14. - Message: "I'm out sick today. [Coverer] will cover urgent issues."
  15. - Mention Tag: Add when out of office
  17. Training Template:
  18. - Internal Issue: "II-3: Training"
  19. - Rule Scope: Development Projects only
  20. - Coverer: Senior Developer
  21. - Message: "Attending training. [Coverer] covering development work."
  22. - Mention Tag: Add when out of office

Step 3: Template-Issue Linking

Linking Process:

Template Linking Workflow:

  1. Select Tempo internal issue

  2. Choose existing template or create new template

  3. Configure template parameters:

    • Project scope (All Projects, Specific Projects, JQL Filter)

    • Coverer assignment (specific user, team role)

    • Approval coverer (for JSM projects)

    • Out of office message

    • Mention tag behavior

  4. Save template association

  5. Test with sample Tempo plan

out_of_office_templates_settings.webp

Multiple Template Support:

  • Single Issue → Multiple Templates: One internal issue can trigger multiple rules

  • Different Scopes: Templates can target different project sets

  • Varied Coverage: Different coverer assignments for different rule types

  • Specialized Rules: JSM approval rules, development coverage, etc.

tempo_integration_out_of_office.webp

Creating Tempo Plans for Absence Rules

Tempo Timesheets Planning Process

Plan Creation Workflow:

  1. Navigate to Tempo Timesheets: Access Tempo from Jira apps menu

  2. Select Planning Date: Choose start date for time off

  3. Click “Plan Time”: Use planning interface (not logging)

  4. Select Internal Issue: Choose configured internal issue (e.g., “II–1: Vacation”)

  5. Configure Duration: Set time period and hours

  6. Enable Period Option: For multi-day plans, check “Period” checkbox

  7. Set End Date: Define end date for extended absences

  8. Define Hours: Specify daily hours or full-day duration

  9. Save Plan: Confirm plan creation

Plan Duration Guidelines:

  1. Time Duration Rules:
  2. < 8 hours per day: Partial day absence rule
  3. Example: 9:00 AM - 1:00 PM → Rule active only during those hours
  5. ≥ 8 hours per day: Full day absence rule
  6. Example: 9:00 AM - 5:00 PM → Rule active entire day (00:00 - 23:59)
  8. Multi-day plans: Individual daily rules created
  9. Example: 3-day vacation → 3 separate daily rules

Tempo Planner Planning Process

Planner-Specific Features:

  • Resource Planning Interface: Visual capacity planning view

  • Team Coordination: See team member availability

  • Capacity Management: Plan within available capacity

  • Integrated Planning: Coordinate with project schedules

Planner Planning Steps:

  1. Open Tempo Planner: Access Planner from Tempo menu

  2. Navigate to User: Find your user in resource view

  3. Select Time Period: Choose dates for absence

  4. Add Internal Issue: Select configured time-off internal issue

  5. Set Capacity: Define hours/percentage for absence

  6. Confirm Planning: Save plan in Planner interface

Plan Modification and Rule Updates

Automatic Synchronization

Plan Change Detection:

  1. Tempo Plan Modifications → Rule Updates:
  2. Plan Date Changes → Rule dates automatically updated
  3. Plan Duration Changes → Rule hours/duration adjusted
  4. Plan Deletion → Connected Out of Office rules removed
  5. Internal Issue Changes → Rule association updated
  6. Multiple Plans → Plans merged into continuous blocks

Synchronization Timing:

  • Real-time Detection: Changes detected immediately

  • Rule Updates: Applied within next sync cycle

  • User Notification: Changes reflected in Out of Office interface

  • Audit Trail: Plan changes logged for tracking

Manual Plan Management

Plan Editing Process:

  1. Access Tempo Interface: Navigate to Timesheets or Planner

  2. Locate Plan: Find existing time-off plan

  3. Modify Parameters: Update dates, hours, or internal issue

  4. Save Changes: Confirm plan modifications

  5. Verify Rule Updates: Check Out of Office rules for updates

Plan Deletion Impact:

  1. Plan Deletion Workflow:
  2. 1. User deletes plan in Tempo
  3. 2. Out of Office Assistant detects deletion
  4. 3. Connected absence rules automatically removed
  5. 4. Team notifications sent (if configured)
  6. 5. Coverage assignments cleared
  7. 6. Audit log updated

Advanced Integration Scenarios

Multiple Plan Handling

Plan Stacking Rules:

  1. Same-Day Multiple Plans:
  2. Scenario 1: Two partial plans (9:00-12:00, 14:00-17:00)
  3. Result: Two separate partial-day rules
  5. Scenario 2: Overlapping plans (9:00-13:00, 12:00-16:00)
  6. Result: Single merged rule (9:00-16:00)
  8. Scenario 3: One 8+ hour plan + partial plans
  9. Result: Full-day rule (ignores partial plans for that day)
  11. Scenario 4: Adjacent plans (9:00-12:00, 12:00-17:00)
  12. Result: Single continuous rule (9:00-17:00)

Multi-Day Planning:

  1. Extended Absence Planning:
  2. Week-long vacation (5 days, 8 hours each):
  3. - Creates 5 separate full-day rules
  4. - Each day treated as individual absence
  5. - Maintains consistent coverage assignments
  6. - Allows for partial week modifications
  8. Partial week planning (3 days, varying hours):
  9. - Creates 3 separate rules with different durations
  10. - Reflects actual planned hours per day
  11. - Enables granular absence management

Complex Template Scenarios

Multi-Template Configuration:

  1. Advanced Template Example:
  2. Internal Issue: "II-1: Vacation"
  4. Template 1: General Coverage
  5. - Scope: All Projects except JSM
  6. - Coverer: Team Lead
  7. - Message: General out-of-office message
  9. Template 2: JSM Approval Coverage
  10. - Scope: JSM Projects only
  11. - Approval Coverer: Department Manager
  12. - Message: Approval delegation message
  14. Template 3: Development Coverage
  15. - Scope: Development projects (JQL filter)
  16. - Coverer: Senior Developer
  17. - Message: Technical coverage message
  19. Result: Single vacation plan creates 3 different rules

Conditional Rule Creation:

  • Project-Based Rules: Different templates for different project types

  • Role-Based Coverage: Coverage assigned based on absence context

  • Time-Based Rules: Different templates for different absence durations

  • Team-Based Rules: Templates specific to team or department

Integration Monitoring and Maintenance

Health Monitoring

Integration Status Checks:

  1. Regular Monitoring Tasks:
  2. □ API token expiration tracking (90-day limit)
  3. □ Plan-to-rule synchronization verification
  4. □ User access and team assignment validation
  5. □ Internal issue availability confirmation
  6. □ Template configuration accuracy
  7. □ Error log review and resolution

Performance Metrics:

  • Sync Success Rate: Percentage of successful plan synchronizations

  • Rule Creation Accuracy: Correct rule parameter application

  • User Adoption: Number of users actively using integration

  • Plan Volume: Number of plans processed per period

Troubleshooting Common Issues

Issue 1: Integration Stopped Working

  1. Problem: Tempo plans no longer create Out of Office rules
  2. Symptoms:
  3. - Recent plans not generating rules
  4. - No error messages visible
  5. - Integration appears connected
  7. Diagnosis:
  8. 1. Check API token expiration (90-day limit)
  9. 2. Verify Tempo service status
  10. 3. Review error logs for API failures
  11. 4. Test admin connectivity
  13. Resolution:
  14. 1. Generate new Tempo API token
  15. 2. Update token in Out of Office Assistant
  16. 3. Verify connection restoration
  17. 4. Test with new plan creation

Issue 2: Users Cannot Access Integration

  1. Problem: Team members don't see Tempo integration options
  2. Symptoms:
  3. - Integration not visible in user interface
  4. - Cannot configure templates
  5. - Internal issues not available
  7. Diagnosis:
  8. 1. Verify user assignment to Tempo team
  9. 2. Check internal issue team permissions
  10. 3. Confirm admin setup completion
  11. 4. Review user Tempo permissions
  13. Resolution:
  14. 1. Add users to appropriate Tempo team
  15. 2. Assign internal issues to user team
  16. 3. Grant time planning permissions
  17. 4. Verify integration visibility

Issue 3: Incorrect Rule Parameters

  1. Problem: Created rules have wrong scope or coverers
  2. Symptoms:
  3. - Rules target incorrect projects
  4. - Wrong coverer assignments
  5. - Missing rule components
  7. Diagnosis:
  8. 1. Review user template configuration
  9. 2. Check internal issue-template associations
  10. 3. Verify template parameter settings
  11. 4. Test template functionality
  13. Resolution:
  14. 1. Update template configurations
  15. 2. Correct internal issue associations
  16. 3. Test with sample plans
  17. 4. Verify rule creation accuracy

Maintenance Best Practices

Proactive Maintenance:

  1. Integration Maintenance Schedule:
  2. Weekly:
  3. - Monitor integration health and sync success
  4. - Review error logs for issues
  5. - Check user feedback and support requests
  7. Monthly:
  8. - Review template configurations for optimization
  9. - Analyze usage patterns and adoption
  10. - Update documentation as needed
  12. Quarterly:
  13. - Renew API tokens before expiration
  14. - Review team assignments and access
  15. - Evaluate integration effectiveness
  16. - Plan for updates or improvements

Performance Optimization:

  1. Optimization Strategies:
  2. 🚀 Template Efficiency: Streamline template configurations
  3. 📊 Usage Analysis: Monitor which internal issues are most used
  4. 👥 User Training: Provide training on best practices
  5. 🔧 Configuration Review: Regular template and setup audits
  6. 📈 Feedback Integration: Incorporate user suggestions

Integration Limitations

System Constraints

Tempo Integration Limits:

  1. Current Limitations:
  2. 📅 API Token Expiration: 90-day maximum (requires renewal)
  3. 👥 Team-Based Access: Users must be in Tempo teams
  4. 📊 Internal Issue Scope: Limited to configured internal issues
  5. 🔄 Sync Frequency: Real-time detection, but not instant updates
  6. 📋 Template Complexity: Limited advanced template logic

Feature Limitations:

  • Individual Templates: Templates are per-user, not shared across teams

  • Retrospective Plans: Integration works with future/current plans primarily

  • Complex Recurrence: Limited support for complex recurring patterns

  • Multi-Tempo Instance: Single Tempo instance per Jira instance

Workflow Constraints

Planning Limitations:

  1. Planning Workflow Constraints:
  2. ⏰ Minimum Duration: 1-hour minimum for partial day plans
  3. 📅 Date Restrictions: Current and future dates only
  4. 🔄 Plan Modification: Some bulk modifications not supported
  5. 👥 Team Dependencies: Access dependent on team assignments
  6. 📊 Reporting: Limited integration reporting capabilities

Best Practices and Recommendations

Organizational Implementation

Rollout Strategy:

  1. Implementation Phases:
  2. Phase 1: Admin Setup and Configuration
  3. - Configure API token and internal issues
  4. - Set up initial team assignments
  5. - Test basic functionality
  7. Phase 2: Pilot User Group
  8. - Select power users for initial testing
  9. - Configure basic templates
  10. - Gather feedback and refine
  12. Phase 3: Team Deployment
  13. - Roll out to individual teams
  14. - Provide user training
  15. - Monitor adoption and usage
  17. Phase 4: Organization-Wide
  18. - Full deployment across organization
  19. - Advanced template configurations
  20. - Ongoing optimization and support

Training and Support:

  1. User Training Program:
  2. 📚 Admin Training: API setup, team management, troubleshooting
  3. 👥 Team Lead Training: Template configuration, user support
  4. 📖 End User Training: Plan creation, template usage
  5. 📞 Support Structure: Clear escalation procedures
  6. 📋 Documentation: Comprehensive user guides and FAQs

Template Design Guidelines

Effective Template Configuration:

  1. Template Best Practices:
  2. 🎯 Purpose-Specific: Create templates for specific absence types
  3. 📋 Clear Naming: Use descriptive template names
  4. 👥 Appropriate Coverage: Configure relevant coverer assignments
  5. 💬 Contextual Messages: Write clear, helpful out-of-office messages
  6. 🏷️ Smart Tagging: Configure mention tags appropriately
  7. 🔄 Regular Review: Update templates based on usage patterns

Template Examples for Different Scenarios:

  1. Healthcare Organization Templates:
  2. - Emergency Leave: Immediate coverage, all projects
  3. - Scheduled Surgery: Advance notice, specific coverer
  4. - Continuing Education: Training coverage, selective projects
  6. Software Development Team Templates:
  7. - Code Review Coverage: Senior developer assignment
  8. - Production Support: On-call rotation coverage
  9. - Sprint Planning: Scrum master delegation
  11. Consulting Firm Templates:
  12. - Client Project Coverage: Account manager delegation
  13. - Internal Development: Internal project focus
  14. - Conference Attendance: Knowledge sharing coverage

Integration Status: ✅ COMPLETE
Next Steps: https://resolution.atlassian.net/wiki/spaces/DOOOD/pages/5230919762 , https://resolution.atlassian.net/wiki/spaces/DOOOD/pages/5230887036

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