Weekly Timesheet Reminder

Overview

Every Friday at 2 PM, this flow checks a SharePoint employee list to identify who hasn't submitted their timesheet for the week. It sends personalized reminder emails to non-submitters and delivers a summary to the manager listing all outstanding timesheets.

Use Case

Timesheets often go unsubmitted, creating delays in payroll processing and project tracking. Manual follow-up emails are time-consuming and easily forgotten.

The flow is ideal for teams that:

• Automated weekly reminders reduce submission delays
• Frees HR from manual follow-up tasks
• Manager receives consolidated summary of outstanding submissions
• Improves payroll and project accounting accuracy
• Personalized emails increase compliance rates
• Configurable frequency for different organizations

Flow Architecture

Environment Variables

Connectors & Connections

Note — All connections are referenced as solution connection references; the flow is portable between environments as long as a connection is mapped at import time.

Customization Guide

Almost every realistic variant of this flow can be implemented by changing environment variable values. A few cases require small edits inside the flow definition — those are called out explicitly below.

Deploying to another environment

Import the solution into the target environment, then update flowlibs_TimesheetListName, flowlibs_EmployeeListName, flowlibs_ManagerEmail, and flowlibs_TimesheetFormURL with target environment values. Verify SharePoint site URL and list names, test with a sample employee list, then turn the flow on.

Change reminder frequency

Edit the Recurrence trigger from weekly to daily or twice-weekly to match your organization's submission cadence.

Add escalation

Add a condition that flags overdue timesheets after multiple reminders and routes the escalation to the HR director.

Include manager name in email

Enhance the Get All Employees step to retrieve manager details and personalize the summary email with the manager's name.

Add Teams notification

Post the summary to a Teams channel in addition to email for broader visibility.

Send Monday follow-up

Add a second flow instance for Monday morning to catch weekend submissions and remind anyone still outstanding.

Track compliance metrics

Log weekly results to an Excel file or Power BI dataset to trend submission compliance over time.

Key Expressions

The flow is intentionally light on Power Fx / WDL gymnastics — the heaviest expressions are the branch-name concatenation and the approval outcome check. They are listed below in the order they appear in the flow.

formatDateTime(utcNow(), 'yyyy-MM-dd')

@{item()?['EmployeeEmail']}