Activity lists

Activity lists control how activities appear and behave for employees when they register time: which ones are already on their timesheet, which are favourites, and which values come pre-filled. Use lists to give different groups of people a tailored, relevant set of activities instead of the full catalogue.

Overview

A list applies a set of activities to a scope — everyone in the workspace, an org unit, or a single employee. For each activity in the list you can fine-tune how it appears.

A list never decides who may register on an activity. That is the activity’s availability, set on the activity itself. An entry for an activity the employee isn’t available for has no effect. To let one person use an activity that otherwise belongs to another team, add them under Specific people in the activity’s availability — not to a list.

What is on a timesheet

An activity is on an employee’s timesheet only when a list selects it, or when the employee adds it themselves in My activities . An activity no list selects is still available: everyone its availability reaches can find it under Choose Activities and add it, but it isn’t put on anyone’s timesheet for them. A new activity therefore starts on nobody’s timesheet — add it to a list when people should have it ready.

The activity’s own settings page shows which lists select it, or No activity list selects it yet. Add it to one to put it on timesheets, or employees can add it themselves in My activities.

Activities that an integration or import creates — for example from Business Central — follow the same rule: they don’t appear on everyone’s timesheet. Add the ones a group needs to a workspace or unit list, or let employees pick them in My activities .

The “Everyone (previous default)” list

mTIME used to put every activity that no list mentioned on the timesheet of everyone it was available to. So that no timesheet changed when that stopped, each existing workspace got one workspace list, Everyone (previous default), selecting exactly those activities. Its name is in English in every workspace; rename it if you like. It is an ordinary list: keep it, remove activities from it, or delete it if you’d rather prepare timesheets with your own lists. Activities created since are not added to it.

Scopes

Scope	Applies to
Workspace	Everyone in the workspace
Unit	Members of an org unit — optionally including its sub-units
Employee	A single employee — for settings that apply to that one person only

Employees also have their own personal activity selections (favourites, what shows on their timesheet, hiding activities they don’t use). Those are not managed here — they live in the employee’s My activities sheet (see Editing someone’s personal activities below). The Activity Lists page never shows personal lists.

Manage activity lists

Go to Settings › Activity Lists
Use Add activity list to create a new one
Click a row to open the list editor

By default the list shows the configuration scopes (workspace, unit). Use the Scope filter to switch to Employee to find per-employee lists — searching by the employee’s name or email works too. Personal (self-service) lists are never shown here.

Configure a list

The activity list editor showing scope and the activity picker

Basic information

Name and Description
Scope — choosing a scope reveals the matching field: pick the unit (with an Include sub-units option) or the employee the list applies to

Activities

Search for an activity and add it to the list. Allowance activities can’t be added: allowance policies register them automatically. Each entry can be expanded to set its flags:

Flag	Effect
Selected	The activity is on the employee’s timesheet without them adding it
Mandatory	The activity is always on the timesheet and the employee can’t remove it
Favorite	Shown as a quick-entry tile on the employee’s dashboard (implies Selected)
Default	The employee’s default activity for automatically registered time
Excluded	Employee lists only. Hides an activity that a workspace or unit list selects for this person

If an activity requires a project or dimensions, you can pin specific values for this list directly on the entry, so employees don’t have to choose them each time. The pinned values show under the activity name on the employee’s timesheet row and, when the entry is also a Favorite, on its dashboard tile.

Editing someone’s personal activities

An employee’s personal selections — which activities show on their timesheet, favourites, and hiding ones they don’t use — are not configured on this page. To adjust them for someone else:

Open that employee’s timesheet (Timesheet, then pick the employee).
Open Choose Activities in the activity column header.

This opens the same My activities sheet the employee uses, but for them — the header shows whose activities you’re editing. You can do this for anyone whose timesheet you’re allowed to edit. Personal edits only choose among the activities the employee is available for; they never make an activity available. To do that, change the activity’s availability.

Activities that an admin list marks Mandatory show a lock in the employee’s My activities ; the employee can’t remove them.

Activities Dimensions