Spm timesheets users are part of resource group or separate group

[JayanthiHCL]

What are the best practices for time sheet and time sheet policies in your organization 

should I users part of resource group submit timesheets or are the separate dedicated group??

[M Iftikhar]

Hi Jayanthi,

Excellent question. In ServiceNow SPM, the best practice is to manage all timesheet users through Resource Groups, not separate standalone groups.

Here’s why:

1. Timesheet Policies are tied to Resource Groups
   – When users are added to a Resource Group , the associated Timesheet Policy applies automatically.
   – This ensures that reporting rules, submission deadlines, and approval workflows are consistent without needing manual assignment for each user.

2. Consistency and Simplicity
   – Having all users in Resource Groups keeps your process clean and scalable.
   – Even if some users only submit non-project time, you can still create a simple Resource Group and attach the right Timesheet Policy.

3. Better Planning and Reporting
   – Resource Group membership ties directly into capacity and resource planning.
   – Keeping everything in Resource Groups ensures accurate data for project managers and leadership.

👉 In short: avoid creating a separate “timesheet-only” group. Instead, place all users in logical Resource Groups and assign Timesheet Policies there. This gives you consistent governance and much easier management in the long run.
Hope this helps!

Thanks & Regards,
Muhammad Iftikhar
If my response helped, please mark it as the accepted solution so others can benefit as well.

[JayanthiHCL]

Can you explain how policies can be tied to resource group 

[M Iftikhar]

Great question! Timesheet Policies in ServiceNow SPM are designed to control rules like submission frequency, lock dates, and approval workflows. These policies are applied to users so that their timesheet behavior follows a consistent process. Best practice is to align these policies with the same structure you use for resource management (e.g., Resource Groups or team assignments). That way, governance stays consistent across planning, resourcing, and timesheet submission. In practice, this means: Define your Timesheet Policies centrally so they reflect your organization’s rules. Make sure users who belong to specific teams or roles are governed by the correct policy. Avoid managing policies at the individual level wherever possible, group alignment keeps things scalable and easier to maintain. This approach ensures that your users automatically follow the right rules based on the groups or teams they belong to, without requiring manual adjustments every time.
Hope this clears it up!

Thanks & Regards,
Muhammad Iftikhar
If my response helped, please mark it as the accepted solution so others can benefit as well.