Can this template be signed electronically?

Yes. Electronic signatures are legally binding under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the signature demonstrates intent, consent, attribution, and the record is retained.

When is notarization required?

Notarization is rarely needed for internal time templates. Use a notary if a contract or statute explicitly requires notarized execution in the applicable jurisdiction.

What if a name or date is wrong?

Minor errors should be corrected with a dated amendment and re-signature. Significant mismatches may invalidate approvals or billing and require a corrected document and signatures.

How should I authenticate signers?

Use at least email verification or SMS codes for routine approvals; for high-risk or regulated records, use multi-factor or advanced authentication per internal policy.

How do I revoke or cancel a signed template?

Execute a written amendment or revocation signed by authorized parties. Maintain versions and an audit trail showing who revoked and why for dispute resolution.

What is the recommended storage method?

Store final signed PDFs with audit trails in a secure repository supporting access controls, encryption at rest, and retention scheduling to meet regulatory and company policies.

Electronic Signature
Templates
Project Management
Project Management Time Management Template

Project Management Time Management Template

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

PROJECT MANAGEMENT TIME MANAGEMENT TEMPLATE

Project Identification

Project Title Project ID Client Name Client Contact Service Provider Provider Contact

Effective Date: Project Manager: PM Contact:

Scope of Work and Time Management Objectives

Purpose: This Time Management Template defines tasks, estimated effort, time tracking methodology, escalation, buffers, and acceptance criteria needed to plan and control project schedule performance. The parties agree to adhere to the tracking, reporting, and change procedures set forth below.

Scope of Work (Time-related activities and deliverables) Out of Scope (Time items not included)

Deliverables, Time Estimates and Acceptance

Deliverable 1

Description Acceptance Criteria

Estimated Effort (hours):

Deliverable 2

Description Acceptance Criteria

Estimated Effort (hours):

Timeline and Milestones

Project Start: Project End:

Milestone 1

Due Date: Assignee:

Milestone 2

Due Date: Assignee:

Task Time Allocation and Tracking

Define tasks, planned and actual hours, and variances. Actual time entries must be recorded in weekly time logs and reviewed weekly by the Project Manager.

Task 1 Name

Assignee: Planned Hours: Actual Hours:

Start: End:

Task 1 Notes

Time Buffers, Critical Path and Escalation

Critical Path Description

Planned Buffer (hours): Escalation Threshold (hours overrun):

Escalation Procedure

Budget, Payment and Time-Based Costs

Total Budget: Currency:

Payment Schedule (milestone, percent/amount, due)

Amount: Due:

Payment Terms and Time Impact on Fees

Change Order Process

All time, scope or schedule changes that impact cost or delivery must be processed by written change order and approved by authorized representatives of both parties prior to implementation. The change order must include a description of the change, estimated time delta, cost impact, and revised acceptance criteria.

Written change orders required: Approval authority title:

Change Order Threshold (amount or percent) Change Order Procedure

Confidentiality, Liability and Acceptance

Confidentiality: Each party will treat non-public information disclosed in connection with scheduling, resourcing and time reports as confidential for a period of three years from disclosure. Confidential obligations exclude information that is publicly available through no breach, or required to be disclosed by law with prior notice where permitted.

Confidentiality Exceptions or Special Instructions

Liability: Except for willful misconduct or gross negligence, neither party's aggregate liability for time-related claims shall exceed the total fees actually paid under this document. Parties acknowledge time estimates are best reasonable efforts and agree to follow the change order process for material variances.

Acceptance of Deliverables: Deliverables will be deemed accepted if the Client does not provide written rejection detailing specific non-conformities within ten (10) business days after delivery. Rejection shall include reproduction steps, time logs, and objective criteria for remediation.

Reporting, Records and Audits

Time Reporting: Provider will maintain time records showing task-level hours, date, assignee, and brief description. Time records shall be retained for at least one year following final acceptance and made available for audit upon reasonable prior notice.

Weekly Reporting Start Date Time Tracking Matrix (summary)

Governing Law and Dispute Resolution

Governing Law: This agreement shall be governed by the laws of the state identified below without regard to conflict-of-law principles. The parties will attempt to resolve disputes in good faith by escalation to senior management before initiating formal proceedings.

Governing Law State

Notices

Client Notice Address Provider Notice Address

Acceptance Certification

By signing below, the parties certify that the time management procedures, reporting cadence, change order process, and acceptance criteria set forth in this template are incorporated into the governing project agreement and will be followed in good faith.

Client

Party Label:

By:

Date:

Service Provider

Party Label:

By:

Date:

What the Project Management Time Management Template Is

The Project Management Time Management Template is a structured document used to plan, track, and allocate time across project tasks, milestones, and resources. It organizes task names, owners, estimated and actual durations, dependencies, and status updates in a consistent format so teams can measure progress, identify schedule risks, and optimize workload. The template supports recurring updates, captures approvals and signatures where required, and can be converted to digital formats for routing, electronic signing, and archival in a project management system or document repository.

Why a Formal Time Management Template Matters

Using a standardized template reduces ambiguity, improves schedule accuracy, and creates an auditable record of task assignments and time estimates that stakeholders can rely on.

Who Typically Completes This Template

Project managers, team leads, schedulers, and PMO staff usually prepare or maintain the template during planning and execution phases.

Project managers coordinating resources and deadlines across teams and vendors.
Team leads updating task-level actuals and reporting variances to stakeholders.
PMO analysts consolidating schedules, producing roll-up reports, and auditing time entries.

Stakeholders and clients review completed templates for progress reporting and approvals; HR or finance may use exported data for time allocation or invoicing.

Essential Parts of a Professional Time Management Template

A robust template balances planning fields, tracking columns, and approval elements to support accurate scheduling, variance analysis, and legal or billing needs.

Task Register

A line-item list of project tasks with unique IDs, concise descriptions, assigned owner, and work breakdown structure reference for consistent tracking across reports.

Time Estimates

Planned duration and effort in hours or days, including start and end dates, that form the baseline for schedule variance and resource forecasting.

Actual Time

Fields for recorded hours or days worked, date-stamped entries, and notes explaining deviations to support accountability and retrospective analysis.

Dependencies

Predecessor/successor relationships and lag times recorded to show critical path, sequencing constraints, and potential schedule slippage points.

Milestones

Named milestone rows with target dates and acceptance criteria to anchor progress reporting and release gating for stakeholders.

Approvals & Signatures

Designated lines for manager and client approvals, signature blocks, and a record of who authorized timeline changes and when those authorizations occurred.

Step-by-Step: Filling Out the Template

Follow these sequential steps to populate the template, validate entries, and finalize approvals.

01

Prepare Header: Enter project name, manager, and version number at the top of the template.
02

List Tasks: Create task rows with IDs, short descriptions, and owners for each deliverable.
03

Add Estimates: Populate estimated hours and start/end dates for each task baseline.
04

Confirm and Sign: Review with stakeholders, record actuals as work occurs, then capture approvals and signatures.

How to Configure a Digital Time-Tracking Workflow

Use these settings when converting the template into an online form and routing it for electronic signatures.

Field	Configuration
Required Fields	Make Project Name, Assigned To, Start/End Date required to prevent incomplete submissions.
Conditional Logic	Show actual-hours fields only after status is set to In Progress or Complete.
Signer Order	Set manager approval before client or finance sign-off to enforce role sequencing.
Audit Trail	Enable timestamping and version history to capture each approval and revision.

Where the Completed Template Typically Goes

After completion, route the template to stakeholders and archive destinations according to project and compliance rules.

Internal Review: Project manager and team leads review entries and sign off on schedule changes.
Finance / Billing: Export time data to billing or cost-tracking systems for invoicing.
Client Approval: Send to external stakeholders for acceptance and signature when deliverables are met.
Archive: Store the final signed document in the project repository for retention and audit.

Digital Signing and Submission Considerations

Choose a platform that supports secure signing, audit trails, and the integrations your organization uses.

File Formats: PDF, DOCX, or XLSX accepted
Integrations: Connects to project and cloud systems
Authentication: Email, SMS, or stronger methods

Timing and Deadlines to Track in the Template

Include dates that affect execution, billing, and compliance so stakeholders can react to variances promptly.

Baseline Approval Deadline:

Date by which initial schedule must be approved to lock budgets.

Milestone Targets:

Key milestone dates used to measure progress and acceptance.

Reporting Cadence:

Weekly or biweekly update dates for status submissions.

Change Request Cutoff:

Last date to submit scope or schedule changes for current phase.

Final Acceptance:

Client sign-off date when time entries become billable and archival begins.

Key Project Stages and When They Happen

Track milestone progression using numbered stages so owners know the sequence and timing of approvals.

01

Stage One: Planning

Define scope, create template baseline, and estimate task hours before execution.

02

Stage Two: Execution

Teams record actual hours and update status during active work phases.

03

Stage Three: Review

Managers reconcile estimates and actuals, approve changes, and document variances.

04

Stage Four: Closure

Finalize signatures, export time data for billing, and archive the signed template.

Common Mistakes to Avoid When Preparing the Template

Entering partial or inconsistent project names that break cross-system reporting and invoicing reconciliation.
Using vague task descriptions that prevent accurate time attribution and cause disputes during billing.
Skipping dependency links which obscures critical path and increases the risk of unchecked schedule slippage.
Failing to require signer attribution and timestamps, which undermines auditability and compliance verification.

Risks and Consequences of Incorrect or Missing Information

Missed Deadlines: Contractual penalties or liquidated damages may apply.

Cost Overruns: Inaccurate estimates lead to budget shortfalls.

Billing Disputes: Unsupported hours can trigger payment delays.

Noncompliance: HIPAA or contract terms may be violated.

Audit Findings: Lack of signatures undermines evidentiary value.

Termination Risk: Repeated errors can lead to contract termination.

Required Template Fields and Data Points

Project ID: Unique code

Owner Name: Full legal name

Task Details: Short description

Time Entries: Estimated/actual hours

Approval Status: Pending/approved/rejected

Signature Info: Signer name/date

Real-World Examples of Template Use

These brief examples show how organizations adapt a time-management template for project control and compliance.

Optica Ventures — COO

Optica standardized the template for repeatable bids and tracking.

The interface needed to be easy for clients.
Brian Fitzgibbons noted the interface is simple and easy-to-use; the team used the template to reduce turnaround time and maintain consistent time records across deals.

Martin Properties — Founder

Martin Properties moved approvals online to accelerate closures.

Mobile signing was essential for agents.
Tim Martin reported processing and executing documents online with 100% compliance and built-in security, allowing on-the-go approvals and faster handoffs.

eSignature Vendor Pricing Snapshot for Project Templates

Comparison of starter plan pricing and essential capabilities for common eSignature vendors when used to route and sign project time templates.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies	Varies	Varies	Varies
Bulk Send	Yes (Business Premium)	Yes	Yes	Yes	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently Asked Questions About Using the Template

Answers to common questions about electronic completion, signatures, legal validity, and retention for the Project Management Time Management Template.

Need help? Contact support

Can this template be signed electronically?
Yes. Electronic signatures are legally binding under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the signature demonstrates intent, consent, attribution, and the record is retained.
When is notarization required?
Notarization is rarely needed for internal time templates. Use a notary if a contract or statute explicitly requires notarized execution in the applicable jurisdiction.
What if a name or date is wrong?
Minor errors should be corrected with a dated amendment and re-signature. Significant mismatches may invalidate approvals or billing and require a corrected document and signatures.
How should I authenticate signers?
Use at least email verification or SMS codes for routine approvals; for high-risk or regulated records, use multi-factor or advanced authentication per internal policy.
How do I revoke or cancel a signed template?
Execute a written amendment or revocation signed by authorized parties. Maintain versions and an audit trail showing who revoked and why for dispute resolution.
What is the recommended storage method?
Store final signed PDFs with audit trails in a secure repository supporting access controls, encryption at rest, and retention scheduling to meet regulatory and company policies.

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