Work time and time reports

Work time shows how much time went into each client, task and project, on what kind of work and by whom. It is separate from attendance: attendance says how long someone was at work, work time says on what. Changing work time never changes attendance or pay.

Where the time comes from

• Automatic time. While an employee is clocked in, the system sees which client or task they are on and splits the time between them. The work type comes from the open task, and otherwise from the screen. It is an estimate, not an exact measurement. Without attendance no automatic time is recorded.
• Manual time. Work the system did not see, such as a phone call or work in another program, is entered with Log time or the timer.

Where the time comes from at the top of the reports explains this again.

Log time

1. Choose Log time: on the Time reports tab, inside a task (on the Time spent row), on the Work time card in the client’s file, or on the My work page.
2. Choose a Task from your open tasks, or a Project and a Client. Without a client the time is filed as No client (internal work).
3. Under How to log the time, choose Duration (1:30, 1.5 hours or 45 minutes) or Start and end (both on the same day).
4. Choose a Date, a work type if needed, and add a Note (optional).
5. Choose Log time.

You cannot log time that has not passed yet. An entry with hours cannot overlap another of your entries with hours, and work after midnight is logged as a separate entry.

The timer

1. In the top bar (on a wide screen), choose Start timer, pick a task, project or client, and add a note if you like.
2. Choose Start timer. While it runs, the top bar shows how long it has run.
3. When you finish, choose Stop and save, or open it and choose Discard timer to save nothing.

Inside a task, on the Time spent row, Start timer starts a timer on the task, and the same button becomes Stop and save.

There is one timer per member: starting a new one saves the previous one. Clocking out, a break included, stops and saves the timer. A timer that ran past midnight is saved as one entry per day, and a timer that ran less than a minute is not saved.

Time reports: what the day went into

In the Operations menu, click Attendance and time, then Time reports. Choose the Employee (yourself, or a member you manage) and the View:

• Day: Attended (net), Reported (how much by hand and how much detected) and Attended and not reported. Below, The day’s time as a Table or a Timeline, which shows gaps of attendance with nothing reported and entries that overlap. Move between days with the arrows. A shift that runs past midnight belongs to the day it started, with its hours after midnight and the time reported in them. Hours reported outside attendance show on their day, but do not reduce Attended and not reported.
• Week or month: the Time entries in the period you chose, with Export to Excel including decimal hours.

Edit and delete an entry from its row. Automatic time is not edited; log manual time instead.

Every member logs and corrects their own time. The direct manager, owners and admins can also log and correct time for the members they manage.

Clients and projects

Managers, owners and admins open Attendance and time → Clients and projects. A manager sees only their own time and that of the members they manage.

1. Choose a period. The report opens on the current month.
2. At the top: Time on clients, Internal work and Total time.
3. Every client with time in the period has a row, largest first. Clicking a row opens the breakdown By work type and Who worked. Owners and admins also see the Labor cost: hours times what an hour of each employee costs, from the contract.

Owners and admins also see Projects below: every project with a budget or a fee, its owner, the budget, how much was used and what share of the budget. A project past its budget is marked over budget.

The same breakdown by client appears in the client’s file, on the Work time card, for anyone who may open the client.

A project budget

On the project page, in the Budget section, choose Set a budget (or Edit budget) and write the Budgeted hours (for example 40 or 7:30) and the Fee (before VAT). Time written down for the project’s tasks and for the project itself (by hand or with the timer) counts against the budget; automatic estimates do not. Owners, admins and the project’s owner set the budget, and only they see the fee. To be told when a project reaches 80%, use the automation template Tell the project owner at 80% of the budget.

My work

Every member also sees Operations → Team → My work: Net attendance, Work filed under clients, Internal work and Unfiled time, and below Breakdown by client, which opens from client to work type, task and entries. Owners and admins see the same page for each employee, on the Work tab of their profile.

The time looks too low

• Check that the employee is clocked in while working. Without attendance no automatic time is recorded.
• Work outside the system is not seen. Log it by hand or with the timer.
• Time shorter than a minute is not shown in the breakdown.

Related: Record your working time, Attendance and time reports.