About time tracking
With time tracking, you and your team record the hours spent on projects and activities (work packages, tasks) and the days of leave. The recorded time can later be booked as personnel expenses, and the team's workload can be compared with its capacity.
Click Time in the main menu. The Time section has two tabs:
- My TimeSheet: the hours of one user per activity and day. This is where time is recorded.
- All Times: the hours of all users you can see, compared with their capacity (see Time and capacity overview).
💡 Who can use time tracking
- You need at least Read rights to the Expenses section to track your own time (see Roles, access levels, and access rights). Time can only be recorded on activities you can see.
- With Manage rights to Expenses you can also see and record the time of the users who are members of participants you have access to. Admins and Managers can see everyone's time.
- Guest users cannot track time.
- The timesheet
- Hours, capacity and overtime
- Period, user and activities
- List of time entries
- Tracked and booked time
- Time in the activity sidebar and export
The timesheet
In My TimeSheet, each row is an activity and each column a day (or a month in the year view). The upper part lists the activities with their actual start and end; days outside that period are shaded. Below the activities you find one row per type of leave: Annual leave, Parental leave, Sick leave, Other leave and Public Holiday. Totals are calculated per day and per row.
To record time, click a cell; see How to record time (and leaves).
Hours, capacity and overtime
The row below the activities shows the hours per day as a bar compared with the user's capacity for that day:
- Grey: the capacity (for example 8 hours)
- Green: the hours tracked
- Red: overtime, when more hours are tracked than the capacity (Wednesday in the example)
- Striped: leave (Friday in the example)
Period, user and activities
- Period: use the arrows at the top left to move to the previous or next week, or click the date to pick one in the calendar. Switch between Week, Month and Year at the top right.
- User: if you may see other users' time, click the name next to the picture to switch to another user's timesheet.
- My Activities: when switched on (the default), only activities the user is assigned to, or has already recorded time on, are listed. Switch it off to see all activities you have access to, in the Workplan structure with subtotals per work package.
- View Settings: besides My Activities, switch off Show Completed to hide activities whose status is completed.
List of time entries
Click the list icon next to View to see the time entries as a list, with date, activity, project, note, tracked time, type, user and participant. You can sort by any column, and use Filter to narrow the list by date, recorded time, type, activity, participant or note. In the list view you can also select All Users in the user picker.
Tracked and booked time
The circle next to the user shows how much of the tracked work time in the period has already been Booked as expenses; below it, Tracked shows the total work time. Leave is not counted. Booked entries are marked with a check icon in the timesheet (see Book timesheets as expenses).
Time in the activity sidebar and export
- In the Workplan, the Tracked time tab of an activity's sidebar lists all time entries on that activity, with a total and a Track time button.
- Export downloads the current view as Excel; use the arrow next to it to choose CSV instead.