Working with time keeping

Included with Enterprise

From the first timer to the report

1. Start the timer. Open the job and click Start timer. The timer runs in the top bar while you work, whatever page you are on.
2. Stop it, or switch. Click Stop timer when you finish. Starting a timer on another job stops the one running.
3. Fill the gaps. On the Time keeping page, drag across the hours you forgot to time and describe the work.
4. Mark what is billable. Tick Billable and the entry picks up your hourly rate, so it has a value as well as a length.
5. Review the week. The Week view shows every entry against your working hours. The Time keeping panel on each job totals the time spent on it, and the time tracking report under Reporting shows the whole company's time.

Before you start

• Time keeping has to be turned on for your company. In Turn on time keeping, an administrator switches it on, gives out the permissions and sets hourly rates. Until then, Time keeping is not in your main menu and the Time keeping panel on a job says so.
• Open a job you have worked on. The lessons use the job at 14 Oran Park Drive, Oran Park, created in the quotes lessons.

Where a time entry lives

Where	What it shows
The top bar	The running timer, with the job it is linked to, its tags, whether it is billable, and the time so far. It appears on every page while a timer runs, except the Time keeping page itself.
The job	The Time keeping panel totals the time each person has spent on this job and starts a timer for it. On a quote the same card is called Time entries.
The Time keeping page	Your own entries, by Day, Week, List or Grid. Log time by hand here, and edit, split or delete an entry.
Reporting	The time tracking report lists every entry across the company for a period, for anyone with permission to see it.

What an entry records

Field	What it records
Linked item	The job, project or quote the time was spent on. An entry with no linked item is still valid, but it counts towards nothing.
Client	Who the time was spent for, with the client's own Client job reference if they gave you one.
Start time and End time	When the work happened. Time spent is the difference, and you can set it directly instead.
Description	What you were doing.
Tags	Your company's labels for kinds of work, such as inspection or report writing, so time can be grouped by type.
Billable and Hourly rate	Whether the time is chargeable, and at what rate. The rate fills in from your own rate under Settings | Users and can be changed on the entry.

Billable time

Only time marked Billable has a dollar value. The value is the time spent at the entry's hourly rate. The job's Total billable and the report's amount column add these values up. To mark time billable, your role needs the Charge for time spent on jobs permission. The Valuer role has it from the start. Without it, your entries record hours only.

Who sees whose time

Everyone sees their own time. Seeing other people's time needs these permissions.

• View other users' time entries adds an All users switch to the job's panel, showing who else has worked on it.
• See how much other users are charging shows their billable amounts and rates as well as their hours.
• View time keeping reports opens the time tracking report, and turns the job panel's totals into links to the entries behind them.
• Update other users' time entries lets you correct someone else's entry, such as a timer they forgot to stop.

The lessons in order

Each lesson starts where the previous one finished.

1. Track time with the timer
2. Log time by hand
3. Edit or delete a time entry
4. Review your day and week
5. See the time on a job

For every field on an entry and every column in the report, see Time tracking report. For the switch and the permissions, see Time keeping under System and Roles.