allows you to view and filter time entries recorded by your team. This provides insights into time spent on projects and tasks, enabling accurate payroll and improved resource allocation for your tourism organisation.
Accessing this feature
Go to Time Tracking
How to use it
Once you are on the Time Logs page, you will see a dashboard designed to give you a clear overview. The dashboard is easy to use.
You'll see a list of time entries, usually sorted by the most recent first. At the top, you'll find some filter options.
Choose Your Filters (Optional but Recommended!): This is where you can really narrow down what you want to see. You'll typically find options like:
Date Range: Click on the date fields to select a specific start and end date (e.g., "Last Week," "This Month," or a custom range). This is useful for looking at weekly payroll or monthly project summaries.
User/Team Member: Want to see only one person's time? Select their name from the dropdown list.
Project: If you've set up different projects (like "Summer Tours Marketing" or "Website Redesign"), you can filter entries related to a specific project.
Task: If your team logs time against specific tasks within projects (e.g., "Designing Brochure," "Customer Service Calls"), you can filter by those too.
After you've chosen your desired filters, make sure to click the Apply Filters or Search button. This will refresh the list to show only the entries that match your selections.
Now you'll see a clearly organised list of time entries. Each entry usually shows:
The date and time the work was done.
Who logged the time.
Which project and task it was for.
A brief description (if your team adds one – highly recommended!).
The duration (e.g., "2 hours 30 minutes").
At the bottom or top of your filtered list, you'll often see a summary showing the total hours for the selected entries. This is very helpful for quick reviews!
If you want to use this data elsewhere (like in a spreadsheet for payroll or analysis), look for an Export or Download CSV button. Clicking this will usually download a file that you can open in programs like Microsoft Excel or Google Sheets.
Tips
Make it a regular habit to check time logs weekly or fortnightly. This helps you stay on top of things, spot trends early, and address any potential issues before they grow.
Encourage your team to add clear, concise descriptions to their time entries. Instead of just "Admin," suggest "Responding to booking enquiries for July tours" – it makes the logs so much more valuable for everyone!
Before payday, use the 'Date Range' and 'User' filters to quickly pull up each team member's total hours for the pay period. Then, simply export the data for easy payroll processing.
While not a performance review tool, time logs can help you identify if certain tasks consistently take too long or if a team member is regularly exceeding expectations. This can inform training or process improvements.
By understanding how much time is truly needed for different types of tours or operational tasks, you can make smarter decisions about scheduling staff and allocating resources for future projects.
If you estimate how long certain tasks or projects should take, compare those estimates against the actual time logged. This helps you refine your future planning and become more accurate in your quotes or internal projections.
Ensure everyone understands the importance of logging their time accurately and consistently. Training is beneficial in ensuring your time logs are a truly valuable resource.
Need help?
For further assistance, contact us at [email protected]