allows you to log and manage time spent on projects and tasks. This ensures accurate guest billing and helps you allocate resources effectively, for example, by identifying which experiences require more staff time. This leads to improved operational efficiency.
Accessing this feature
Time entry management can be accessed through these pathways: Go to the Time Tracking module from the main navigation menu for an overview of all your time entries. To track time against a specific project or task, go to Projects, select the relevant project, and then locate the Time or Time Tracking tab within its details.
How to use it
Initiate a New Time Entry
Go to the Time Tracking module or a specific project's time tab.
Select the Add Time Entry or Start Timer option.
If starting a timer, the system will begin recording elapsed time immediately. If manually adding an entry, you will proceed to input details directly.
Associate Time with Projects and Tasks
Each time entry must be linked to a specific project.
From the project dropdown menu, select the relevant project.
If applicable, further specify the particular task or activity within that project. This ensures accurate categorisation and reporting for all logged hours.
Provide Detailed Descriptions
Enter a clear and concise description of the work performed during the tracked period.
This description is vital for understanding the nature of the work, especially for guest invoicing and project reviews.
Ensure the description is specific enough to convey the activity without ambiguity.
Manage Active Timers (Start/Pause/Stop)
When using the timer, you can start, pause, and stop it as needed.
Pausing the timer temporarily suspends recording, allowing you to resume when you return to the task.
Stopping the timer finalises the entry, prompting you to Save the recorded duration.
Manually Entering Time
For work not tracked with the timer, or to adjust existing entries, select the Manual Entry option.
Input the start and end times, or the total duration, for the activity.
Ensure the date is correct, and associate the entry with the appropriate project and task, along with a description.
Reviewing and Editing Time Entries
All recorded time entries are visible within the Time Tracking module or the project-specific time tab.
You can review your daily, weekly, or monthly entries.
To edit an entry, select it and modify details such as project, task, description, or duration.
Save changes to update the record.
Deleting Time Entries
If a time entry was created in error or is no longer required, it can be deleted.
Select the entry you wish to remove and confirm the deletion prompt.
Exercise caution when deleting entries, as this action is typically irreversible and impacts project records.
Filtering and Reporting on Time Data
The Time Tracking module includes filtering options to view entries by project, date range, user, or status.
Use these filters to generate specific views of your time data.
Basic reports can often be exported to provide a summary of tracked hours for analysis or billing purposes.
Key Capabilities
Time Tracking: Initiate and manage a timer for immediate, accurate recording of work duration.
Manual Time Entry: Flexibility to add time entries retrospectively with precise start/end times or total duration.
Project and Task Association: Directly link time entries to specific projects and individual tasks for granular reporting.
Detailed Activity Descriptions: Capture comprehensive notes for each time entry, enhancing clarity for billing and project management.
Reporting and Analytics: Generate reports to analyse time spent per project, task, or team member, aiding in resource optimisation and profitability analysis.
Approval Workflows: Support for submitting time entries for review and approval by project managers or administrators (where configured).
Configurable Billing Rates: Apply specific hourly rates to projects or tasks, facilitating automated calculation of billable amounts.
Tips
Track consistently: Log time at the end of each workday to maintain accuracy and prevent estimation errors.
Be specific with descriptions: Use clear, concise language to describe activities. This detail is crucial for guest billing and internal project reviews.
Categorise accurately: Always associate time with the correct project and task. Incorrect categorisation can lead to skewed project data and inaccurate reporting.
Review entries regularly: Periodically review your time entries (daily or weekly) to ensure all hours are accounted for and correctly categorised.
Use for project planning: Use historical time data to improve future project estimations, resource allocation, and budget forecasting.
Educate team members: Ensure all team members understand the importance of accurate time tracking and are proficient in using the feature.
Synchronise with milestones: Align your time tracking efforts with project milestones and deadlines to monitor progress and identify potential delays proactively.
Need help?
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