Work time

Keeping track of time spent on tasks lets you oversee how employees allocate their time to specific tasks or project milestones. Furthermore, within projects, comparing the projected time allocation with the actual recorded work time aids in assessing the precision of initial estimates. This insight facilitates more accurate time allocation for similar tasks in future projects.

Activating the work time module

To activate the work time module for your organization, the system administrator follows these steps:

1. Go to the System Settings tab in the Administration menu.
2. Select Time tracking.
3. Enable the module by toggling the switch. The work time module is now active for your organization.

Recording Working Time

As a logged-in user, you can record your own work time. Note that you cannot record work time for another user.

Recording work time on a schedule item without previous records

1. Go to the Schedule tab, find the task in the list or in the schedule item panel, and click Time tracking.
   
2. In the Register time tracking window that opens, enter the hours/minutes spent on the task for a specific day (e.g., 2:30 for 2 hours and 30 minutes).
3. Optionally, change the date to record work time for a different day (default is today’s date) and add a comment.
4. Click Save to display the recorded work time in the Time tracking field.

Recording work time on a schedule item with previous records

1. On the Schedule tab, click the Time tracking field in the schedule list or the schedule item panel.
2. In the Time tracking window that opens, click Add.
3. In the Register time tracking window that opens, enter the hours/minutes spent on the task for a specific day (e.g., 2:30 for 2 hours and 30 minutes).
4. Optionally, change the date to record work time for a different day (default is today’s date) and add a comment.
5. Click Save to display the recorded work time in the Time tracking field.

Recording work time on non-project tasks without previous records

1. Go to the Tasks tab.
2. Select the task for which you want to record work time.
3. In the task panel that opens, click the Time tracking field.
4. In the Register time tracking window that opens, enter the hours/minutes spent on the task for a specific day (e.g., 2:30 for 2 hours and 30 minutes).
5. Optionally, change the date to record work time for a different day (default is today’s date) and add a comment.
6. Click Save to display the recorded work time in the Time tracking field.

Recording work time on non-project tasks with previous records

1. Go to the Tasks tab.
2. Select the task for which you want to record work time.
3. In the task panel that opens, click Time tracking.
   
4. In the Register time tracking window that opens, enter the hours/minutes spent on the task for a specific day (e.g., 2:30 for 2 hours and 30 minutes).
5. Optionally, change the date to record work time for a different day (default is today’s date) and add a comment.
6. Click Save to display the recorded work time in the Time tracking field.

You can edit or delete recorded work time by clicking on a registered entry in the Time tracking window or the Time tracking tab.

User work time report

In the Time tracking tab, two views are available: List and Calendar.

By default, the list of the user’s work time entries is displayed. The user who made the entries can edit or delete them. The list allows grouping the recorded time according to set categories.

The Calendar view contains a table with the user’s work time sums for tasks, grouped by projects. Work time is summed up by calendar days. If no work time is recorded on a given day, the cell remains empty.

Changing the range of displayed work time records

1. Go to the Time tracking tab. A list of work time entries recorded by the logged-in user opens, with the current month set as the default range.
2. Click the arrows next to the range to switch to the previous or next month.
3. Click the Range button. A calendar appears.
4. Select the desired month from the list. The list of work time entries adjusts to the selected range.

Grouping the list of recorded work time entries

1. Go to the Time tracking tab.
2. Click the Group by button. A list of available grouping categories appears.
3. Select the desired grouping option. If necessary, repeat this step to add another grouping level. The recorded work time entries are grouped according to the order of the selected grouping options.

Viewing recorded work time entries on the Calendar

1. Go to the Time tracking tab.
2. Open the Calendar view.
3. In the Time or calendar day column, click a filled cell. A window appears with a list of individual entries recorded in the selected range. If only one entry was recorded, the edit window opens immediately.

Editing recorded work time on the List

1. Go to the Time tracking tab.
2. On the list, click the task name associated with the entry you want to edit. An edit window appears.
3. In the window that opens, edit the work time, date, and comment.
4. Click Save. The entry is updated.

Editing recorded work time on the Calendar

1. Go to the Time tracking tab.
2. Open the Calendar view.
3. In the Time or calendar day column, click a filled cell. A window appears with a list of individual entries recorded in the selected range. If only one entry was recorded, the edit window opens immediately.
4. Hover over the entry and click the pencil icon that appears at the end of the row. The recorded work time edit window appears.
5. In the window that opens, edit the work time, date, and comment.
6. Click Save. The entry is updated.

Exporting recorded work time

1. Go to the Time tracking tab.
2. Open the view you want to export: List or Calendar.
3. Click the Export button. An Excel file with the data available in the current view begins downloading.

Browsing other users work time

Users with the appropriate global permissions can view the work time of other employees in the Time tracking tab.

Selecting a user

1. Go to the Time tracking tab.
2. If you have permissions to view other users’ work time, a user list is available on the button bar. By default, the logged-in user is selected.
3. Click the list and select another user.
4. The view displays the work time recorded by the selected user.

Tracking users' work time on the project

The Time tracking tab in a project shows the total work time recorded on the project by individual project members.

You can customize this view by filtering items by name and changing the zoom (data aggregation period) using the Zoom slider.

Opening the project Time tracking tab

1. In the project, go to the Time tracking tab. It shows the project members who recorded work time during the selected period and a section of the timeline showing the total work time recorded on the project by individual project members.
   

Zooming in on the project Time tracking tab

1. In the Time tracking tab, grab and drag the Zoom slider.
2. The work time recorded by users is aggregated according to the selected zoom level.

Exporting data from the project Time tracking tab

1. On the Time tracking tab, click the Export button. A list of available export options expands.
2. Select the file format to which you want to export the data from the Time tracking tab (or the visible part of it, if filters are applied).
3. The file with a .pdf or .png extension (depending on the export option selected) is downloaded. It contains a timeline with data from the Time tracking tab (or the visible part of it if filters are applied).

Reminder about time registration

When the Time tracking module is active, the system allows you to enable a function that monitors work time recording. A reminder message is displayed if a user reports a task as completed without logging their work time. To enable this feature, the system administrator follows these steps:

1. Go to the System Settings tab in the Administration menu and select Time tracking.
2. Enable the Unrecorded time tracking warning toggle.

Total workload and work time in project reports

In Projects type reports, you can add columns that display total workload and work time.

• Workload: The sum of the workload of all tasks in the project.
• Work Time: The sum of the logged work time across all tasks in the project.

By default, these columns are not visible. To add them to your report, click the Columns button and select them from the list of available fields.

Reporting work time in the mobile app

The FlexiProject mobile app now lets users report work time directly from a task, just like in the web version. This is convenient for people working in the field who don’t have a computer at hand.

To log work time from the mobile app:

1. Go to the Tasks tab in the app.
2. Select the task on which you spent time.
3. Choose Report work time.
4. Enter the date, the time spent on the task, and an optional comment.
5. Save the entry.

Logged entries appear in the same place as entries made from the web application and follow the same permission and configuration rules — see Enabling the work time module and Recording work time.