Overview
Time tracking is essential for understanding your project's progress and continually refining your processes. Our goal with GUIDE 2.0 enhancements to the Time Tracking feature was simple: make time entry easier, faster, and friction-free.
User Access
Admins can create Time Tracking Categories & Billing Profiles in Company Details' Settings, enter time across all projects, and see Time Tracking reports tied to all projects. Managers can enter time across all projects and see Time Tracking reports tied to all projects. Guides, Task Owners, and Contributors can enter time on their assigned projects and see time tracking reports tied to their own projects. Observers & Third Parties do not have any visibility into Time Tracking. Customers can see allotted hours on a project, should that visibility be provided.
Time Categories
Time Categories have moved from out of the Settings menu, to a tab within the Time Tracking page. Categories are used to set different billing rates within the same project, allowing for more granular cost and reporting based on who was involved on the project.
To add a new category, click the “+ Add Time Category” button, then populate the fields in the drawer. To edit an existing category, click on the name of the category to open the drawer.
Each category should have a Name, Description, Rate, and determination of Billable vs. Non-Billable.
Time Records
The Time Records page is the input page where you can enter time for any project or any task within a project.
On this page you can filter to see projects in a variety of ways.
User - Filter by user to see which projects they are a part of, this will default to your user when you land on the page
Project - Filter by a specific project that you have visibility into
Task - Search for a specific task
Date Range - The page allows you to add and view time within a one week window
The green number to the right of a Project is an indication of how many tasks exist on that project. Click the arrow to expand.
Entering Time - Time Records
Clicking into any of the “cells” will open a modal window where you can populate the number of hours and minutes, select a category, and make a comment and have it attributed to a specific user.
Interpreting the View
Once you start adding time to projects and tasks the page will begin to populate with values. Below is an example of how to read the page:
The project “11.30 Project Sync” has 5 tasks associated with it. Throughout the week, the project and the tasks within the project have had 4 hours of time tracked. This is made up of 2.5 hours tracked directly against the project on Tuesday, .5 hours of time logged against the task of “Checklist 2”, and 1 hour of time logged against the task of “Initiate Sync”, both of which occurred on Monday.
As you look at the totals, you can see there is a breakout of Weekly Total versus Total Time tracking on the individual tasks and project.
Tracking Time - Plan View
Within a project users can track time at either the Project level or the Task level. Here are the workflows for each:
Project Time: To track time against a specific project, click the kebab menu in the upper right corner of the Plan View and select “Enter Time on Project”.
Clicking this will send the user to the Time Tracking page, filtered to display the specific project. A user can then enter their time and once entered, click the back arrow in the browser navigation bar to return to their project.
Task Time: Tracking time on tasks is now simpler than ever. Click on any task in the Plan View and select the Time Tracking Tab in the task drawer. Enter time and "Add Time Record". You will also now see the history of time entries for the task.