Time Tracking Calendar

The Calendar tab visualizes time entries on a timeline, transforming raw hour logs into a visual narrative of when work happens. See patterns in your team's work rhythm, identify scheduling conflicts, and understand how effort distributes across days and weeks.

Interface Overview

The Calendar view organizes time data chronologically:

Filter Bar

Period Dropdown: Select the timeline scope:

• Last 7 Days
• Last 14 Days
• Last 30 Days
• This Month
• Last Month

User Filter: When viewing team data, filter to specific members.

Summary Stats: Quick totals showing sessions count and total hours.

Refresh: Reload timeline data.

Timeline Display

The main view shows days as rows with sessions as blocks:

Day Header:

• Month abbreviation (Jan, Feb, etc.)
• Day number
• Day name (Monday, Tuesday, etc.)
• Today badge for current date
• Weekend/holiday indicators

Session Blocks:

• Time range (start - end)
• Duration
• Task name
• User avatar (in team view)

Day Structure

Each day in the timeline shows:

Date Badge

A visual indicator in the left column:

• Today: Green background with "Today" badge
• Non-work days: Yellow/amber background (weekends, holidays)
• Regular days: Standard background

Sessions List

Work sessions appear as horizontal blocks showing:

Day Summary

Each day shows aggregate metrics:

• Total hours worked
• Session count
• Comparison to expected hours

Session Details

What Is a Session

A session represents continuous work time. When you start a timer, work, then stop—that's one session. Multiple sessions can occur per day.

Single task: One timer start/stop = one session Multiple tasks: Each task's timer creates separate sessions Manual entries: Appear as sessions at logged time

Session Information

Click a session to see:

• Full task title and path
• Exact start and end times
• Duration breakdown
• Notes attached to entry
• Billable status

Session Grouping

Sessions group by day. Within each day:

• Chronological ordering
• No overlap (sessions are sequential)
• Gaps show unlogged time

Visual Indicators

Today Highlighting

Today's row stands out with:

• Accent-colored date badge
• "Today" label
• Slightly different background

This helps quickly locate current-day activity.

Non-Work Days

Days outside the work schedule show differently:

• Amber/warning colored date badge
• Lower visual emphasis
• Still shows sessions if any exist

Configure work schedules in Workspace Settings to set expected working days.

Empty Days

Days with no logged time appear with minimal styling. This helps identify gaps in time tracking.

Time Patterns

The Calendar view reveals patterns invisible in list views:

Peak Hours

See when most work happens:

• Early morning focus time
• Post-lunch productivity
• Evening catch-up sessions

Use case: Schedule meetings outside peak focus hours.

Work Distribution

Understand how effort spreads:

• Evenly distributed days suggest steady workflow
• Clustered sessions may indicate deadline pressure
• Weekend work signals potential overload

Session Duration

Observe typical work block lengths:

• Short sessions (< 1 hour): May indicate interruptions
• Long sessions (> 4 hours): May need breaks
• Consistent durations: Healthy work rhythm

Work Schedule Integration

The Calendar integrates with your configured work schedule:

Expected Hours

If work schedule is configured:

• Expected daily hours shown for reference
• Comparison: logged vs expected
• Over/under indicators

Non-Working Days

Weekends and holidays:

• Marked with distinct styling
• Work on these days flagged
• Useful for overtime tracking

Configuration

Set up work schedules in: Workspace Settings → Work Schedule

Define:

• Working days (Mon-Fri typical)
• Hours per day
• Holidays and exceptions

Filtering Options

By Period

Select timeframes to analyze:

By User

When viewing team data:

• "All" shows everyone's sessions
• Select individual to focus on one person
• Useful for 1:1 reviews

Use Cases

Personal Time Review

Review your own week:

1. Set period to "Last 7 Days"
2. Filter to your user
3. Identify when you're most productive
4. Plan next week around patterns

Team Standup

During team meetings:

1. Set period to "Yesterday" or recent days
2. View all users
3. Quick visual of who worked on what
4. Identify blockers from logged notes

Workload Assessment

For managers:

1. Set period to "Last 14 Days"
2. Compare sessions across team
3. Identify who's overloaded (many sessions, long hours)
4. Identify who might have capacity

Retrospective Analysis

For sprint reviews:

1. Set period covering sprint dates
2. View team timeline
3. Identify crunch periods
4. Note patterns to address

Navigation

Scrolling

The timeline scrolls vertically through days. Most recent days appear at top.

Day Details

Click any day header to:

• See detailed breakdown
• Navigate to Log view filtered for that day
• Quick stats for just that date

Session Actions

From session blocks:

• Click task name to open task detail
• Click user avatar to filter to that person
• Hover for quick preview

Empty States

No Sessions Message

When the selected period has no logged time:

"No sessions logged" "Start tracking time to see your work timeline"

Actions:

• Check filter settings
• Verify date range
• Navigate to tasks to start logging

Sparse Data

Few sessions across many days may indicate:

• Time tracking not adopted
• Entries logged manually without timestamps
• Filter too restrictive

Comparison Features

vs. Last Period

When available, comparisons show:

• Hours this period vs. last
• Sessions this period vs. last
• Trend direction (↗ increasing, ↘ decreasing)

vs. Expected

If work schedule configured:

• Actual logged vs. expected hours
• Percentage of goal met
• Visual progress indicator

Best Practices

Regular Check-ins

Review your calendar weekly:

• Identifies tracking gaps early
• Reveals productivity patterns
• Informs schedule adjustments

Pattern Recognition

Look for:

• Consistent start times (stable routine)
• Variable end times (scope creep?)
• Weekend sessions (potential burnout)

Context Notes

When logging time, add notes to sessions. They appear in calendar view, making future review more meaningful.

Work Schedule Setup

Configure your work schedule to maximize calendar insights. Without it, you miss comparison data that makes the view valuable.

Troubleshooting

Calendar shows no data:

• Check selected period covers logged time
• Verify user filter includes relevant people
• Confirm time entries exist (check Log tab)

Days appear empty but time was logged:

• Manual entries without specific times may not show
• Verify entries have timestamp data
• Check if entries are assigned to correct project

Non-work days not highlighted:

• Work schedule may not be configured
• Navigate to Workspace Settings → Work Schedule
• Set your working days and hours

Sessions overlap or look wrong:

• Timer may have been left running
• Multiple quick start/stops create multiple sessions
• Edit entries in Log tab to correct times

Permissions

Calendar visibility follows time tracking permissions:

Detailed session information respects privacy settings.

Time Tracking Charts

The Charts tab transforms time data into visual insights. Graphs and charts reveal patterns that spreadsheets hide: where time actually goes, how effort distributes across the team, and whether tracked hours match expectations.

Note: This is a Pro feature.

Interface Overview

The Charts view presents multiple visualizations:

Filter Controls

User Selection: Filter charts to specific team members or view aggregate.

Period Selection: Choose date ranges for analysis:

• This Week
• Last Week
• This Month
• Last Month
• Custom Range

Resume Section: Summary statistics including total hours, period dates, and user contribution.

Chart Types

Multiple chart types provide different perspectives:

1. Time Distribution - Where hours go
2. Trend Analysis - Hours over time
3. Team Comparison - Effort by person
4. Billable Breakdown - Billable vs. non-billable

Time Distribution

What It Shows

A pie or donut chart breaking down hours by category:

• By Task Type
• By Project
• By User
• By Priority

Reading the Chart

Segments: Each slice represents a category Size: Proportional to hours logged Colors: Consistent per category Legend: Labels identifying each segment

Insights

Large segments reveal where effort concentrates:

• One task consuming 40% of time? May need decomposition
• Support work at 30%? Factor into capacity planning
• Even distribution? Diverse workload

Trend Analysis

What It Shows

A line chart showing hours logged over time:

• X-axis: Days, weeks, or months
• Y-axis: Hours logged
• Line: Trend over selected period

Patterns to Identify

Consistent line: Steady work rhythm Spikes: Deadline crunches or incident response Dips: Holidays, blocked work, or tracking gaps Upward trend: Growing workload or team Downward trend: Decreasing scope or capacity issues

Time Granularity

Choose view granularity:

• Daily: Fine detail, best for recent periods
• Weekly: Smooth out daily variations
• Monthly: Long-term trends

Team Comparison

What It Shows

Bar chart comparing hours across team members:

• Each bar represents one person
• Bar height shows total hours
• May include breakdown (billable/non-billable)

Insights

Even bars: Balanced workload Uneven bars: Potential imbalance

Questions to ask:

• Why is one person's bar twice as tall?
• Is someone consistently under-logging?
• Are contractors billing as expected?

Use Cases

Workload balancing: Identify overloaded team members Capacity planning: Understand available bandwidth Performance review: Context for productivity discussions

Billable Breakdown

What It Shows

Comparison of billable vs. non-billable hours:

• Total split by billable status
• Percentage breakdown
• Trend over time

Why It Matters

For agencies: Direct revenue correlation For product teams: Development vs. overhead ratio For consultancies: Utilization rate calculation

Target Ratios

Healthy billable ratios vary by business:

Charts help track against targets.

Reading the Summary

Resume Section

At the top of charts, summary statistics show:

Period Start/End: The date range being analyzed Total Hours: Sum of all time in period Billable Hours: Revenue-generating time Non-Billable: Internal or administrative time Entry Count: Number of time entries

Interpretation

Compare these numbers across periods:

• Growing total? Team scaling or more work
• Shrinking billable %? Efficiency concern
• Entry count up but hours flat? Smaller tasks

Filter Interactions

User Filtering

Charts recalculate when you change user selection:

All Users: Aggregate team view Single User: Individual analysis Multiple Users: Comparison subset

Date Filtering

Change periods to see different perspectives:

Short periods (week): Tactical detail Medium periods (month): Sprint-level patterns Long periods (quarter): Strategic trends

Combined Filters

Stack filters for specific analysis:

• "Sarah" + "Last Month" = Sarah's monthly performance
• "All Users" + "This Week" = Team's current week

Common Analyses

Utilization Tracking

For billable hour businesses:

1. Set period to current month
2. View billable breakdown
3. Calculate: billable / total = utilization %
4. Compare to target

Project Profitability

Understanding effort per project:

1. Filter to specific project (if multi-project)
2. View time distribution
3. Note which task types consume most time
4. Compare to project budget

Sprint Capacity

Planning next sprint:

1. Set period to last sprint dates
2. View total hours available
3. Note holidays or PTO in period
4. Use as baseline for capacity

Estimation Improvement

Improving future estimates:

1. Compare estimated vs. actual per task type
2. Identify consistently over/under-estimated work
3. Build estimation multipliers

Exporting Charts

Image Export

Right-click charts to save as image:

• PNG format
• Includes legend and labels
• Suitable for presentations

Data Export

For underlying data:

1. Navigate to Log tab
2. Apply same filters
3. Export to Excel
4. Create custom charts

Chart Limitations

What Charts Don't Show

Context: Why hours were logged (check notes) Quality: More hours ≠ better work Blockers: Why time spiked or dropped Individual tasks: Use Log tab for detail

Data Requirements

Charts need sufficient data:

• Single entry? Not meaningful visualization
• One day? Use Log instead
• No data? Check filters and date range

Pro Feature Details

Charts is part of the Pro plan. Without Pro:

• Tab appears grayed
• Click shows upgrade prompt
• Basic totals available in Log tab

What Pro Adds

• All chart visualizations
• Historical trend analysis
• Team comparison views
• Billable breakdown tracking
• Export capabilities

Best Practices

Weekly Review

Every Monday:

1. Review last week's charts
2. Check team distribution
3. Note anomalies for standup
4. Plan current week adjustments

Monthly Reporting

For stakeholder updates:

1. Export key charts
2. Add context and commentary
3. Include action items
4. Track against previous months

Continuous Improvement

Use charts to drive process improvements:

• High overhead? Streamline processes
• Unbalanced workload? Redistribute tasks
• Dropping billable? Address root causes

Troubleshooting

Charts show no data:

• Verify date range contains logged time
• Check user filter isn't excluding everyone
• Confirm time entries exist in Log tab

Numbers don't match Log tab:

• Charts may aggregate differently
• Check if filters match between tabs
• Some entries might be excluded (archived, etc.)

Charts load slowly:

• Large date ranges take longer
• Try smaller periods first
• Browser performance varies

Can't access Charts tab:

• Verify Pro subscription is active
• Check workspace billing status
• Contact support if subscription shows active

Related Features

Log Tab: Detailed entry-level view Goals Tab: Target setting and progress Reports Tab: Formatted output for sharing Costs Tab: Financial analysis of time

Time Tracking Costs

The Costs tab connects time tracking to financial reality. Transform logged hours into cost calculations using team member rates, track project budgets against actual effort, and understand the financial implications of time spent.

Note: This is a Pro feature.

Interface Overview

The Costs view presents budget and cost analysis:

Filter Bar

Period Selection: Choose analysis timeframe:

• This Week
• Last Week
• This Month
• Last Month
• Custom Date Range

User Filter: Filter costs to specific team members.

Status Badge: Shows current budget status (On Track, At Risk, Over Budget).

Budget Summary Header

Key financial metrics displayed:

Visualization Sections

Multiple views of cost data:

• Budget progress bar
• Cost breakdown charts
• Team cost comparison
• Trend analysis

Understanding Costs

How Costs Calculate

Cost = Hours × Rate

Example:

• Sarah logs 8 hours
• Sarah's rate: $75/hour
• Cost: 8 × $75 = $600

Rate Sources

Rates may come from:

• User profile: Individual hourly rate
• Role default: Rate per role (Developer, Designer)
• Project override: Custom rate for specific project
• Client rate: What client is charged (different from cost)

Cost vs. Revenue

Cost: What you pay for time (internal rate) Revenue: What you charge for time (client rate) Margin: Revenue - Cost = Profit

Costs tab focuses on internal cost tracking.

Budget Configuration

Setting Project Budget

Budgets are configured in project settings:

1. Navigate to Project Settings
2. Find Budget section
3. Enter total budget amount
4. Set budget period (if applicable)
5. Save changes

Budget Types

Fixed budget: Total amount for entire project Monthly budget: Recurring allocation per month Milestone budget: Amount per project phase

Budget Alerts

Configure alerts for budget thresholds:

• 75% consumed: Warning notification
• 90% consumed: Critical alert
• 100% consumed: Over-budget notification

Budget Summary Metrics

Total Budget

The allocated project budget amount.

Display: Currency formatted (e.g., $50,000)

Spent

Sum of costs for logged time:

Spent = Σ (Entry Hours × User Rate)

Display: Currency formatted

Remaining

Available budget:

Remaining = Budget - Spent

Display: Currency formatted with color coding

• Green: Healthy remaining
• Yellow: Low remaining (< 25%)
• Red: Over budget (negative)

Progress Percentage

Visual representation:

Progress = (Spent / Budget) × 100

Display: Progress bar with percentage

Burn Rate

Spending velocity:

Burn Rate = Spent / Days Elapsed

Helps forecast when budget will deplete.

Cost Breakdown

By Team Member

See who's consuming budget:

By Task Type

Understand cost distribution:

By Time Period

Track spending over time:

Budget Status

On Track

Indicator: Green status badge

Meaning: Spending aligned with timeline

• Budget consumption matches project progress
• No immediate concerns
• Continue monitoring

At Risk

Indicator: Yellow/amber status badge

Meaning: Spending trending high

• Consuming budget faster than planned
• May over-budget if trend continues
• Action recommended

Over Budget

Indicator: Red status badge

Meaning: Budget exceeded

• Spent more than allocated
• Requires immediate attention
• Review scope and resources

Forecasting

Budget Forecast

Based on current burn rate, predict:

Projected Total: Expected final cost if pace continues Budget End Date: When budget will deplete Variance: Difference from plan

Forecast Factors

Forecasts consider:

• Historical burn rate
• Remaining timeline
• Team capacity
• Planned work

Scenario Planning

What-if analysis:

• "If we add a developer..."
• "If we extend deadline..."
• "If we reduce scope..."

Team Cost Analysis

Cost per Member

Compare team member costs:

• Hours contributed
• Hourly rate applied
• Total cost generated
• Percentage of budget

Rate Variations

Different rates affect costs:

• Senior developer at $100/hr vs junior at $50/hr
• Same hours, different cost impact
• Consider rate when assigning work

Cost Efficiency

Identify efficient allocation:

• Task completion vs. cost
• Quality vs. cost
• Timeline vs. cost

Common Workflows

Weekly Budget Review

Every week:

1. Open Costs tab
2. Check budget status
3. Review burn rate
4. Compare to plan
5. Address variances

Monthly Reporting

For stakeholder updates:

1. Generate month-to-date costs
2. Compare to monthly budget
3. Document significant items
4. Forecast remaining budget

Project Close-out

When project completes:

1. Final cost calculation
2. Budget vs. actual analysis
3. Margin assessment
4. Lessons learned

Client Billing

Before invoicing:

1. Review billable costs
2. Verify rates applied
3. Compare to contract
4. Generate billing report

Rate Management

Setting User Rates

Rates are configured in user or project settings:

1. Navigate to team member settings
2. Enter hourly rate
3. Set effective date (if rate changes)
4. Save

Rate Changes

When rates change:

• New rate applies going forward
• Historical entries use old rate
• Recalculation available if needed

Multiple Rates

Some scenarios need multiple rates:

• Internal cost rate
• Client billing rate
• Overtime rate

Configure as needed for your billing model.

Best Practices

Regular Monitoring

Check costs weekly:

• Early detection of issues
• Smaller corrections needed
• Better forecasting accuracy

Rate Accuracy

Keep rates current:

• Update after salary changes
• Review annually minimum
• Consider all cost factors

Budget Buffers

Include contingency:

• 10-20% buffer typical
• Accounts for unknowns
• Reduces over-budget risk

Clear Communication

Share cost status:

• Team awareness helps control
• Stakeholder transparency
• No surprise overruns

Troubleshooting

Costs show $0:

• Check if user rates are configured
• Verify time entries exist
• Confirm rate effective dates

Budget not showing:

• Budget may not be configured
• Check Project Settings → Budget
• Verify permissions to view budget

Costs don't match calculations:

• Check which rate is applied
• Verify date range
• Some entries may have custom rates

Burn rate seems wrong:

• Calculation based on working days
• Holidays may affect
• Check period boundaries

Permissions

Cost visibility is restricted:

Rates are especially sensitive—often owner/manager only.

Pro Feature Details

Costs is part of the Pro plan. Without Pro:

• Tab prompts upgrade
• Basic time totals in Log tab
• No cost calculations

What Pro Adds

• Full cost calculations
• Budget tracking
• Burn rate analysis
• Cost forecasting
• Team cost comparison

Related Features

Time Tracking Entries: Raw time data Reports: Formatted cost reports Project Settings: Budget configuration Team Settings: Rate configuration

Time Tracking Goals

The Goals tab helps teams set productivity targets and measure progress against them. Define daily and weekly hour goals, track achievement rates, and understand how actual work compares to expectations.

Note: This is a Pro feature.

Interface Overview

The Goals view combines target setting with progress visualization:

Filter Bar

Period Selection: Choose analysis timeframe:

• This Week
• Last Week
• This Month
• Last Month
• Custom Range

Refresh: Update goal calculations with latest data.

KPI Statistics Bar

Six key metrics display across the top:

Progress Visualizations

Multiple displays show goal achievement:

• Weekly progress gauge
• Daily breakdown chart
• Trend comparison
• Heat map of goal achievement

Understanding Goals

What Is a Goal

A goal is a target number of hours:

Daily goal: Hours expected per working day (e.g., 8 hours) Weekly goal: Hours expected per week (e.g., 40 hours)

Goals create accountability and help identify when work patterns deviate from expectations.

Why Set Goals

Personal accountability: Know if you're tracking enough time Team alignment: Ensure everyone logs similar amounts Client commitments: Meet contractual hour requirements Capacity planning: Understand available bandwidth

Goal Sources

Goals may come from:

• Workspace work schedule (default hours)
• Project requirements (contractual)
• Personal targets (self-set)
• Role expectations (manager-defined)

Weekly Progress Gauge

What It Shows

A circular gauge displaying progress toward weekly goal:

Center: Current progress percentage Ring: Visual progress fill Target: Weekly hour goal

Reading the Gauge

Color Coding

Progress colors indicate status:

• Green: On track or ahead
• Yellow: Slightly behind
• Red: Significantly behind

Daily Breakdown Chart

What It Shows

Bar chart displaying hours per day against daily goal:

X-axis: Days of the period Y-axis: Hours logged Target line: Daily goal threshold Bars: Actual logged hours

Pattern Recognition

Consistent bars at target: Healthy routine Variable bars: Inconsistent schedule Many below target: Tracking gap or capacity issue Many above target: Potential overwork

Day Indicators

Bars are color-coded:

• Green bar: Met or exceeded daily goal
• Yellow bar: Close to goal (80-99%)
• Red bar: Significantly under goal
• Grey bar: Non-working day (weekend)

Goal Achievement Metrics

Days Met Goal

Count of days where logged hours ≥ daily goal.

Example: If daily goal is 8 hours and you logged 8+ hours on 15 days, "Days Met Goal: 15"

Goal Completion Rate

Percentage of working days that met the goal:

Goal Completion Rate = (Days Met Goal / Total Working Days) × 100

Example: 15 days met goal out of 20 working days = 75%

vs. Last Period

Comparison to previous equivalent period:

• ↗ Positive %: More hours than last period
• ↘ Negative %: Fewer hours than last period

Comparison Features

Period Comparison

Compare current period to previous:

Target vs. Actual

Visual comparison of goals versus logged:

Target weekly: 40 hours (configured) Actual logged: 38 hours Variance: -2 hours (5% under)

Setting Goals

Default Goals

Goals default from workspace work schedule:

• Daily: Hours per day setting
• Weekly: Hours per day × working days

Example: 8 hours/day × 5 days = 40 hours/week

Configuring Work Schedule

To adjust default goals:

1. Navigate to Workspace Settings
2. Select Work Schedule section
3. Set daily expected hours
4. Set working days
5. Save changes

Goals in the tab update to reflect new settings.

Personal Goals

For personal targets different from team defaults:

• Currently tied to workspace schedule
• Feature request: personal goal override
• Track personally using external targets

Use Cases

Personal Productivity

Track your own consistency:

1. Set daily goal matching expectations
2. Check Goals tab weekly
3. Note days below target
4. Adjust work habits accordingly

Team Management

Monitor team tracking:

1. Review each member's hit rate
2. Identify consistently under-tracking members
3. Discuss in 1:1s
4. Address barriers to logging

Client Billing

Ensure contractual compliance:

1. Set weekly goal to contract hours
2. Track progress throughout billing period
3. Alert if falling behind
4. Adjust to meet commitments

Utilization Tracking

For agencies measuring billable utilization:

1. Set target billable hours
2. Compare to logged billable time
3. Calculate utilization percentage
4. Report to leadership

Best Practices

Realistic Goals

Set achievable targets:

• Too low: No challenge, false sense of success
• Too high: Constant failure, demotivating
• Just right: Achievable with focus

Consistent Tracking

Goals only work if time is logged:

• Timer habit every task
• End-of-day review
• Weekly catch-up for gaps

Context Awareness

Goals should account for:

• Meeting-heavy days (less task time)
• Holidays and PTO
• Context switching overhead
• Non-billable necessities

Progressive Adjustment

Adjust goals based on reality:

• Start with team average
• Adjust based on actual capacity
• Increase gradually as habits form

Interpreting Results

Consistently Meeting Goals

If you always hit 100%:

• Goals may be too easy
• Consider increasing target
• Or excellent time management—well done!

Rarely Meeting Goals

If hit rate is below 60%:

• Goals may be unrealistic
• Time tracking may be incomplete
• External blockers may exist
• Discuss with manager

Highly Variable Results

If some days 150%, others 30%:

• Schedule may be inconsistent
• Task switching frequent
• Consider time blocking
• Review calendar for patterns

Heat Map View

What It Shows

A grid showing goal achievement by day:

Green: Met goal Yellow: Close to goal Red: Missed goal

Pattern Spotting

Look for patterns:

• Fridays often red? Review end-of-week habits
• Mondays yellow? Meeting-heavy start of week
• Random? Unpredictable workload

Troubleshooting

Goals show zero progress:

• Verify time entries exist in Log tab
• Check date range includes logged time
• Confirm work schedule is configured

Hit rate seems wrong:

• Calculation uses working days only
• Weekends excluded by default
• Holidays may affect count

Goals don't match expectations:

• Check Workspace Settings → Work Schedule
• Verify daily hours setting
• Confirm working days selection

No comparison data:

• Need previous period data
• First month may lack comparison
• Ensure consistent tracking history

Pro Feature Details

Goals is part of the Pro plan. Without Pro:

• Tab shows but prompts upgrade
• Basic hours visible in Log tab
• No goal setting or tracking

What Pro Adds

• Goal setting and tracking
• Progress visualizations
• Comparison analysis
• Achievement metrics
• Heat map view

Related Features

Work Schedule: Configure expected hours Log Tab: View individual entries Charts Tab: Visualize patterns Reports Tab: Generate summaries

Time Entries Log

The Log tab is your central hub for viewing, searching, filtering, and managing all time entries within a project. Every hour logged—whether by timer or manual entry—appears here in chronological order with full detail.

Interface Overview

The Log tab organizes information in distinct zones:

Filter Bar

Located at the top, the filter bar contains:

User Selection: Filter entries by team member. Click user avatars to toggle individual users or use "All" to see everyone's time.

Period Dropdown: Quick date range selection:

• Today
• This Week
• Last Week
• This Month
• Last Month
• This Year
• Custom (opens date picker)

Custom Date Range: When selecting "Custom," date pickers appear for precise start and end dates. Click "Apply" to filter.

Refresh Button: Reload entries to see latest data.

Export Button: Download entries as Excel spreadsheet.

Statistics Bar

Below filters, six key metrics display:

These update dynamically as you change filters.

Search Bar

A search field allows text-based filtering:

• Search by task name
• Search by description/notes
• Press Enter to search
• Click "Clear" to reset

Entries Table

The main table displays each time entry with columns:

Managing Entries

Viewing Entry Details

Click any entry row to expand details. The expanded view shows:

• Full task path (Sprint > User Story > Task)
• Complete notes text
• Creation timestamp
• Edit history if modified

Editing Entries

To modify an entry:

1. Locate the entry in the table
2. Click the edit icon (pencil)
3. Modify duration, date, or notes
4. Save changes

Restrictions:

• You can only edit your own entries unless you're a manager
• Some entries may be locked after billing export
• Changes are logged in activity history

Toggling Billable Status

Each entry shows a billable indicator:

• Filled indicator: Billable (will appear on invoices)
• Empty indicator: Non-billable (internal time)

Click the indicator to toggle status. The statistics bar updates immediately to reflect the change.

Deleting Entries

To remove an entry:

1. Find the entry to delete
2. Click delete icon (trash)
3. Confirm deletion in dialog

Warnings:

• Deleted entries cannot be recovered
• Entries included in generated reports may still show
• Consider editing to zero hours instead of deleting for audit trails

Filtering Techniques

By Team Member

Use user selection for team filtering:

Single user: Click one avatar to see only their entries Multiple users: Click multiple avatars to combine All users: Click "All" to reset selection

This helps answer: "How much time did Sarah log last week?"

By Date Range

Quick periods: Use dropdown presets for common ranges Custom range: Select custom, then pick exact start/end dates Apply: Click Apply button to update view

This helps answer: "What did we log during sprint 23?"

Combined Filtering

Filters stack together. For example:

1. Select user "John"
2. Set period "Last Month"
3. Search "API"

Result: John's entries from last month containing "API" in task name or notes.

Exporting Data

Excel Export

Click the Export button to download entries:

Export includes:

• All entries matching current filters
• Task details and codes
• User information
• Duration and dates
• Billable status
• Notes

File format: Excel (.xlsx) compatible with Microsoft Excel, Google Sheets, and Numbers.

Export Uses

Client billing: Export billable entries for invoice generation Payroll: Export by user for timesheet verification Project analysis: Export by project for effort analysis Audit: Export all entries for compliance review

KPI Bar Details

Period Start/End

Shows the effective date range being viewed. For preset periods (This Week, Last Month), dates are calculated automatically.

Total Hours

Sum of all duration values. Format displays hours and minutes (e.g., "42h 30m").

Calculation: Σ all entries.duration

Billable Hours

Sum of durations where billable = true.

Color coding: Green indicates positive billable time.

Non-Billable Hours

Sum of durations where billable = false.

Color coding: Muted/grey indicates internal or non-revenue time.

Entries Count

Total number of time entries displayed.

Note: This counts entries, not unique tasks. One task may have multiple entries.

Search Capabilities

What You Can Search

The search field matches against:

• Task title
• Task code (e.g., "PROJ-123")
• Entry notes/description
• User name (in some contexts)

Search Tips

Exact task: Enter the task code for precise results Broad search: Enter partial keywords Clear search: Click Clear or press Escape

Search Behavior

• Search is case-insensitive
• Results update on Enter (not live as you type)
• Empty search shows all entries

Table Interactions

Sorting

Click column headers to sort:

• Date: Newest/oldest first
• Duration: Longest/shortest first
• User: Alphabetical by name

A sort indicator shows current sort column and direction.

Pagination

For large entry sets, pagination controls appear:

• Page numbers for direct navigation
• Previous/Next arrows
• Entries per page selector (if available)

Common Workflows

Daily Review

At day end:

1. Filter to "Today"
2. Verify all tasks have logged time
3. Check billable status is correct
4. Add notes for context

Time investment: 2-3 minutes daily saves hours of catch-up later.

Weekly Submission

For weekly timesheet approval:

1. Filter to "This Week"
2. Select your user only
3. Review total hours against expectations
4. Export if needed for submission
5. Note any discrepancies

Client Billing

Before invoicing:

1. Filter to billing period
2. Filter to billable only (if option exists)
3. Verify client-facing task names are clear
4. Export for invoice attachment
5. Mark entries as billed (if workflow supports)

Sprint Analysis

For retrospective:

1. Filter to sprint dates
2. Compare estimated vs actual per task
3. Identify over/under-estimated work
4. Export for documentation

Troubleshooting

No entries showing:

• Check filter settings—may be too restrictive
• Verify date range includes logged entries
• Ensure user selection includes relevant team members
• Try "Clear" to reset all filters

Wrong totals:

• Verify filters match expected range
• Check for duplicate entries (same task, same time)
• Remember totals only include visible entries

Can't edit entry:

• Check if you created the entry
• Verify manager permissions if editing others' time
• Entry may be locked after billing export

Export empty:

• Export respects current filters
• Clear filters if expecting more data
• Check for browser download permissions

Search not finding entries:

• Search matches task titles and notes
• Try shorter search terms
• Check spelling

Permissions

Entry editing may be further restricted by project settings.

Time Tracking Reports

The Reports tab generates formatted time reports suitable for client billing, internal review, payroll processing, and compliance documentation. Transform raw time entries into professional summaries with configurable parameters and export options.

Note: This is a Pro feature.

Interface Overview

The Reports view provides report configuration and generation:

Filter Controls

Period Selection: Define report date range:

• This Week
• Last Week
• This Month
• Last Month
• Custom Range (precise start/end dates)

User Filter: Include specific team members or all users.

Project Filter: Report on specific projects (if multi-project).

Report Options

Report Type: Select format and focus:

• Summary Report
• Detailed Report
• Client Report
• Team Report

Grouping: Organize entries by:

• Date
• User
• Task
• Project

Include Options:

• Notes/descriptions
• Billable status
• Task codes
• Subtotals

Output Section

Generated reports display in-page with export actions.

Report Types

Summary Report

High-level overview with aggregated totals:

Contents:

• Period covered
• Total hours
• Billable/non-billable split
• By-user totals
• By-project totals

Use case: Executive summaries, quick overviews.

Detailed Report

Full entry-level listing:

Contents:

• Every time entry
• Date, user, task, duration
• Notes for each entry
• Running totals
• Daily subtotals

Use case: Audit trails, comprehensive records.

Client Report

Professional format for external sharing:

Contents:

• Clean presentation
• Company branding (if configured)
• Billable entries only (or option)
• Task descriptions without internal codes
• Summary and optional detail

Use case: Invoice attachments, client communication.

Team Report

Focus on individual contributions:

Contents:

• Per-member breakdown
• Individual totals
• Daily patterns
• Comparison metrics

Use case: Performance reviews, resource planning.

Configuring Reports

Date Range Selection

Preset Periods:

1. Click period dropdown
2. Select from options (This Week, Last Month, etc.)
3. Report recalculates

Custom Range:

1. Select "Custom" from dropdown
2. Pick start date from calendar
3. Pick end date from calendar
4. Click Apply

User Filtering

All Users: Report includes entire team Specific Users: Select individuals to include Your Time Only: Filter to just yourself

Project Scoping

When working with multiple projects:

• Select specific project for focused report
• Or include all for aggregate view

Grouping Options

How entries organize in report:

Choose based on report audience and purpose.

Report Content Options

Include Notes

When enabled:

• Entry descriptions appear
• Useful for justifying time
• Adds report length

When disabled:

• Cleaner, shorter report
• Just facts: task, duration, date

Show Billable Status

When enabled:

• Each entry marked as billable or not
• Subtotals by billable status
• Essential for billing reports

When disabled:

• Simplified view
• All entries treated equally

Task Codes

When enabled:

• Task identifiers shown (PROJ-123)
• Reference for follow-up
• Technical audience

When disabled:

• Task names only
• Cleaner for clients

Subtotals

When enabled:

• Running totals per section
• Daily subtotals
• Category subtotals

When disabled:

• Just grand totals
• Faster to scan

Generating Reports

Preview

Before export, preview in browser:

1. Configure report parameters
2. Click "Generate" or "Preview"
3. Review output on screen
4. Adjust parameters if needed

Refresh

After parameter changes:

• Click Refresh to regenerate
• New data appears immediately
• Previous preview replaced

Exporting Reports

Export Formats

PDF: Professional document format

• Print-ready
• Consistent rendering
• Client-safe

Excel (XLSX): Spreadsheet format

• Editable
• Sortable
• Pivot table capable

CSV: Simple data format

• Maximum compatibility
• Import to other systems
• Lightweight

Export Process

1. Generate desired report
2. Click Export
3. Select format
4. File downloads to browser

File Naming

Exported files named systematically: TimeReport[Project][DateRange].xlsx

Example: TimeReportAcmeCorp2024-01-01_2024-01-31.pdf

Client Report Best Practices

Preparation

Before sending to clients:

1. Review all entries for accuracy
2. Check task names are client-appropriate
3. Verify billable markings correct
4. Remove internal notes if needed

Presentation

Professional reports include:

• Clear header with company name
• Defined period
• Organized sections
• Professional totals
• Contact information

Frequency

Common client reporting cadences:

• Weekly: Active projects, close oversight
• Bi-weekly: Standard engagement
• Monthly: Retainers, ongoing work
• Per-project: Milestone billing

Internal Report Uses

Payroll Processing

Time reports support payroll:

1. Generate team report for pay period
2. Export to Excel
3. Match against payroll system
4. Resolve discrepancies

Performance Reviews

Reports inform reviews:

1. Generate individual report
2. Compare to expectations
3. Note patterns and trends
4. Discuss in review meeting

Project Post-mortems

After project completion:

1. Full project time report
2. Compare to estimates
3. Identify estimation gaps
4. Document lessons learned

Budget Tracking

Ongoing budget management:

1. Regular project reports
2. Compare to budget allocation
3. Alert on overruns
4. Adjust forecasts

Report Sections

Header

Top of report includes:

• Report title
• Date generated
• Period covered
• Generated by (user)
• Filters applied

Summary Section

Quick facts:

• Total hours
• Billable hours
• Non-billable hours
• Entry count
• User count (team reports)

Detail Section

Entry-level data (if detailed report):

• Each entry as row
• All selected fields
• Grouped per configuration
• Subtotals per group

Footer

Bottom elements:

• Grand totals
• Notes/disclaimers
• Page numbers (PDF)
• Generation timestamp

Advanced Features

Saved Report Configurations

Save commonly used setups:

1. Configure report parameters
2. Name the configuration
3. Save for future use
4. Load saved config next time

Note: Feature availability varies.

Scheduled Reports

Automatic report generation:

• Configure report parameters
• Set schedule (weekly, monthly)
• Reports generated automatically
• Email delivery to recipients

Note: Feature availability varies.

Report Templates

Custom templates for branding:

• Company logo
• Custom colors
• Footer text
• Contact information

Note: Requires Pro+ or Enterprise.

Troubleshooting

Report shows no data:

• Verify date range contains entries
• Check user filter includes people with time
• Confirm project filter matches logged entries
• Try broader date range

Totals don't match expectations:

• Check filters applied
• Some entries may be excluded
• Verify billable status filtering
• Compare to Log tab with same filters

Export fails:

• Check browser pop-up blocker
• Verify download permissions
• Try different format
• Clear browser cache

PDF looks different than preview:

• PDF renders with print styles
• Some elements may shift
• Preview is approximate
• Test export before sending

Excel opens blank:

• File may be downloading
• Check download folder
• Excel may need to enable content
• Try CSV as alternative

Permissions

Report access follows time tracking permissions:

Some report types may be restricted to managers and above.

Pro Feature Details

Reports is part of the Pro plan. Without Pro:

• Basic export available in Log tab
• Formatted reports unavailable
• Client report generation restricted

What Pro Adds

• Multiple report types
• Professional formatting
• PDF export
• Advanced grouping options
• Saved configurations

Related Features

Log Tab: Raw entry management Charts Tab: Visual analysis Costs Tab: Financial reports Export (Log): Basic data export

Time Tracking Team View

The Team tab provides a leaderboard-style view of team member contributions. See who's logging time, compare hours across members, and identify your top performers at a glance.

Interface Overview

The Team view organizes information in distinct zones:

Filters Bar

Sort Dropdown: Organize the team leaderboard by:

• Hours - Most time logged first (default)
• Sessions - Most entries first
• Name - Alphabetical order

Refresh Button: Reload team data to see latest statistics.

KPI Statistics Bar

Six key metrics display across the top:

These update automatically based on the current data period.

Team Leaderboard

Table Columns

Ranking System

Members are ranked by the selected sort criteria:

Top 3 Indicators:

• 1st place: Gold badge
• 2nd place: Silver badge
• 3rd place: Bronze badge
• 4th and beyond: Grey badge

Rankings update instantly when you change the sort order.

Progress Bars

Each member row includes a progress bar showing their contribution relative to the top performer:

• Bar fills based on percentage of maximum hours
• Percentage displayed numerically
• Helps identify contribution distribution

Reading the Statistics

Members Count

Total number of team members who have logged time. This counts unique users, not total entries.

Total Hours

Sum of all time logged by all team members. Displayed in hours and minutes format (e.g., "42h 30m").

Sessions (Entries)

Each individual time log counts as one session. A team member might have 8 hours across 4 sessions, meaning 2-hour average per session.

Per Member Average

Total hours divided by member count. Helps identify if workload is distributed evenly.

Example:

• Total: 160 hours
• Members: 8
• Per Member: 20 hours

Average Session Duration

Total time divided by total entries. Indicates typical work block length.

Interpretation:

• Short sessions (<30m): Many quick tasks or frequent context switches
• Medium sessions (30m-2h): Typical focused work
• Long sessions (>2h): Deep work or possible forgotten timers

Top Performer

The team member with the most logged hours. Only the first name displays to fit the compact layout.

Sorting Options

By Hours (Default)

Shows team members ranked by total time logged. Use this to:

• Identify highest contributors
• Spot workload imbalances
• Review billable capacity usage

By Sessions

Shows team members ranked by number of time entries. Use this to:

• See who logs time most frequently
• Identify tracking discipline
• Compare logging patterns

By Name

Alphabetical order by member name. Use this to:

• Find specific team members quickly
• Present data in consistent order for reports
• Review by person rather than metric

Common Use Cases

Daily Standup Reference

Before standup meetings:

1. Open Team tab
2. Sort by hours
3. Note who's tracking and who's not
4. Discuss any gaps

Sprint Capacity Review

During sprint planning:

1. View average hours per member
2. Compare to expected capacity
3. Identify available bandwidth
4. Adjust sprint scope accordingly

Client Billing Review

Before invoicing:

1. Sort by hours
2. Verify expected team members appear
3. Check total hours match expectations
4. Export for billing documentation

Performance Conversations

For 1:1 meetings:

1. View individual hours vs team average
2. Note session patterns
3. Discuss workload distribution
4. Plan capacity adjustments

Data Interpretation Tips

Healthy Team Patterns

Even distribution: Hours fairly spread across members indicates balanced workload.

Regular sessions: Consistent session counts suggest good time tracking habits.

Reasonable averages: 6-8 hours daily, 30-40 hours weekly is typical.

Potential Concerns

One person dominates: Single member with 50%+ of total hours might indicate workload imbalance or dependency risk.

Very long average sessions: Sessions exceeding 4 hours might indicate forgotten timers.

Zero hours for some members: Team members with no logged time might not be using time tracking.

Only short sessions: Many sub-15-minute entries might indicate excessive context switching.

Integration with Other Tabs

From Log Tab

The Log tab shows individual entries. The Team tab aggregates those entries per person.

From Charts Tab

Charts visualize the same data differently. Team tab focuses on member comparison.

From Goals Tab

Goals might set team-wide targets. The Team tab shows progress toward those targets.

Permissions

Team view visibility follows time tracking permissions:

Some organizations restrict team member comparison to managers only.

Troubleshooting

No data showing:

• Team hasn't logged time in selected period
• Check that project has time tracking enabled
• Verify API connection

Member missing from list:

• They may not have logged time
• Check if they're assigned to project
• Verify their time entries exist in Log tab

Hours don't match expected:

• Compare with Log tab for detailed entries
• Check date range filters
• Consider billable vs non-billable inclusion

Progress bars all at 0%:

• Likely no hours logged yet
• Refresh data to update

Sorting not working:

• Try refreshing the page
• Check for JavaScript console errors