Clockwork CRMDocs

Time tracking

Time is logged against the tasks in a project. It adds up on the task, on the project, and against the project's allocated hours. Each time log is either billable or non-billable.

Logging time

Log Time is on each task row, as the stopwatch, and at the top and foot of the task panel.

  1. Select Log Time on the task.
  2. Check the Person, the Date, and the start and end times or the duration.
  3. Enter a Description of what was done.
  4. Tick Billable if the time can be billed.
  5. Select Log Time. Close leaves without saving.

The Log Time form

Field What it does
Person Who the time is logged for. It starts as you, and lists the users who can see the project. Choosing more than one person logs the same time for each of them, as a separate time log
Date The day the work was done
Start Time When the work started. Changing it keeps the duration and moves the end time
End Time When the work finished. Changing it updates Hours and Minutes
Hours and Minutes How long the work took. Changing them moves the end time
Description What was done
Add time log to calendar Also adds the time to the calendar of each person it is logged for, as a completed entry called "Time Logged:" followed by the task's name
Billable Marks the time as billable. Leave it unticked for non-billable time

The form starts with the last 30 minutes: a start time 30 minutes ago and an end time of now.

Logging time adds an entry to the task's history, and notifies the task's assignees and followers.

Editing and deleting a time log

Each time log has a pencil and a bin.

  • The pencil opens the same form, with the time log's details. You can change the date, times, description and Billable, but not the person. Select Save to keep the changes.
  • The bin deletes the time log permanently, after you confirm. If the time log was added to the calendar, its calendar entry is removed too.

The tick or cross in the Billable column switches a time log between billable and non-billable with one click.

The time view

Time in a project's top bar lists every time log on the project.

The project's time logs, with totals across the top

The totals across the top are:

Total What it shows
Time Logged All the time logged on the project
Non-billable The non-billable part, in red. Only shown when there is some
Billable The billable part, in green. Only shown when there is some
Project Allocation The project's allocated hours. Only shown when the project has an allocation
Time Remaining The allocation minus the billable time. Non-billable time is not taken off

When the billable time is more than the allocation, a red line underneath says by how much the project has overrun.

Time Logged, Non-billable and Billable follow the filters, so they add up only the time logs shown.

Each time log shows:

Column What it shows
Task The task the time was logged against, with its colour. Click it to open the task
Billable A tick for billable time, or a cross for non-billable
Description What was done, or "No description"
Who The person the time is logged for
When When the work started
Duration How long it took

Sorting

Sorting chooses how the time logs are laid out:

Option Layout
Flat Date List One list, in date order. This is the starting layout
Grouped Date List Grouped by day
Grouped User List Grouped by the person the time is logged for
Grouped Task Grouped by task
Grouped Task List Grouped by task list

Each group ends with its Total. Sort Direction chooses Ascending or Descending. The time view starts with the newest first.

Filters

Filters opens the time log filters:

Filter What it does
When Anytime, Yesterday, Today, This week, Last Week, This month, Last month, Last 3 months, Last 6 months or Custom Date Range. A custom range asks for a start and end date
Who Limits the list to the people you choose
Billable Status Billable and non billable, Billable only or Non billable only

Exporting a time report

Export Time Report exports the time logs shown, with the totals:

  • Export as CSV is only available in the Flat Date List layout.
  • Export as PDF works in any layout, and keeps the grouping.

Both are unavailable when there are no time logs to export. The export is prepared in the background. When it is ready it is listed under Documents in your profile. See Your profile.

Time on a task

The task panel has its own Time Logs section, limited to that task. It has the same time totals, without the allocation, and the same columns, filters and export, and Log Time buttons at its top and foot. Its Sorting offers Flat Date List, Grouped Date List and Grouped User List.

Once time is logged, the stopwatch on the task row shows how many time logs the task has.

Where logged time is used

  • The project list shows the total time logged, and the allocated hours with the time remaining. See Projects.
  • The project dashboard charts the time logged, and works out the project's cost from it. See Project views.

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