The Time Tracking module has been enhanced with a new feature, allowing for a more detailed breakdown of work. You can now categorise tracked time into Projects and Activities, giving your organisation even greater insight into how time is spent. Here’s how you can start using it today:
Why Use Projects and Activities?
This feature is ideal for organisations seeking:
- Transparent cost analysis for internal and external purposes.
- Project billing and tracking
- Location insights - where are your staff?
- Greater efficiency through detailed reporting and actionable insights.
What Are Projects and Activities?
- Projects: Broad categories used to group related workstreams. Think of this as the overarching label for various tasks or activities.
- Activities: Specific tasks or actions that fall under a Project. These were previously the only option for time categorisation and now appear nested under Projects.
Note: The labels “Projects” and “Activities” are customisable in your system settings, just like other terminologies (e.g., Overtime and TOIL). Contact Support if you wish to rename these fields.
Key Features:
- Customisable Hierarchy: Projects sit above Activities, allowing you to create a logical structure for your time tracking.
- New Hourly Rate Option: Assign rates to Activities to calculate costs based on time spent. Reports will display both the rate and the total cost (rate x time).
- Default Settings:
- Projects are disabled by default. If you don’t need Projects, the system will continue to function as before with Activities only.
- Existing Activities will appear in the Activities category.
Setting Up Projects and Activities
- Enable Projects:
- Go to Global > Time Tracking Settings.
- Toggle Projects to enable this feature. Once enabled, Projects will appear above Activities in the user interface.
- Create a Project:
- Navigate to Global > Time Tracking Settings > Manage Projects.
- Click on "Add New" to create a Project.
- Enter details such as:
- Project Name
- Description (optional)
- Sort Index (to define the order of appearance)
- Active Status
- Create an Activity:
- Go to Global > Time Tracking Settings > Manage Activities.
- Click on "Add New" to create an Activity.
- Enter:
- Activity Name
- Description (optional)
- Sort Index
- Active Status
- Rate per Hour (if applicable)
Once set up, Activities can be assigned at the global, template, or user level.
How the System Works:
- Front-End Interface: Projects appear above Activities if enabled. If Projects are disabled, only Activities will be visible.
- Time Tracking: Users select a Project (if enabled) and an Activity when logging time.
- Reports:
- Track time by Project and Activity.
- View costs calculated using the hourly rate assigned to Activities.
Practical Use Cases for Projects and Activities
- Monitoring Workstreams: Assign Activities to specific Projects to better understand time distribution across key organisational objectives.
- Cost Analysis: Use the rate-per-hour feature to calculate costs and analyse time and financial efficiency.
- Data-Driven Insights: Generate detailed reports that provide granular data on time spent and associated costs.
Getting Started
If you’re ready to enhance your time tracking with Projects and Activities:
- Log in to your admin account.
- Navigate to Time Tracking settings.
- Start creating Projects and Activities.
Need help? Raise a ticket with our Customer Support Team for assistance in setting up or customising your system.