How to track time, add entries, and review utilisation

Start time tracking from the easiest entry points

• The quickest way to begin tracking time is from a few different places in the app.

• Common starting points include:

  • Resource calendar on the left-hand side

  • Search for a task

  • Project > task/subtask view

  • Dashboard > Your Tasks

• The main idea: start the timer from wherever you already are, instead of hunting for the task later.

Use the resource calendar to start a timer

• Open the calendar and click Resource.

• Review the tasks assigned to you for each day.

• Click into a task to view details or open the full task page.

• Select Start timer to begin tracking immediately.

• A running timer appears so you can see what is currently being tracked.

Search for a task and start timing directly

• Use the search bar to find a task, such as a specific project or subtask.

• You can start the timer without opening the task first.

• If a timer is already running, starting a new one will prompt you to stop the previous timer and switch over.

• This makes it easy to move from one piece of work to the next without extra steps.

Start time from within a project or subtask

• Open a project, then go to its tasks/subtasks.

• Review the task details, including:

  • Hours allocated

  • Status

  • Hours already used

• Click Start timer from the subtask view.

• If another timer is active, the system will stop it and start the new one automatically.

Add time manually if you forgot to track it live

• If you forgot to start the timer, use Add time entry from the subtask.

• The form will automatically pull in:

  • Organisation

  • Project

  • Task

  • Subtask

• You can optionally add a title.

• Enter either:

  • A start and end time, or

  • A duration (for example, 2 hours)

• This is useful for backfilling time after the fact.

Request extra time when a task is likely to exceed its allocation

• If a task is close to using up its allocated time, use Request extra time.

• Enter how much additional time you think is needed.

• Submit the request to the project manager.

• This helps flag issues early, such as:

  • Work taking longer than expected

  • Client changes or extra requests

• Any requested extra time will appear next to the timer.

Add time directly from the Time Entries area

• Go to Time Entries > Actions > Add time entry.

• This is helpful at the end of the day when you want to log time quickly.

• Select the relevant:

  • Organisation

  • Project

  • Task

  • Subtask

• Add any extra details if needed.

• You can repeat this process for multiple entries.

Use the timesheet for retrospective logging

• Open the Timesheet to see logged time by day.

• Use Copy from previous week to pull in rows from last week.

• Fill in the time for any missing entries.

• This method is useful when you didn’t track time live, but it is less accurate.

• It can also lead to rounding, so the timer method is preferred when possible.

Review daily and weekly totals in the timesheet

• At the bottom of each day, you can see:

  • How many hours you were expected to track

  • How many hours you actually tracked

• The timesheet also shows a weekly total.

• This gives you a quick way to check whether your logged time matches expectations.

Check your dashboard for progress and assigned work

• The dashboard shows how much time you’ve tracked against your target.

• Example: if your target is a 40-hour week and you’ve only tracked 36 hours, the dashboard will show that you are below target.

• In Your Tasks, you can see tasks assigned to you.

• Clicking a task opens the subtask modal, where you can start the timer right away.

• Unscheduled tasks also appear here if they are assigned but not tied to a specific day.

Understand how tracking affects utilisation

• Your tracked time affects your utilization rate.

• Utilization compares billable vs non-billable work.

• Each team member has a target utilization percentage.

• If you are above target, the system reflects that positively; if below, the colors change accordingly.

• Because utilization can vary day to day, it’s best to review it over a longer period, such as a month.

Include time off in your overall time picture

• Time off is also visible in the tracking area.

• This helps you understand where your time is going overall.

• It gives a fuller picture of your workload, availability, and utilization.

Restart previous timers from shortcuts, favorites, or recent entries

• If you need to track the same work again, you don’t have to find the original subtask.

• Use the shortcut timer row and click the restart option.

• You can also restart from:

  • Favorites

  • Recent entries

• This makes it easy to reuse common time entries from today, yesterday, or earlier.

Edit a time entry if you made a mistake

• If you left a timer running too long or logged the wrong time, open the Edit option.

• Stop the timer if needed, then adjust the entry.

• You can correct the actual time worked so the record is accurate.

• This is useful when interruptions cause the timer to overrun.

Best practice: use the timer shortcut or timesheet when needed

• The fastest ways to track time are:

  • Timer shortcut for live tracking

  • Timesheet for quick retrospective entry

• The timer method is the most accurate and easiest to maintain.

• The timesheet is helpful when you need to reconstruct your day later.

• Together, these tools help you keep an accurate record of your work and total time spent.