How do I record my project time, including the right settings?

With TimeStatement, you can record the work you've done for tasks, projects and clients quickly and easily – supported by a handy timer and mobile time tracking in the app.

How do I record my activities?

1. Click the "Timesheets" tab, then "Timesheet" and then "Create Activity".

2. Select the project and the related task.

Note: TimeStatement remembers which project each employee booked last and selects it automatically the next time they record time. If you have several projects, the drop-down menu shows the 5 most recently used projects, followed by the clients with their projects in chronological order.

3. You can enter the time spent manually or use the timer explained below.

Note: The time is shown in decimal hours, e.g., "2.00" for 2 hours or "2.50" for 2 hours and 30 minutes.

4. Enter a short description of the activity. It will appear on the invoice later.

5. Enable "Make Recurring" if it's an activity that recurs weekly. Then select the weekday or weekdays under "Repeat on" and set the date under "Repeat until" up to which TimeStatement should repeat the activity automatically.

6. Click "Save" to record the activity.

How do I use the timer?

1. Leave the time field empty or set to zero when you record a new activity.

2. After the activity has been created, click "Start Timer" to start tracking time.

3. To stop tracking, click "Stop Timer".

Note: The timer also works offline. You can start the timer for an activity and then log out. When you log in again, the timer is still running and can be stopped.

Why aren't my activities included in invoices?

If a recorded activity doesn't appear on the invoice, check whether the activity's project task is billable:

1. On the "Projects" tab, go to the project concerned.

2. Click "Tasks" and select the task.

3. Make sure the "Billable" option is enabled.

4. Click "Save" to apply the changes.

Activities with the updated project task are now included in invoices.

What does the lock on my activity mean?

A lock icon on an activity means it has already been invoiced and can therefore no longer be edited. If changes are needed, you have to delete the invoice to make the activity editable again.

Viewing & reviewing project time by client

To view project time already recorded or to check whether all time has been recorded for a specific client, the month view in project time is the best choice. To use it, select "Month" in the view drop-down menu on the "Timesheet" tab.

This view gives you a calendar overview of the activities, sorted by client color. At the bottom of the view, you'll find a legend that assigns a color to each client. TimeStatement assigns a color to each client automatically; changing it manually isn't currently possible. When you click a client, only that client's project time is shown.

Recording and editing employees' project time

Can my employees' project time be recorded or edited? Yes, as an administrator, you can record and edit your employees' project time at any time. To do this, go to the "Timesheets" tab and select "Timesheet". In the drop-down menu, you can select a specific employee to edit or add to their project time. Standard users can't switch between employees in this view.

If not only the administrator but also other users should record or edit employees' project time, you as an administrator can set one or more "Supervisors" for the respective users. To do this, enable the "Supervisors can edit user records" option in the features. How to set this up is explained below.

Project time tracking – features

In the TimeStatement settings, you can adjust the project time tracking features to suit your needs:

1. Go to the "Management" tab.

2. Click "Settings" and then "Features".

3. Scroll down to the "Project Time Tracking" section.

4. You can enable, disable or fill in the following options. The section also contains "Approve project time by supervisor", "Round project time to" and "Enable project location tracking for all users".

• Supervisors can edit user records: This setting allows a user's supervisor to edit their project time entries.
• Timesheet Edit Deadline: Define how long project time may be recorded after the fact – between 1 and 28 days. Also decide whether this deadline counts from the day itself ("Day end") or only from the end of the month ("Month end"). Example: If you choose 5 days and "Day end", project time for a specific day can still be recorded up to 5 days later. If you choose 5 days and "Month end", project time can be recorded until the 5th day of the following month. If "No restrictions" is selected, there is no edit deadline for project time tracking.
• Time Declaration Mode: Define how project time is recorded, e.g., "Duration only", or with start and end time.
• Add project time to working time: You can add project time to the working time. This feature is enabled by default. If you want to keep project time and work time separate, you have to disable it.
• Description is mandatory: Define whether the description field must be filled in when recording project time or remains optional.
• Time is mandatory: When this option is enabled, the time field can't be left empty and must contain a value other than zero.

Currency note: For simplicity, all prices in this article are given in euros (€). However, other currencies such as CHF and USD are also available in TimeStatement.