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How to track the work time efficiently?

Introduction

Regardless of the billing method you use (per hour or per project) tracking time is a great possibility to assess the productivity of your team and of each its member and make the necessary corrections to achieve the best result.

This article will show you how to track time and manage your time sheet using the Time Tracking feature offered by Projects.

Step 1. Access the Projects

Enter your ONLYOFFICE portal and click the Projects link.

How to track the work time efficiently? Step 1 How to track the work time efficiently? Step 1

In case you have already logged in to the portal and been using it for some time, to access the Projects module from any portal page, use the drop-down list in the top left corner of the page and select the corresponding option.

Step 2. Get a complete picture of the time spending

Click the Time Tracking link on the left-side panel. You will be presented with the whole list of the hours spent on your projects.

To see the total time spent on performing a certain task, on achieving a certain milestone, etc. or just to facilitate the monitoring process, make use of the Filter available at the top of the page. Click the Plus Button button and select one of the options:

  • use the PROJECT list to display the hours spent on your projects or on the projects you don't participate in, or on the projects with a specified tag,

  • use the MILESTONES list to display the hours spent on the tasks assigned to a specified milestone,

  • use the RESPONSIBLE list to display the hours spent on the tasks assigned to you, to a certain user or a group,

  • use the PAYMENT STATUS list to display the hours which are already billed, the hours which are not billed yet, or the hours which cannot be billed (not chargeable),

  • use the TIME PERIOD list to display the hours recorded during the previous week, the previous month, or a specified time period,

You can also enter the hour description, entirely or partially, in the field and press the Enter key to display the necessary ones.

By default, the records are sorted by date in descending order (earlier dates first). If necessary, you can sort them by Time or Description opening the Sort by drop-down list to the right of the Filter field and choosing the necessary option. To change the sorting order from Descending to Ascending click the Sorting Order Icon icon.

How to track the work time efficiently? Step 2 How to track the work time efficiently? Step 2

Step 3. Edit the records, if necessary

Making the changes is an integral part of any process. While tracking time you might need to correct some data (time, hours) or complete the description. To do that, click the Actions Icon icon to the right of the record you need to edit and select the Edit option from the drop-down list. The Time Tracking window opens:

How to track the work time efficiently? Step 3 How to track the work time efficiently? Step 3

Here you can check the total time spent on this task and make some changes: change time and date, select another responsible person, modify description.

To apply all the changes you made, click the Save Changes button.

To delete the record you don't need anymore, click the Actions Icon icon to the right and select the Delete option from the drop-down list.

Step 4. Manage billable and not billable hours

The Billable time is the hours you are paid for spent on client project. It can be billed or not billed. The Non Billable (Not Chargeable) time is the hours you are not paid for directly spent on performing administrative tasks.

Being a project manager or a Projects administrator you can easily set the payment status for each record/activity: Billed, Not Billed, Not Chargeable.

To do that, click the Status Button button to the left of the necessary record/activity and choose the status you need from the drop-down list.

How to track the work time efficiently? Step 4 How to track the work time efficiently? Step 4

If you need to set the payment status for several records at once, select the records you need checking the boxes to the left and use one of the buttons at the top of the list.

You have been paid for the hours you spent on achieving a certain milestone. To quickly change the status of all the records/activities which belong to the tasks assigned to this milestone, first of all make use of the Filter. Click the Plus Button button and select the necessary filter option: 'Milestones with my tasks' or 'Other milestones', then choose the milestone you need. All the records/activities matching this criterion will be displayed. Check all of them clicking the very first checkbox to the left of the list and use the Billed button. The status of all the records will be set to Billed Billed status.

Step 5. Generate reports

To get a report of the time spending and assess the productivity, click the Reports link on the left-side panel and select the Time Tracking report type from the list which opens.

Now you need to specify what you wish to include to your report configuring the report parameters:

  • select a Group or a User who's productivity you wish to assess,
  • specify a Payment Status of the activities you wish to include in your report,
  • set a necessary Time period,
  • check the View by user tasks radiobutton if you wish to include the tasks and the project the user spent time on, or leave the View by user radiobutton checked, if you don't need any details about the spent time.

When all the parameters are set, click the Generate Report button.

How to track the work time efficiently? Step 5 How to track the work time efficiently? Step 5

The generated report will be opened in a new tab.

To print it, just click the Print Report button in the top right corner. If you need to edit your report (for example, add some comments or insert a chart), save your report as a .CSV file clicking the corresponding button. The file will be saved in My Documents folder and you will be able to edit it as you wish using the Spreadsheet Editor.

To regularly receive automatic reports by email on certain date and time, create a template. To learn how it can be done refer to our Tips & Tricks section.
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