Time Tracking

How-To

Global Time Tracking Button

You can track time via the global time tracking button from everywhere in awork. Just click on the stopwatch and your timer starts. This helps you especially when you need to start tracking times fast, e.g. a customer calls you, and when you want to add the details later, e.g. when the call is over.

You can add the following details to the timer immediately or later on:

  • Project
  • Task
  • Type of Work
  • Is the tracked time billable?
  • Note

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Create time tracking via modal

When creating time via the time tracking modal you can edit the following options:

  • Date
  • Start Time (By scrolling though the times or typing it directly)
  • End Time (By scrolling though the times or typing it directly)
  • Duration
  • Duration per slider
  • Type of Work
  • Project
  • Task
  • Note
  • Is the time billable?

If you select “Log another time” the window will stay open so that you can directly create your next entry

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My Time Tracking

You find three views in My Time Tracking

  • My Day
  • My Week
  • My Times

My Day

On the left side there is a circle that shows you how much time you have tracked on a certain day (you can switch between days using the arrows on top of the page). Right beneath there is a list of tracked times for the day, where you can edit / delete or just add a new time tracking.

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There are dotted lines to show you when you logged in to awork and what the current time is. In the middle you can simply click and drag to create a new time tracking entry. If you do so the pop-up to create a time tracking will appear.

The symbol in the top left corner of each entry shows you the time tracking type. Next to your tracked times you will find recommendations for new time entries by awork or your calendar integration.

My Week

The Week View shows one week and all times you tracked in a certain week.

You can track times by clicking on the "+" button on a certain day. You will be able to edit or delete tracked times.

You can switch between weeks via the arrows at the top of the page.

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My Times

The My Times view shows you all times that you tracked ordered by days or weeks. Timers that are still running do not show up here.

On this page you can

  1. Switch between day or week view
  2. Switch between month
  3. Edit or Delete entries

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Time Tracking in Projects

There are multiple ways to track times in a project:

Start a timer on the project overview page

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Start a timer on the project details page

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Within project tasks.

Time Tracking in Tasks

You can start the time tracking from different places.

Task Lists

You can track time in the following ways:

  1. Start the timer for a task
  2. Enter a new time entry for a task

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(Kanban-) Board

You can track time here in the following ways:

  1. Start the timer for a task
  2. Enter a new time entry for a task

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Time Reports

With Time Reports you can analyse your team's time entries in many different ways. You can use different filters, groups and sums. Of course, you can export the data as .pdf & .xlsx to use it e.g. for your invoicing. 

Overview Page

The overview page is split into My Reports and Shared Reports. My Reports shows all reports that you have created and Shared Reports show the reports other users have shared with you. 

You can create new reports via the + button or the + Open Blank button. To open an existing report just click the name of the report. 

The report tile shows the name, timeframe, creator and creation date for every report. You can search for reports in the top right corner. You can delete reports via the three-dot menu, if you are the report's creator. 

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Create, Save & Share Reports

If you create a new report you can enter the name, use filters (see below) and save the report. You can delete or share the report via the three-dot menu. 

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Use Filters

The filters are split into three options:

  1. Time filters
  2. Data filters
  3. List options

1. Time filters

Here you can select the timeframe that you want to use for your report. We distinguish between absolute and relative timeframes. Absolute timeframes, like "August", always show the data for the selected period, no matter when you open the report. Relative timeframes like "Current Month" always show the corresponding data. 

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2. Data filters

There are the following options to filter your data:

  • Filter by user
  • Filter by project
  • Filter by type of work
  • Filter by tag
  • Filter by billing mode
  • Filter by note in your time tracking entries

All filters work in combination. awork always uses and-operations. All filters will be applied when you click the apply button.

User filter

Here you can select one or more users. To show all users again click on All Users in the top right. 

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Project filter

Here you have two options. You can select one or more projects or use additional filters like client, project type and project status. To show all projects again click on All Projects in the top right. 

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Type of Work

Here you can select one or more types of work. To show all types of work again click on All Types of Work in the top right. 

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Tags

You can filter for task tags, project tags and user tags. To show all tags click on All Tags in the top right corner. 

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Status

Here you can filter by the billing-status of the time tracking entries

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Note

Here you can filter by note in your time tracking entries. To reset the filter just delete the text here. 

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3. List options

There are multiple options for the list options:

  • Group by
  • Sum by
  • Sort list by
  • Select shown columns
  • Decide about rounding

All list options will be applied when you click the apply button. The selected options will be respected in print / PDF and grouped excel export. 

Group by

Here you can set how the report will be grouped. The group names will be shown as titles on the list.

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Sum by

Here you can set how the time entries will be summed. If you sum by task the list will show one line per task, with the sum of all tracked times. You can expand the task to show it's detailed time entries.

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Sort list by

Here you can set by which column the list is sorted ascending or descending. You can also sort by fields that are not shown.

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Select visible columns

Here you set which columns are shown in the list. You can only choose from the existing options. It is not possible to add further options. 

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Decide about rounding

Here you can set how the list items will be rounded. There are two options: Round up to or round to nearest. If you select round to nearest an entry of 1:17 will be rounded to 1:15. If you select up to 1:17 will show as 1:30.

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Export Data (.pdf & .xlsx)

You can export your data in two multiple ways.

  • Print / .pdf
  • Excel

To get an export via pdf. click on the print icon on the top of the report. Now your browsers print window opens. Here you can apply different options, depending on your browser. But either way you can select to print the report or save it as .pdf file. All your filters will be respected for the export.

Tipp: If there is still a URL on your .pdf export, you need to deactivate this in the print settings. 

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Summary

The Summary shows the sum of all shown times (purple), the billable times (red) and the billed times (green). There are three options for how graphics are displayed: bar graph, matrix and pie chart.  awork will automatically show the bar graph when entries are not grouped and the matrix if the entries are grouped. 

1. Bar graph

If the report is not grouped, awork shows a bar for every timeframe (e.g. day) that reflects the time tracked. If you hover over it a tooltip will show the exact value of the bar and the date. 

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2. Matrix

If the report is grouped, awork shows a matrix that contains all the selected groups as lines. You will find the values for the timeframe (e.g. day) in the matrix but all entries will be rounded to a full hour to make the report easier to read. If you hover over it a tooltip will show the exact value of the bar and the date. 

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3. Pie chart

If the report is not grouped, awork shows the ratios between not billable, billable and billed times. If you group the report the chart will show the ratios between the different groups. If you hover over it a tooltip will show the exact value of the entry and the percentage value.  

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Edit Time Entries

There are two options to edit time entries. You can either click on the three dots and select edit, which will open the detailed edit modal, or just click on the duration and edit it inline.

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Mark Time Entries as Billed

To mark multiple time tracking entries as billed you can select single entries or groups by clicking the circle button on the left. 

Now awork will show the following options: 

  • Clear selection
  • Delete entries
  • Set entries as billed
  • Set entries as billable 
  • Set entries as not billable
  • Change the type of work for selected entries

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Invoice Times

To invoice times you click on the dollar-icon on the top of the page. To do so you need to enable our billing integration first. We describe how to bill times here.

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FAQ

Is it possible to track times for closed projects?

It it not possible to track times for closed projects in awork. However, you have the option to switch the status of a project back to open at any time.

Why do I need a Type of Work?

The type of work gives you more information about what work has been done. E.g. you may want to bill your work with different rates. So you can check in aworks time tracking reports how much time has been spend in each type.

Can I set the Type of Work in the task?

Yes, you can set the type of work when creating a task. The type of work will then be preselected when tracking time.

Can I run two timers at once?

Right now, you can only run one timer at once.

Can I track times for other people?

No, this is currently not possible in awork.