Time Tracking

The Time Tracking feature in Agency Handy allows users to efficiently log work hours, track billable and non-billable time, and manage expense reports. This tool is designed for precise financial insights, automated time logging, and real-time expense calculations for improved project and cost management.

Goals

• Enable real-time and manual time tracking for tasks.

• Distinguish between billable and non-billable hours.

• Automatically generate expense reports based on billable time.

• Enhance visibility with work logs and team-wide timesheets.

Pre-conditions

🛠️ Permissions Required: Superadmins, Admins, and Managers have full access. Regular users can only log time on tasks they are assigned to.

🌐 Workspace Setup: The workspace must be configured with appropriate Task Assignments and User Roles.

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Table of Contents

1. Accessing Time Tracking

2. Using the Task-Based Time Tracker

3. Managing Work Logs

4. Generating Timesheets

5. Team Member Profile Time Tracking

6. Important Notes

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1. Accessing Time Tracking

1. Log in to your Agency Handy account.

2. Navigate to Orders → Tasks.

3. Click on Time Tracking under Task Management.

📌 Only Admins and Superadmins can see team-wide time logs.

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2. Using the Task-Based Time Tracker

Start Time Tracking:

• Go to a specific task under Orders → Tasks.

• Click Start Timer to begin tracking your time.

• The timer displays:

  • Real-time tracking

  • Task Name

  • Total Time Logged

💡 You can only have one active timer at a time. Starting a new timer automatically pauses the existing one.

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Pause, Resume, and Stop:

• Click Pause Timer to temporarily stop tracking.

• Click Resume Timer to continue.

• Click Stop Timer to finalize the log:

  • Date

  • Start Time and End Time

  • Total Duration

  • Notes (Optional)

⚠️ If the task is marked as 'Done,' the timer will be disabled. If reopened, it can be started again.

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Manual Time Entry:

• Navigate to the task and click Manual Log Entry.

• Enter:

  • Date

  • Start Time & End Time OR Hours & Minutes

  • Notes (Optional)

💡 Multiple users can log time on the same task simultaneously.

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3. Managing Work Logs

• Click the Work Log button beside the timer.

• View the breakdown:

  • Task Name

  • Total Time Spent

  • Start Time

  • End Time

  • Notes

📌 Admins and Superadmins can delete any time entry. Users can delete only their own.

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4. Generating Timesheets

1. Navigate to Reports → Timesheets.

2. Filter and Search options available:

   • By Task Name

   • By Order ID

   • By Assignee

   • By Date Range (Daily, Weekly, Monthly)

   • Billable vs. Non-Billable

💡 Admins and Superadmins can also add manual time entries for users.

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5. Team Member Profile Time Tracking

• Navigate to Team → Member Profile → Timesheet Tab.

• View detailed breakdowns:

  • Task Name

  • Order ID

  • Start Time, End Time

  • Time Spent

  • Task Status

📌 Admins, Managers, and Superadmins can set hourly rates for billable tasks.

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6. Important Notes

• Running time logs cannot be deleted while active. They must be stopped first.

• Time logs do not create comments on tasks; they are independent of task threads.

• Logs cannot be added to tasks marked as 'Done.' Completed tasks are locked for new entries.

• Superadmins and Admins can manually enter logs on behalf of any user.

• Manual time entries can be added even if an auto time tracker is running.

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🎯 You have successfully configured Time Tracking in Agency Handy. Your operational management is now more precise and streamlined.