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.

• 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.

Table of Contents

1. Accessing Time Tracking

2. Using the Task-Based Time Tracker

3. Managing Work Logs

4. Generating Timesheets

5. Important Notes

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 in the top right corner.

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

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.

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.

Manual Time Entry:

• Navigate to the task and click Manual Time Entry.

• Enter:

  • Date

  • Start Time & End Time

  • Notes (Optional)

  

• For Input Manual Duration Enter:

  • Duration: Hours & Minutes

  • Date

  • Notes (Optional)

  

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

3. Managing Work Logs

• Click the Work Log button beside the timer.

• View the breakdown:

  • Date

  • Start Time

  • End Time

  • Total Time Spent/ Active Time

  • Notes

  

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

4. Generating Timesheets

1. Navigate to Timesheets from the left column.

2. Filter and Search options available:

   • By Task Name

   • By Order ID

   • By Assignee

   • By Date Range (Daily, Weekly, Monthly)

     
3. Group By options available:

   • By Team Member

   • By Service Name

   • By Task Name

     
4. Can entry time:

   • By Start Timer: - Click the button, and a form will appear. - From here, you select the Order and task, and give a note. - Then click the Start button.

     
   • By Manual Entry: - Click the button, and a form will appear. - From here, you select the Start & End time, Order, and task, and give a note. - Then click the Save button.

     

     

💡 Admins and Superadmins can also add manual time entries for users. You can input the Manual Duration in Manual Entry.

5. 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.

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