# Time Tracking

{% embed url="<https://youtu.be/ayIofv4KqwQ>" %}

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](#id-1.-accessing-time-tracking)
2. [Using the Task-Based Time Tracker](#id-2.-using-the-task-based-time-tracker)
3. [Managing Work Logs](#id-3.-managing-work-logs)
4. [Generating Timesheets](#id-4.-generating-timesheets)
5. [Important Notes](#id-6.-important-note)

***

### 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.

<figure><img src="https://842362573-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FiedbxyF6rrnGBuHuFME1%2Fuploads%2Fzed3QK8qBZTyLWNOtWkz%2FScreenshot_157.png?alt=media&#x26;token=2262ab45-269c-411d-b39f-a71c8827ef01" alt=""><figcaption></figcaption></figure>

📌 *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

  <figure><img src="https://842362573-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FiedbxyF6rrnGBuHuFME1%2Fuploads%2Fcq3K3uqyb2jaiUkP74x1%2FScreenshot_158.png?alt=media&#x26;token=66050c92-13b1-470c-a8e5-a3a0b1934219" alt=""><figcaption></figcaption></figure>

💡 *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)

  <figure><img src="https://842362573-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FiedbxyF6rrnGBuHuFME1%2Fuploads%2FU3yfwVuTznXUKxOHA83M%2FScreenshot_160.png?alt=media&#x26;token=fd1a25fd-5a18-4885-8b58-dc1f16b4a180" alt=""><figcaption></figcaption></figure>

⚠️ *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)

  <figure><img src="https://842362573-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FiedbxyF6rrnGBuHuFME1%2Fuploads%2FZ8kZwFFlkMHMEOqZOiLU%2FScreenshot_165.png?alt=media&#x26;token=17d2cb39-05e2-4f82-bbdd-3c71190fcea6" alt=""><figcaption></figcaption></figure>

* For Input Manual Duration\
  Enter:

  * Duration:  Hours & Minutes
  * Date
  * Notes (Optional)

  <figure><img src="https://842362573-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FiedbxyF6rrnGBuHuFME1%2Fuploads%2Fcs1gWhpim40cGBx8F3Z9%2FScreenshot_166.png?alt=media&#x26;token=fcad7619-f9dc-4f12-91ba-30b2073b5aba" alt=""><figcaption></figcaption></figure>

💡 *Multiple users can log time on the same task simultaneously.*&#x20;

***

### 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

  <figure><img src="https://842362573-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FiedbxyF6rrnGBuHuFME1%2Fuploads%2FrTpUc1tRXHDwYRV7962h%2FScreenshot_161.png?alt=media&#x26;token=45cd7e51-e7ac-41c2-9c8d-145c57586125" alt=""><figcaption></figcaption></figure>

📌 *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)\
     \ <br>

     <figure><img src="https://842362573-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FiedbxyF6rrnGBuHuFME1%2Fuploads%2FDtR44oGIK0SVVweMCjNK%2FScreenshot_163.png?alt=media&#x26;token=79d96a83-b2de-4a0b-91c0-3e4e127b134e" alt=""><figcaption></figcaption></figure>
3. Group By options available:
   * By Team Member
   * By Service Name
   * By Task Name\ <br>

     <figure><img src="https://842362573-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FiedbxyF6rrnGBuHuFME1%2Fuploads%2FbOoefzYAFYHaSPDs9pRP%2FScreenshot_162.png?alt=media&#x26;token=ae4d023e-762d-416e-910f-6584948333cd" alt=""><figcaption></figcaption></figure>
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.<br>

     <figure><img src="https://842362573-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FiedbxyF6rrnGBuHuFME1%2Fuploads%2FFDWF4S371XXoiN4nvucl%2FScreenshot_167.png?alt=media&#x26;token=7745dc88-b653-40bf-8e1f-2699710532c1" alt=""><figcaption></figcaption></figure>
   * 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.<br>

     <figure><img src="https://842362573-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FiedbxyF6rrnGBuHuFME1%2Fuploads%2Fv7rFrcJoV0vb0W2UGdiz%2FScreenshot_168.png?alt=media&#x26;token=caf13cf0-a744-4a0a-9895-5b823e31a607" alt=""><figcaption><p>Normal manual Time Entry<br><br></p></figcaption></figure>

     <figure><img src="https://842362573-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FiedbxyF6rrnGBuHuFME1%2Fuploads%2Fz6Y7sFEYWoivAI3x20Hs%2FScreenshot_169.png?alt=media&#x26;token=b39d4f5e-a40d-403a-b32d-218200d56d14" alt=""><figcaption><p>Input Manual Duration</p></figcaption></figure>

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

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### 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.*