actiTIME User Guide

Staff Output Report

Staff output report provides you with information on who, when, on which tasks, and how much time has reported. Staff output report helps you monitor personal time expenses in everyday work.

Information presented in the report includes:

• Summary data on users' time off and sick leave

• Information on hours worked grouped according the selected grouping options.

  The available grouping options are:

  • by customers
  • by projects
  • by projects having the same names (by project names)
  • by tasks having the same names (by task names)
    Grouping by task names allows to generate reports on "generic" tasks, i.e. typical tasks present in a number of projects.

  • by billing types
  • by dates

  You can select up to 2 levels of data grouping. For example:

  • First group results by customer, then group by project
  • First group results by date, then group by customer
  • First group results by date, then group by project
  • First group results by project, then group by date
  • First group results by billing type, then group by customer
  • etc.

  The second grouping level is optional.

  actiTIME automatically calculates subtotals when grouping report records.

If there are users' comments for the time-track included into the report results, the corresponding time-track numbers are clickable. Clicking a number opens pop-up window with user's comments:

Staff output report may be generated in the detailed or summary form. In the detailed form, the report contains information about tasks. In the summary form, the information about tasks is hidden and the report presents only summary records according to the selected grouping options.

You can also turn off displaying of time off and sick leave in the report if you do not need this information.

The following filters are available for the Staff output report:

• System users - you can create a report for all staff or for the selected system users only.
• Date range
• Customers and projects - you can create a report for
  • all projects of all customers
  • all active projects of all active customers
  • one or several selected customers and/or projects

To access Staff output report interfaces, use sub-menu 'Staff Output Report' of the top-level menu 'Reports'.

See also description of the Personal output report.

Generate staff output report (HTML format)

To generate and view a Staff output report in HTML format follow the instructions below:

1. Select option 'Staff Output Report' in the top-level menu 'Reports' to get to the report interface.
   
   Staff Output Report form

2. Specify parameters for the report to be generated.

   The report parameters include:

   • Users to generate report for - all or selected actiTIME users
     To show users with disabled access in the 'Selected Staff' list set the 'Show users with disabled access' checkbox under the list.

   • Report format - two grouping levels
   • Level of details - hide or show tasks
   • Whether to show time off and sick leave information in the report
   • Date range
   • Customers and projects to generate the report for

     To see archived customers and projects in the customers and projects selector, set the 'Show archived customers and projects...' checkbox above the list of customers and projects.

     
     Customers and Projects Selector
     If you select a customer when option 'Show archived customers and projects...' is not selected, archived projects of this customer will not be shown in the report.

   Initially, just after your login to actiTIME, the report parameters are pre-set to the following options:

   • Users: All staff
   • Report format: Group results by dates (second level grouping is turned off)
   • Level of details: Hide tasks (summary form)
   • Time off and sick leave: show in the report
   • Date range: Current month
   • Customers and projects: All active projects of all active customers

   After you have generated a report, the interface 'memorizes' its parameters and will pre-set them when you open the report page next time.

3. When you are ready, submit the page by clicking 'Generate HTML Report' button at the bottom of the interface. The system will generate and show the report according to the specified parameters.

If you want to modify parameters of the generated report, click the link 'Change report parameters' above the table. This will return you to the page with report parameters. Modify them and generate the report again.

Export report data in CSV format

To export data of the Staff output report in CSV format follow the instructions below:

1. Specify report parameters in the same way as for generating an HTML report (for more information see section Generate staff output report).

2. When you are ready, submit the page by clicking 'Generate CSV Report' button at the bottom of the interface. The system will generate and return a file with report data in CSV format.
   Report records will be delimited by the field separator configured in the general system settings (for more information see section Adjust general system settings).

   Save the generated file. For examining exported data open the saved file in Microsoft Excel or any other spreadsheet software.

You can also export the report data to CSV format just after generating a report in the HTML format.

To do that click on the 'Export to CSV format' link under the report.

The system will generate and show you a new report in the CSV format using the same report parameters as in the previosly generated HTML report.