Getting started with actiTIME

Getting started with actiTIME

Before you get started with actiTIME, we suggest that you watch our short introduction video. Start it from the Help menu.

It will provide insight on how actiTIME works and what you need to set up to start tracking time in it.

Before using any actiTIME interface for the first time, we recommend you to turn Tips on. They will show what actiTIME interface elements are intended for:

When you don’t need tips anymore, you can turn them off.

We have preloaded demo data in actiTIME: sample tasks, users, and time-track data. When you are ready to work with your own data, clean up all demo data from the system. This can be done from the Help menu.

After that, you can go live with your own data. Follow the steps outlined in this guide to start tracking time in actiTIME.

1. Invite your colleagues to actiTIME

The first thing you need to do in actiTIME is invite your team to the system. You can do that directly from the Help menu

Invite your colleagues to actiTIME

…or from the Users interface by clicking on the +Add User button, where you can send invitations to your colleagues one by one or in bulk:

Configure New User Profile interface and Invite Several Users at Once interface
Configure New User Profile interface
Invite Several Users at Once interface

After you have invited your colleagues, you will need to create tasks in which they will track their time.

2. Create tasks

In actiTIME, the time-tracking structure has three levels:

Customer → Project → Task

Time is tracked against the lowest level, Tasks. So you need to create customers and projects to associate tasks with and then add tasks to the users’ timesheets.

Customers, projects and tasks can be easily added in the Tasks interface. Two options are available: creating tasks manually or uploading them from a CSV file.

By clicking on the Create Tasks button, an interface opens where you can configure your new tasks manually.

Create tasks

If you need to create many customers & projects with similar tasks, you can simply import tasks from a previously created project by clicking on the Import Tasks From Other Project link.

By clicking on the Import Tasks button, a data import lightbox appears. Just prepare your data according to our template (you can download a sample CSV file in the lightbox) and drag-and-drop your file onto the upload area.

If necessary, set up an estimate in hours, a deadline and a type of work for the new tasks. See more details on how to configure task settings in the Task Management section of the User Guide.

Import Tasks

3. Enter time-track

After the tasks are created, the users can start tracking time. To do that, they need tasks to be added to their timesheets. This can be done in the Enter Time-Track interface:

Enter time-track

There are three ways to select tasks to be added to the time-track:

  1. Search tasks by name;
  2. Add recently used tasks;
  3. Add tasks from the complete list.

All these options are displayed above the time-track chart.

4. Decide what features you will be using

You can keep actiTIME interfaces as simple as possible. If you don’t need some features, you can easily disable them in the Turn Features On / Off interface that is available from the Settings menu:

Turn features on/off interface

The disabled feature will be completely hidden in the actiTIME interfaces. You can enable or disable the features anytime you consider this necessary.

If you have entered some data in the interface that you want to disable, you have nothing to worry about – these data won’t be lost; they will be available again after you turn the feature back on.

5. Review and configure system settings

actiTIME allows you to customize system according to your needs. You can rename the time-track hierarchy levels, set up the work schedule and default time zones, etc. These settings are configured in the General Settings interface. For further information, refer to the General System Settings of the User Guide.

Help & Support

actiTIME interfaces are designed to be as intuitive as possible; however, if something is not clear to you or you need more information, don’t hesitate to contact our support team. Request a call or send us a message from the Help menu. You can attach a log file or a screenshot to the message to provide more technical details on your issue.

Contact actiTIME Support