To enter your time-track follow the instructions below:

1. Open Enter Time-Track Interface

To open the Enter Time-Track interface, click on the 'Enter Time-track' option in the top-level menu 'Time-Track'. You will get the Enter Time-Track interface pre-set to the current week.

Enter Time-Track interface with no tasks selected

By default each new week starts with an empty timesheet. To start entering time you should select the tasks to enter time-track for.

If you already reported time for some tasks on previous weeks, the interface will provide you with two shortcuts that allow you to add your recent tasks in one click:

Adding Recent Tasks from the Previous Week
  • 'Add ONLY tasks I reported time for from the previous week' - click on this button will add only those open tasks that had time entries or comments added for the previous week.

  • 'Add ALL my tasks from the previous week' - click on this button will add all open tasks that were in your timesheet on the previous week.

    Note that tasks marked as completed will not be copied.

These options are shown in the interface instead of the table with time-track data until you add the second task to the timesheet.

If you want actiTIME to use one of these options each time a new week starts, click on the 'Choose the default ways to start a new week' link and select the desired option in the My Profile interface that will appear.

Link on the Enter Time-Track Interface
Fragment of My Profile Interface

If there is some time-track stored for the current week, it will be shown in the interface instead of the shortcuts for adding recent tasks.

2. Select Tasks to Enter Time-Track For

After you have clicked on one of the shortcuts for adding your recent tasks, the current week may already contain most of the required tasks, however it is also possible that you will need to add new tasks to your timesheet.

There are several ways to add existing tasks to the timesheet:

  • If you know the name of the task you want to add, start typing its name in the Quick Search box and select the task that will appear in the search results.

    Entering Task Name in the Quick Search Box

    For example, you can enter 'des' to find tasks containing word 'design' in their names. Note that in this case task list will also contain tasks with words 'destination', 'description', 'desired', etc. To narrow the search results just keep typing task name in the search field.

    You can specify more than one keyword in the Quick Search box. In this case the system will show only those tasks which names contain all the specified words.

  • If you know the task project, but do not remember task name, you can click 'Add Tasks from the List' link and find the task in the list of tasks available to you.

    Clicking 'Add Tasks from the List' link opens panel where you can browse available tasks grouped by customers and projects.

    'Add Tasks from the List' Panel

    To view tasks from the specific project, you should select this project in the customer/project selector. There are two ways to do that:

    1. Start typing project name in the search field and click on the required project when it appears in the search results:

      Search Project by Name
    2. Open hierarchy of all availabe customers and projects, and click on the project name shown in the list:

      Browsing Customers & Projects

    After you have selected a project, its tasks will be shown in the interface.

    Selecting Tasks to Add

    Select the tasks to add and click 'Add Selected' button

  • If you already reported time for some tasks on previous weeks, you can add your recent tasks.

    Click on the 'Add Recent Task' link above the timesheet table. That will show you a dropdown list with the tasks you have recently registered time-track or added comments for.

    Adding Recent Tasks One-by-One

    You can select from 30 recent tasks. Recent tasks already added for the selected week are not shown in the list.

If you have 'Manage Tasks' permission, you can add new tasks to the timesheet without leaving Enter Time-Track interface:

  1. Click '+ New' link above the table with time-track data. This will open 'Create New Tasks' pop-up window.

    Create New Tasks pop-up window
  2. Enter parameters of the tasks to create (see section Task Management: Create New Tasks for more information).

  3. Click on the 'Create Tasks' button. This will create new tasks, add them to the Enter Time-Track interface, and close the pop-up window.

See also section Remove Tasks from the Enter Time-Track Interface.

3. Enter the Time Spent on the Selected Tasks

You can enter working time for future dates in actiTIME Pro and actiTIME Online edition only.

When tasks for entering time-track are selected, the interface shows you a table with columns that correspond to the days of week, and rows that correspond to the selected tasks. To track the time spent for a task on a particular date, enter the time into the cell for this task and date.

Enter Time-Track interface with some tasks selected,
overtime tracking is disabled
Enter Time-Track interface with some tasks selected,
overtime tracking is enabled

The time can be entered in two formats:

  • In HH:MM format, where HH means hours and MM means minutes.

    In this format, 2 hours and 30 minutes should be entered as '2:30'.

    Note that if you enter '2:5', this will be interpreted as '2:05'.

  • In the decimal format (##.##), where ##.## means a number of hours.

    In this format, 2 hours and 30 minutes should be entered as '2.5'.

In both formats whole hours can be entered as HH. For example, 8 hours can be entered as '8', or as '8:00', or as '8.0'.

You can enter time for future dates only when the corresponding feature is turned ON (see section Turn Features On / Off for more information).

Note that 'Work Total' row shows total time reported for the week as well as total time reported for each day of the week.

4. Enter Comments for the Selected Tasks

To enter a comment on a task for a particular date click an icon located in the cell for this task and date. This will open the pop-up window for entering comments:

Pop-up window for entering comments

Enter a comment and click 'OK' button. If you decided not to add a new comment click 'Cancel' button.

Note that comments (as well as spent time) are stored in the system only when you submit them by clicking 'Save Changes' button. If you enter some comments and then leave the interface without saving time-track, all your modifications will be lost.

5. Enter Leave Time for the Selected Days (optionally)

When 'Leave Time Tracking' feature is turned ON in the system settings, you can report leave time in the Enter Time-Track interface.

To enter leave time for a particular date click a cell under this date in the header of the table with time-track information. This will open the panel for entering leave time:

Panel for entering leave time

Select leave type in the drop-down list, enter leave time, and click the 'OK' button to close the panel. If you decided not to enter leave time, click 'Cancel' button.

For each day you can enter time for one leave type only.

When actiTIME is integrated with actiPLANS and you have access to both products, entering leave time for future dates is disabled - use actiPLANS to submit your leave requests (see also Integration with actiPLANS section).

Note that information on leave time is stored in the system only when you submit it by clicking 'Save Changes' button. If you leave the Enter Time-Track interface without saving the changes, all your modifications will be lost.

6. Enter Overtime / Undertime for the Selected Days (optionally)

If you are allowed to enter overtime/undertime information manually, and 'Overtime Registration' feature is turned ON in the system settings, you can specify overtime/undertime in addition to the spent time.

Overtime/undertime section of 'Enter Time-Track' interface,
user is allowed to enter overtime/undertime

When 'Undertime Tracking' feature is turned OFF, the system collects overtime information only. So the Enter Time-Track interface will show (and allow to enter) overtime information only.

There are two ways how you can enter overtime/undertime for a day:

  1. Enter overtime/undertime manually in the format HH:MM or in the format ##.##.

    Positive entered values are considered as overtime. Negative entered values are considered as undertime.

    If entered overtime/undertime value differs from the automatically calculated value, it is marked with an exclamation icon.

  2. Click an icon above the overtime field for a day to calculate overtime/undertime automatically for this day. This will fill in the overtime field below the icon with 'auto' value.

    Click the question mark icon shown next to the field to view the auto-calculated value.

Rules applied when calculating overtime/undertime automatically are described in the section Reporting: Overtime & Leaves Report: Report Description.

Note that overtime value cannot be greater than hours worked reported for the corresponding date.

By default overtime/undertime fields are filled in with 'auto' value. If overtime/undertime is not specified it is considered to be 0:00.

7. Complete the Tasks You Have Finished Working on

See section Complete Tasks from the Enter Time-Track Interface for more information.

You can complete tasks only if you have 'Manage Tasks' permission.

On time task completion will help you to shorten your task list shown in the Enter Time-Track interface.

8. Submit your time-track for approval

When you have filled out your time-track, you can mark it as “Ready for Approval” by clicking the button either on the top or the bottom of your timesheet:

Please note that you will be able to see the approval button only if the Time-Track Approval feature is on.

After you have marked your time-track as ready for approval the managers, who are assigned to approve your time-track will be able either to approve or reject your timesheet. You will see the corresponding status in your Enter Time-Track interface.

9. Save Your Time-Track

When you are ready, save the time-track by clicking on the 'Save Changes' button at the bottom of the interface. The system will save the entered time and show you the Enter Time-Track interface with a confirmation message.