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Time Tracking using Timelogs

This article will help you understand the importance and uses of Timelogs.
R
Rashmi Kashyap
28 Aug, 2020 - Updated 1 year ago

Introduction to Timelogs

 

Tick, tock, tick, tock…

Are you unable to make the most of your time at work? 
Are you left with a load of pending work at the end of the day?

Then use Vtiger’s Timelogs!

Timelogs will help you get better at finishing your job on time.

 

Time is precious, they say. It is true.

It is imperative you know where and how your time is spent. You must identify which activity is eating up your time, and why certain activities never end.

Timelogs module will help you keep track of the time spent on activities, and in turn, you will be able to reach your goals smoothly.

Benefits

Using timelogs will help you to,

  • Create a schedule to complete work on time.
  • Identify and eliminate low-value activities on which you may be wasting time.
  • Record time against a specific client and automatically bill for tracked hours.
  • Avoid procrastination and postponing the work.

In Vtiger CRM, Timelogs is majorly used in Tasks, Cases, Internal Tickets, and Work Orders modules.  

Don’t hesitate to scroll down because it just got interesting!


Time Tracking using Timelogs

Logging the time spent on a task is an essential part of Project Management. It helps Project Managers keep track of time spent by team members on activities assigned to them.

Tracking the time will help the managers to:

  • Track the estimated time duration v/s actual time spent. This helps in further planning, collaborating, assessing, and budgeting.
  • Bring transparency to resources working on assigned tasks.
  • Assess team productivity and revise project plans. This becomes an input for future capacity planning.
  • Create an invoice with the help of timesheets for clients as per agreed rates.

Use Timelogs, and you can up your game in Project Management!

Wondering how? Read this section to know how Timelogs are used in Tasks.


Feature Availability

Sales Starter

Sales Professional

Sales Enterprise

One Professional

One Enterprise

Feature Availability

Timelogs

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Important Fields in Timelogs

 

Field name

Description

Timelog Name

Mandatory field
Displays the name of the timelog.

Related To

Mandatory field
Displays the module to which the timelog is related to. You can choose among the following four modules:

  • Cases
  • Work Orders
  • Internal Tickets
  • Tasks

Started On

Mandatory field
Displays the date and time when the timelog (work) was started.

Ended On

Mandatory field
Displays the date and time when the timelog (work) was ended.

Assigned To

Mandatory field
Displays the user to whom the timelog is assigned.

Status

Mandatory field
Displays the current state of the timelog.


Timer for a Timelog

Vtiger CRM has made it easy for you to log time for an activity you are currently working on. All you have to do is click the Timer icon

Now, are you wondering where this timer icon is and how to start it? Read on…

Follow these steps to log the time spent on an ongoing activity (task, case, etc,.):

  1. Click the Main Menu.
  2. Go to any of the following modules:
    • Cases under Support
    • Internal Tickets under Support
    • Tasks under Projects
    • Work Orders under Inventory
  3. From the List View, open the record you want to work on.
  4. In the Summary View, click the Timer icon from the Timelog block.

You will see the timer ticking in the top bar, and a timelog will be automatically created.

  1. You can do the following with the timer:
  1. If you wish to pause the timer, click the timer on the record or on the top bar and click Pause.
  2. Click Resume to resume your work.
  3. Click Stop to end the timer.
  1. In the Timelog Details window, enter all the details.
  2. Click Save.


Different statuses of a timelog

The Status field in a timelog is not editable. It changes automatically based on your actions. Read this segment to understand the statuses that show on your timelog.

  1. Working: A timelog is in the Working status when the timer is running.
  2. Paused: A timelog is in the Paused status if the timer is paused.
  3. Completed: A timelog is in the Completed status once the timer is stopped.
 

Note:

  • You cannot have more than one timelog in the Working state.
  • You can have more than one timelog in the Paused state.
  • Once your timelog is in the Completed state, you cannot revert the status to Paused or Working.
 


Creating a Timelog

In the previous section, you read about logging time for an ongoing activity that automatically creates a timelog record. 

In this section, you will read about creating a timelog for an activity that is already completed, provided you have a specific time duration in your mind. 

You can create a timelog in the ways mentioned below:

  1. From Timelogs’ List View 

You can use the +Add Timelog button to create a new timelog. 

Follow these steps to create a new timelog:

  1. Click the Menu icon.
  2. Go to the Projects tab. 
  3. Select the Timelogs module.
  4. Click the +Add Timelog button.
  5. Fill in all the mandatory details.
  6. Click the View full form button.
    1. Enable the Is Billable radio button to make the timelog billable.
  7. Click Save.
 
  1. From Quick Create

You can also create timelogs by clicking the + button present on the top right corner of the screen.
Follow these steps to create a record using Quick Create:

  1. Click the icon displayed on the top right corner of your screen. 
  2. Click Show all to view all the modules you can create records in using Quick Create.
  3. Select Timelog from Project. 
  4. Enter all mandatory details.
  5. Click the View full form button.
    • Enable the Is Billable radio button to make the timelog billable.
  6. Click Save to save the record.
    • Clicking Cancel discards all the information you entered.

To know more about Quick Create, click here.

  1. From Tasks

You can create a timelog through a task with the Do button or from the Timelogs widget. 

 

Note: You can also create timelogs by clicking + in the Timelog block in the Summary View.

 

Follow these steps to add a timelog from Tasks:

  1. Click the Menu icon.
  2. Go to the Essentials tab.
  3. Select the Tasks module.
  4. Open the task you want to work on.
  5. From the Summary View, there are two ways:
  1. Do button
  1. Click the Do button on the top right of the screen.
  2. Click Add or Create button.
  3. Click Timelogs.
  1. Timelogs widget
  1. Click the Timelogs widget in the right-side panel.
  2. Click the + icon.
  1. Enter all necessary details.
  2. Click the View full form button.
  1. Enable the Is Billable radio button to make the timelog billable.
  1. Click Save.

This newly created timelog will be linked to the task. It is visible in the Timelogs widget in the Summary View of the record.

 

Did you know? 

  1. When you ‘create’ a timelog, it is always in the Completed Status.
  2. Timelogs can also be created from Cases, Work Orders, and Internal Tickets modules.
  3. A parent module (like Tasks, Cases, etc.) can have more than one timelog.
  4. A timelog can be billable only if the parent module related to it is billable.


List View in Timelogs

List View sorts and lists all timelogs based on the last modified timelog. Let us learn more about the List View in the Timelogs module.

 

  • Columns in List View 

The columns that are visible by default in the List View are:

  1. Timelog Name -  Displays the name of the timelog.
  2. Related To - Displays the module for which the timelog is created.
  3. Started On - Displays the date and time when the timelog was started.
  4. Ended On - Displays the date and time when the timelog was finished.
  5. Status - Displays the current state of the timelog.
  6. Assigned To - Display the user to whom the timelog is assigned to.
  7. Is Billable? - Displays Yes or No, based on whether the timelog will be invoiced or not. 

  • List View actions

You can perform quick actions such as Edit, Export, Tags, etc. on the List View’s timelog records. 

To learn more about List View actions in Vtiger CRM, click here.

Ways to View a Timelog

  • Summary View

Summary View is the view that appears when you click a particular record from the List View. The Summary View displays the key information of a record.

Summary View can be divided into the following three sections. Each section has a particular functionality.

  • Summary View actions

  • Follow: You can follow a timelog record to get updates on all the activities performed on that record.
  • Tags: You can add tag names to the record to identify the record quickly.
  • Duplicate: You can duplicate the current record and have all the details reflected in a new record.
  • Delete: You can delete a record by clicking this button.
  • Link: You can copy the URL of the current record.
  • Activity 

You can add comments and view the updates made on a particular record by enabling it in the Filters button.

  • Do button

When you click on the Do button on the top right corner of the Summary View, you can add or create other modules related to the timelog.

  • Deep Dive View

You can view and edit information in a timelog record by clicking the Deep Dive button in the Summary View of the record.


Timelogs in Tasks

Timelogs are used to track the time spent on a task, a case, a work order, or even an internal ticket. 

In this section, you will read and understand the importance and benefits of using a timelog to track the time spent on a task. Remember, the same logic applies to a case, work order, and an internal ticket as well.

Different types of billing a task

A timelog related to a task can be billed in either of these modes:

  1. Project-based billing - The project is billed at a fixed rate for the execution of the project. Hours are tracked for internal planning only and not used for invoicing the client.
  2. Resource-based billing - Rates are assigned based on the resource’s skills and experience. Billable effort varies based on the resource assigned to a task.
  3. Task-based billing - Rates are based on the type of service. Billable effort is based on the service rate and the number of billable hours logged for a Task. This is the only mode of billing supported in Vtiger.
  

Creating a billable task

Creating a billable task is no rocket science. All you have to do is enable a radio button.

Follow these steps to create a billable task:

  1. Click the Main Menu.
  2. Go to the Projects tab.
  3. Select the Tasks module.
  4. In the List View, click +Add Task on the top right corner of the screen.
  5. Fill in the mandatory fields.
  6. Click the View full form button.
  7. Scroll down to the Service Details section.
  8. Enable the Is Billable radio button. The dependant fields - Service and Rate are visible. 
  9. Click the Services icon.
    • You can also search the service by entering its name.
    • You can add a service by clicking the + icon.
  10. Select a service from the list of all services.
  11. Click Save.
 

Note: Creating a service is a prerequisite for creating a billable task. Services with hourly rates are only considered. Select Usage Unit as Hours while creating a service record.

To know more about Services, click here

 

Logging time for a billable task

Now the billable task is ready; you can start working on it and track the time spent on it. 

Follow these steps to log time for an ongoing task:

  1. Click the Main Menu.
  2. Go to the Projects tab.
  3. Select the Tasks module.
  4. Open the task you are working on from the List View.
  5. In the Summary View, click the Timer icon in the Timelog block.
    • A timelog record is automatically created.
  6. Click the Pause icon if you wish to take a break from the task.
  7. Click the Stop icon once you are done with the task.
  8. In the Timelog Details window, you can,
  1. Provide a name for the timelog.
  2. Enter the time spent on the task.
  3. Enter log details if you have any.
  4. Enable Is Billable radio button if you want a bill.
  1. Click Save.
 

You can view timelog details in the Deep Dive View of the task.
 

Did you know?

  • When time is logged for a task that is marked as non-billable, Billable Time spent is 0 hrs.
    • If you decide to mark this task as billable and there are several time logs for this task, you have an option to convert these timelogs as billable. 
    • With this change, billable time spent is incremented by the total value of the updated time logs.
  • When time is logged for a task that is marked as billable, Billable Time spent is the cumulative value of billable timelogs.
    • If you decide to mark this task as non-billable, all related time logs are updated as non-billable. 
    • With this change, billable time spent is decremented by the total value of the updated time logs.
 

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