Time tracker settings

• Basic time tracking settings
• Time tracking rules & restrictions
• Employment templates
• Holidays
• Hours submitting and approval
• Job types and professional titles
• Import hour entries with a file

In Settings > Feature settings > Time management, you define the shared hour entry settings for your company.

Permissions: Admin
PSA plans: All

Basic time tracking settings

Before you start entering hours, define the basic hour entry settings on the Time tracker tab.

• Hour balance: Define whether the hour balance is shown in time management and on the user card only for the current month or for all hour entries.
• Start time for bulk entries: When you enter hours using the bulk function, the start time for the day’s hour entries is the time you define here. 
• Hourly intervals in calendar view (mins): Define the time entry granularity in minutes in the calendar view, e.g. 15 = drawing hour entries in the calendar in 15-minute intervals.
• Interval in bulk view list (mins): Define the time entry granularity in minutes in the bulk view, e.g. 15 = adding hour entries with 15-minute precision. 
• Maximum amount of hours for sending hour balance notifications: The upper limit for the hour balance, after which users can receive a notification about exceeding the hour balance limit.
• Minimum amount of hours for sending hour balance notifications: The lower limit for the hour balance, after which users can receive a notification about exceeding the hour balance limit.

Time tracking rules & restrictions

• Restrict adding entries to previous months: When enabled, a field opens where you define until which day after month-end hour entries can still be added.
• Restrict editing previous month entries: When enabled, a field opens where you define until which day after month-end hour entries can still be edited.
• Users can only add entries to own company: Available only in the Enterprise+ package.
• Prevent adding hours to main projects: When enabled, hours can be added in the project structure only to subprojects. 
• Make description field mandatory for hour entries: The Description field is an open text field where the user writes a description of the hours worked. 
• Set task as mandatory for hour entry: The Task field is a drop-down list that shows the user’s tasks on that project. 
• Disallow overlapping hour entries: When enabled, the user cannot add multiple hour entries for the exact same time. 

Employment templates

With employment templates, you define how many hours staff are expected to enter for each weekday. Read the instructions here. 

Travel hours

With this settings, it is possible to track travel time that does not accumulate hour balance. Read the instructions here.

Holidays

Dates defined as public holidays are shown with a red background in the hour entry and resourcing views, and there is no expected working time for them. The program updates Finland’s public holidays automatically at the beginning of the year, but if needed you can adjust the public holidays to match your company’s practices.

Hours submitting and approval

• Approve hours before billing: When enabled, a supervisor or project manager must approve users’ hours before they are included in the project’s invoicing material for sales invoices. Read more here. 
• Activate timesheet review and approval workflow: When enabled, staff must separately confirm the hours they have entered before they are shown to the supervisor or project manager for approval. Used together with the approval function (confirmed hours still need to be approved in order to appear on reports as costs). Read more here. 

Job types and professional titles

Job types and professional titles are used for pricing and reporting working hours. Read the instructions here. 

Import hour entries with a file

An admin user can import hour entries for other users into PSA using an Excel file. From the link in the feature description, you can download a blank Excel template file where you can fill in the details of the hours to be imported:

• User’s email address
• Project number
• User’s company (your company name)
• Date of the hour entry
• Start time of the hour entry
• Duration of the hour entry
• Job type
• Task (not mandatory)
• Description

By clicking Import hour entries, you can select the file from your computer and choose the columns to import. The program will notify you of any errors.