Track Hours

In the Time Tracker Calendar View, you can log hours by drawing or dragging projects on the calendar. The calendar is accessible from both the Dashboard and Time sections (some functions may be visible only in one of the views). The calendar allows you to easily track the fulfillment of your daily expected working hours.

You can add time entries also from the top menu, in bulk, or through the mobile app.

Permissions: Time Tracker > Allow hour entries
PSA plans: Free, Growth, Business, Enterprise, Enterprise+

Calendar view features

Above the calendar you can see your own:

1. hour balance (of this month or all time, depending on the settings)
2. weekly hours meaning the tracked hours / expected hours for the week
3. daily hours meaning the tracked hours / expected hours for the day and the impact on your hour balance.

In the Time Tracker Calendar View, you can select which projects and users to view on the left side. Options depend on your permissions. Note: Other user's hour balance is displayed after their name (at the top of the page you see only your own information). 

Assigning color tags to projects or users can help visually distinguish hours in the calendar. From the eye icon on the right side of the Time Tracker calendar view, you can choose to View entries by project or user color. 
Project colors are defined on the project cards. 
User colors can be changed by clicking the user's color in the calendar view. 

Hovering over previous entries allows you to view the details of past entries.

Add hours in the calendar

By drawing

By drawing hours on the calendar, you get a time directly for the hours. Under the date you can see the number of tracked hours compared to your expected work hours, i.e. how many hours you still have to track.

1. Go to calendar in Dashboard or Time section.
2. Click on the calendar at the correct day and start time and draw the entry by dragging the mouse down or up. Let go when you reach your desired stop time.
3. Fill in the information in the slider that opens on the right side.
4. Click Save.

By dragging a project

For the projects listed in the Projects, you can add hours by dragging the project to the calendar. One hour-long entry is automatically added.

1. Go to Time > Time Tracker > Calendar view.
2. Search for a project in the Add project to list search field.
   
   • If you don't see the projects bar, zoom out the page.
3. Click and hold the project, and drag the project to the calendar to the desired start time.
4. Fill in the information in the slider that opens on the right side.
5. Click Save.

By copying

You can copy a previous hour entry in the calendar as a basis for a new entry. This speeds up making similar entries for different days.

1. Go to calendar in Dashboard or Time section.
2. Hover your cursor over the hour entry you want to copy in the calendar and click the Copy Hour Entry icon. 
3. Check the information in the form that opens in the right side window.
4. Save.

Based on previous entries

You can view your old hour entries as a list and select one of them as a basis for a new entry. This makes adding hours easier. The list shows the 50 most recent hour entries.

1. Start adding an hour entry, for example by dragging on the calendar or from the quick add menu.
2. Click Show previous entries.
   
3. Choose if you wish to view the entries in a list or grid mode (=2 columns). 
   You can show/hide descriptions and tasks from the listing by selecting Show Description or Show Task.
4. Find the appropriate entry, straight from the list or via Search, and click Select.
5. Click Save.

Hour entry information

Add hours entry slider opens from all the different views from which hour entries can be added. Mandatory fields are marked here with *

1. Choose date*
   • If you have a similar entry for multiple days, choose time period. 
2. Choose start and end time*
   • If overtime tracking is enabled, you can mark the hours as Overtime if needed. 
   • With the Set full days option, PSA determines the length of the daily time entry based on the user's expected work hours, which are fetched from employment templates. This allows for creating multi-day entries at once, even if the period includes days with different expected work hours or days off.
3. Choose account and project*
   • When adding hours, you can activate the following settings from the eye icon in the upper right corner:
     
     • Show project fields separately: When the setting is activated, you can select the account and the project separately. This helps in filtering projects to select the right project.
     • Only own projects: The list shows only the projects in which you are in the team.
4. Choose jobtype*
   • List shows all jobtypes or the ones that are defined for this project. 
5. Choose task.
   • If resourcing function is in use and the project has one or more tasks that are assigned to you, the Task menu appears and you can allocate hours to the task.
   • Depending on the settings, the task may be mandatory information.
6. Choose quote and quote row. 
   • If you target hours to quotes, it can be done here. 
7. Write a description.
   
   • Depending on the settings, the description may be mandatory.
8. If necessary, you can also add a product, CPQ, invoiceable, mileage, daily allowance or other expense when registering hours. In this case, select the item to be added from the Add new menu.
9. Click Save.* The added hour entry appears in the calendar and time tracker list view.