Getting started

Recording your time

Fill in your weekly timesheet, mark out-of-hours work, see what is left on the budget, and submit the week.

Your timesheet is one week at a time. Open My timesheet in the menu. You can also select Record time on the home page, which shows your hours for today and this week.

Moving between weeks

Use the arrows for the previous and next week, and This week to come back. To jump to any week, choose a date and select Go. Today's column is highlighted.

Adding a line

Each row is a line: a project, or a task on a project. Under Add a line, choose one and select Add. Only work you can record on is listed:

• projects you are on the team for, or that are open to everyone;
• confirmed projects (tentative and on-hold projects only if your organisation allows it);
• tasks, when the project records time against tasks.

Copy lines from last week adds last week's lines without their hours. It's a quick start for a similar week.

Leave and sickness

Approved leave and sickness show in the grid as their own grey lines under Leave and sickness, such as Annual leave or Off sick, with the hours they take each day. You don't record them as time: they are already counted. The week's Expected hours are lowered by them, and Leave beside it shows their total, so your recorded time plus your leave makes up your week.

Booked time

If you are booked on projects (see Resourcing), your booked time shows in the grid in light amber with an hourglass, and a note says how many entries are waiting. There are two ways to deal with it:

• From the grid or the calendar: select a booked cell. A Booked time panel opens over the week (in place of Day details) with every day booked for that work this week, each ticked with its hours. Untick any day you didn't do, change hours if needed, type one Comment for all of them, and select Accept ticked days. Or select Dismiss ticked days.
• Day by day: switch the view (above the grid: Grid, Calendar, Day by day).

If you were booked on one task but did the work on another (or for another project or client), change it in the Booked time panel before accepting: select the Client, Project or Task and choose from the list. Choosing a client lists its projects, and choosing a project lists its tasks. Only work you can record time on is listed. Your timesheet records what you choose; the booking itself stays as it is.

How much budget is left

Remaining budget shows how much of a project's or task's time budget is left, including what you are about to add. You see it:

• in the Booked time panel, for the work you were booked on;
• in Day details, for the day you are working on (type hours into a day, or press Enter).

Project managers see the full budget on the project's Overview.

Your week, day by day

The Day by day view lists this week (and next) one working day at a time. Each day is down the left, with the time you recorded that day under its name and the time you are booked for beside it, one row each. For each booked row:

• enter a Comment and select Accept to add it to your timesheet. You can change the Hours first;
• or select Dismiss if you did not do that work. It will not be suggested again.

With several, type one Comment for all of them and select Accept all. Nothing is suggested on days you don't work, public holidays, or days you are on leave or off sick. You must accept or dismiss every suggestion before you can submit the week.

If a booking has no task but its project records time against tasks, the row asks you to Choose a task before you accept it. If booked time can't be accepted at all (for example you're not on the project's team), the message says why.

A working day with nothing booked has an empty row: choose the work, enter the hours and a comment, and select Add. Public holidays and days on leave are listed too, with nothing to fill in.

Booked time you have not accepted yet also shows in the week grid, in light amber with a dashed edge, an hourglass and its hours. Work that is not on your timesheet yet has its own From your bookings row. Time you have recorded is shaded green. The key under the grid explains both.

If accepting would take the day over the usual hours, the suggestion asks you to tick Yes, record more than the usual hours, keeping what you typed, then select Accept again. If the project is over budget and needs a reason, it asks for that too. Accept all stops at the day that needs this and asks on that day's line.

Recording time

Type the hours straight into the days, for example 7.5, 7:30 or 45m. As soon as you do, the Day details panel opens over the week (on a wide screen; under it on a small one). It follows the day you are on, and is where everything about that day is changed. It also opens when you go to a day that already has time, or press Enter in a day. Close it with its × button or Esc; it moves to the other side of the screen rather than cover the day you're on.

1. Say What did you work on? A comment is always required. Press Enter in a day to jump to its details, and Esc to close them and go back to the day.
2. Tick This was out-of-hours work if it was, when your organisation asks you to say so.
3. Check Billing and pay. It starts with your organisation's usual treatment, and the summary says what will happen, for example Client: billable at 1.5× · You: paid at 2×. If you change it, your approver sees that it was changed. Time on a call-off project is always billable, so its billing can't be changed (unless your organisation has turned this off).
4. Move to the next day with Tab or the arrow keys. With Copy this comment to the next day I fill in ticked, a new day starts with the comment (and billing) of the line's nearest day; overwrite it for that day if it is different. Untick it to start each day empty. Your choice is remembered on this device.
5. Select Save changes, or press Ctrl+S. Days not saved yet are marked with a dot, and a day with time but no comment is marked in red and cannot be saved until it has one. Each day is saved completely or not at all. If you leave the page with changes not saved, you are asked first.

The panel also shows how much budget is left, counting what you have just typed, and asks for a reason or a confirmation when one is needed (going over budget, or a very long day).

More than one entry on a day

A day can have several entries: for example your usual hours and some out-of-hours work. Select the day, then Add another entry for this day, even before the first one is saved. Each entry has its own hours, comment, out of hours and billing; Remove takes one off. A day with several entries shows its total in the week and is changed in the panel.

Start and end times

Whether you record hours or start and end times is set by your organisation or the project (How time is recorded). With Start and end times, each entry asks for a start and end; with Either — the person chooses, each entry has the choice. Work past midnight is two entries, on two days.

Copying a day

Under Copy this day to other days, tick the days and select Copy to the ticked days. Days that already have time on that line are left as they are. Entries made together on several days stay linked: change the comment on one and tick Also use this comment on the other days entered with it to change them all.

If the panel is not shown

Without JavaScript, each day opens a full-page editor instead, with the same choices (including ticking several days at once), and Type hours above the week lets you type hours into the days and save them with Save hours.

• A day that already has one entry gets the new hours. Clear it, or type 0, to delete it.
• A new day copies the comment and billing of the nearest day on the same line. If the line has no time yet, open a day once to add a comment.
• Days with several entries, and lines recorded with start and end times, are changed by opening the day instead.

The calendar

Select Calendar above the week to see it as a calendar, with each line a row and each day a column. Select Grid to go back.

• Add time to several days: drag across the days in a line's row, or select + on one day. Choose the days, enter the hours for each day and a comment, then select Add time.
• Move an entry: drag it to another day.
• Copy an entry onto more days: drag its right-hand end across the following days.

You don't have to drag. Select an entry, or press Enter on it, to move it to another day or copy it onto others from a list. Change the details opens it in the full editor. If a day would be very long, or a budget would be exceeded, the calendar asks you to confirm or give a reason. Time from your bookings that you have not accepted yet shows with an hourglass.

Out-of-hours work

Your organisation decides how out-of-hours work is identified:

• Declared: you tick the box.
• Working hours: anything outside your working hours, or at the weekend, is out of hours. An entry that crosses the end of the day is saved as two entries, in hours and out of hours, each with its own treatment.

Remaining budget

The editor shows how much of the task's and the project's time budget is left, counting all time recorded. If an entry takes the work over budget, the project decides what happens: a warning, a reason for your approver, or not allowed.

Checks when you save

• Time is in steps of your organisation's recording step (usually 15 minutes).
• Start and end are on the same day; work past midnight is two entries.
• Timed entries on the same day cannot overlap.
• A very long day (over 16 hours, unless your organisation says otherwise) asks you to confirm. More than 24 hours is never allowed.

Submitting the week

When the week is complete, select Submit week. A week with no time needs I have nothing to record this week ticked. A submitted week can't be changed. Until it is approved, select Withdraw submission to make changes and submit again. Submitting and withdrawing are recorded in the audit log.