Configure Time Tracking

Time tracking enables team members to log the hours they spend working on tasks, providing a way to measure actual hours against set time estimates. This time-tracking data helps uncover project insights in targeted reports or in-app analytics for measuring project and resource performance. 

This article provides an overview of configuration details for time tracking, along with options for customization.

Enable Time Tracking [Admin]

Time tracking is enabled in TaskRay out-of-the-box. However, if you need to enable or turn it off, follow the steps below. 

1. From Setup, navigate to Custom Code | Custom Settings.
2. Click Manage next to TaskRay Global Settings.
3. Check the Enable Time Tracking checkbox.
4. Click Save.

Time Fields on TaskRay Objects

The TaskRay Time object is in a master-detail relationship with the TaskRay Task object. Therefore, every logged time entry is a TaskRay Time record related to a TaskRay Task. TaskRay will provide summarized calculations of time-related data on the following objects: TaskRay Task, TaskRay Task Group, and TaskRay Project. Below is a list of fields used to summarize time-related data on these objects:

• Actual Time (hrs)
• Actual Billable Time (hrs)
• Estimated Time (hrs)
• Estimated Billable Time (hrs) (only available on TaskRay Project and TaskRay Task Group)

Configure Billable Defaults [Admin]

Time entries can be added as billable or non-billable. It is possible to set the default Billable value for time entries at the org or task level. Setting the billable default at the org level could be useful in cases where the majority of time entries need to be the same (billable or non-billable). Meanwhile, the task-level approach is provided for use cases where certain tasks have specific requirements for billable/non-billable time tracking.

Set the Org-Level Billable Default

1. From Setup, navigate to Custom Code | Custom Settings.
2. Click Manage next to TaskRay Global Settings. 
3. Check the Mark Time Entries Billable By Default checkbox. 
4. Click Save.

Set the Task-Level Billable Default

When it comes to the task-level billable defaults, that is typically managed either by a template manager or a project manager directly on applicable tasks. For more information on managing billable defaults at the task level, refer to the Billable support article.

Configure Time Type Options [Admin]

TaskRay provides a way to categorize time entries. This allows team members to log time toward specific initiatives, departments, or other relevant initiatives. Time categorization is also helpful for reporting to extract more targeted insights.

Enable Time Type

1. From Setup, navigate to Custom Code | Custom Settings.
2. Click Manage next to TaskRay Global Settings. 
3. Check the Show The Type Field on Time Entries checkbox. 
4. Click Save.

Configure Time Type Options

In order to use the time categorization functionality, it is necessary to define Time Type options that are relevant to your organization's workflow. This is done by modifying the Time Type picklist field options on the TaskRay Time object.

1. From Setup, navigate to Objects and Fields | Object Manager.
2. Scroll down and select TaskRay Time. 
3. Select Fields and Relationships. 
4. Select Type. 
5. Under Values, select New.
6. Enter the picklist values for time categorization and click Save. 
   
7. Once you have entered new values for Type, you can now delete the placeholder value Admin Must Configure Values for Type. Click the Delete button next to that value.