Manage and Log Time

The Time Tracking feature in TaskRay allows tracking time spent on working on tasks and projects. TaskRay provides flexible options for logging time, tailored to different workflows. This includes the ability to log time on tasks and checklists, as well as via the timer functionality. For a broader view, the Timesheet is a centralized space to review and manage logged time across multiple projects and team members.

Log Time

The most common approach is to log time on tasks, although it is possible to also attribute time to specific checklist items on tasks. Additionally, TaskRay provides the option to log time via the Timer functionality, which tracks the time spent working along the lines of using a stopwatch.

Log Time in My Work

My Work is your personal TaskRay workspace that summarizes all tasks assigned to you. Here, you can make updates to tasks as you work through them, as well as log time to track the hours spent on working on a particular task.

1. In My Work, locate the for which you want to add a time entry and click on the Clock icon.
2. This will open the Quick Add Time box for the task. Enter the number of Hours worked.
3. Fill out other details for the time entry as needed. As a best practice, add Notes to track relevant details for the time entry.
4. Click Save.

Log Time Through Task Details

Another approach to log time is through the Task Detail modal. 

Log Time for a Task

1. In any of the main TaskRay views, locate the task on which you need to log time and access its Task Details.
2. Within the Task Detail pane, switch to the Time tab.
3. Within the Time tab, click on Add to expose the row for the new time entry.
4. Fill out all relevant details for the time entry.
   1. Enter the number of Hours.
   2. As a best practice, add Notes to track relevant details for the time entry.
5. Click Save.

Log Time for Checklist Items

If you need to track time on a more granular level, you can log time directly on checklist items. 

1. In any of the main TaskRay views, locate the task on which you need to log time and access its Task Details.
2. Within the Task Detail pane, switch to the Checklist tab.
3. Within the Checklist tab, locate the Checklist Item on which you need to log time and click on the Clock icon in its row.
4. This will open the Quick Add Time box for the task. Enter the number of Hours worked.
5. Fill out other details for the time entry as needed. As a best practice, add Notes to track relevant details for the time entry.
6. Click Save.

Use the Timer to Log Time

The Timer allows tracking time similar to using a stopwatch. All time logged via the timer must be reviewed prior to being saved on the applicable tasks to ensure accuracy and data integrity.

Start / Stop a Timer

The timer functionality is available in My Work.

1. In My Work, locate the for which you want to add a time entry and click on the Clock icon.
2. This will open the Quick Add Time box for the task. Switch over to the Timer tab.
3. Click on Start Timer. This will begin tracking time while you work on the task.
   
   Tip | Active Timers
   When a task has an active timer, it will display a green clock icon for quick visual reference. Additionally, the Time icon in the TaskRay navigation pane will appear in green when active timers are running.
   
4. To stop the timer on the task, follow the same steps to access the Timer tab within the Quick Add Time box and click on Stop Timer.
5. Fill out all relevant details for the time entry.
   1. Enter the number of Hours.
   2. As a best practice, add Notes to track relevant details for the time entry.
6. Click Save.

Timers & the Timesheet

If you have any active timers or stopped timers that have not been saved, those will be aggregated within the Timesheet. This is a good place to review to ensure all needed time entries are saved and that they contain all needed information.

The Timesheet

The Timesheet is the central place for all things time tracking. For end users, this is the place where they can review all previously logged time entries and log time for multiple tasks at once. For team and project managers, this is the place to get an overview of time-tracking data across multiple projects for different team members.

To access the Timesheet, click on the Clock icon in the TaskRay navigation pane (top right corner).

Set the Date Range 

The Timesheet will default to the current calendar week to show all the time entries you have logged on tasks. However, you can change the date range to view a different week if needed.

1. In the top left corner, using the arrows, you can switch between weeks. You can also click the selector to select a specific date.
2. To return to the current calendar week, click Today.

View and Edit Time Entry Details

If you need to view detailed information about a logged time entry, you can expand the row for that time entry.

From here, you can also edit the details about the time entry by clicking on the pencil edit icon where applicable, making changes, and clicking on Save Entry.

Add Time Entries

The Timesheet also allows creating new time entries on tasks.

1. Set the applicable date range that contains the task on which you would like to log the time entry.
2. Locate the task for which you want to add a time entry and click on the arrow to expand it.
3. Click New Time Entry.
4. This will expose time fields for each day of the week. Click Add Time to log time for the desired days. You can also choose whether time entries are Billable and select their Type.
5. Click Save Entry.
   

View Time Entries of Other Team Members

You can also view other team member's time entries. Note that it is not possible to edit the time entries logged by other team members from the Timesheet.

1. At the top of the Timesheet, find the box with your name and profile picture and click the X icon to clear the field.
   
2. Enter the Name of the team member whose timesheet you want to view and click on it to make your selection.

Reporting on Time Tracking Data

Out of the box, TaskRay provides a set of sample reports for Time Tracking. These can be used as starting points for configuring custom reports that align with your organization's requirements for time tracking analytics.

For additional context, 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)