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Timetracking over the task and work reports

The easiest way to report the time over the task or subtask is using timetracking. When you start working on the task press play button at the upper blue bar and the time starts to run.

Track the time via play button icon in Freelo.
Track the time via play button icon in Freelo.

Edit the beginning of the work via Timetracking > Start time and confirm via Change.

How to edit start of the timetracking.
How to edit start of the timetracking.

How to use Timetracking in Freelo

There are two ways how to track time over the tasks and subtasks.

1) Via play icon in particular task

Go to project detail and find the task you want to work on. Press the play icon on the right from task name. In case you were tracking in another task before, that tracking is automatically stopped and starts the new one in current task. The play button icon turns red.

Timetracking over particular task via play button icon.
Timetracking over particular task via play button icon.

2) Via play icon in the header

When using timetracking in the header it is saved as unassigned report. Later you should assign each tracking to particular task or subtask so it can become a part of the project report. Start tracking via play button icon via blue top bar. It immediately turns red so you know the tracking is running.

Add the assignment of the particular task or subtask via Assign the assignment… You can also add note via Add a comment… or hour rate via hour/budget.

TIP: Keyboard shortcut

Use keyboard shortcut ALT + Shift + S starts the timetracking (or try CTRL + ALT + Shift + S if using Windows device). This will start or end the tracking. If you are in the task detail, it starts tracking of that task. The same shortcut also finishes the tracking.

Overview of work reports

Important part of timetracking is an overview of all work reports. Go to section Timetracking > All work reports or via the red running time. Assign tasks or subtasks to particular statements.

Overview of all work reports in Freelo.
Overview of all work reports in Freelo.

Tips for manual input of time

You can enter following forms of time time in the field hh:mm.

  • 5m → 5 minutes
  • 2:20 → 2 hours 20 minutes
  • 2,5 → 2 and half hours (works up to number 9 – higher numbers are taken as minutes)
  • 15 → 15 minutes
  • 250 → 4 hours 10 minutes
  • 0830 → 8 hours 30 minutes
  • 1300 → 13 hours 0 minutes

Multiplication by hourly rate

If you enter your hourly rate and also the time the data are automatically multiplied. When my hourly rate is CZK 500 and I spend 2,5 hours on the task Freelo automatically calculates total amount for that time – CZK 1,250.

Hourly rate and spend time over the task give you total amount in the statement.
Hourly rate and spend time over the task give you total amount in the statement.

Manual reporting

Time or cost statements allow you to track the financial side of as a real numbers.

Go to project detail and find the task or subtask you want to add statement. On the right is clock icon (1.) or already tracked time/money (2.) > click on it. Appears form where you can add a note of the statement via Add a comment…, fill in the cost/hour rate in hourly wage and time in hh:mm. Confirm by Save.

How to report the time and costs manually.
How to report the time and costs manually.

It is not necessary to fill in all details. You can add cost or time, both – it is up to you.

Manual reporting is also in Timetracking section. In the top right corner just switch to Manual. It might be helpful in case you use stopwatch mostly. Just switch at one page between manual and timetracking reporting.

Switch between timetracking and manual reporting.
Switch between timetracking and manual reporting.
Tip: Report also subtasks

Use manual statements also in subtasks. Go to subtask detail, click on clock icon and track the time or money the same way.

Edit reports

You can edit your own reports only. Go to All work reports section or directly in the task or subtask detail. The change will be automatically updated in all statements.

Task detail

Click on the reported numbers on the right. Now appears editing form. Each of your report has pencil icon for editing.

Edit the report via pencil icon.
Edit the report via pencil icon.
Animation how to edit the report over the task.
Animation how to edit the report over the task.

All work reports/Timetracking

You can edit own reports also in section Timetracking or All work reports. Just click on the amount of time/money and start editing.

Click on the number and edit the amount.
Click on the number and edit the amount.

Statement as cost

You can use statements as spend costs over the task. Add the sum of money for material, goods, travel cost or amount for business dinner. You do not have to enter the time. Report only the amount of money in this case. Look how you can invoice statements or costs in Freelo.

Tip: Automatic hourly rate

Freelo remembers the last used hourly rate for each user in the project. Reporting is so fast – just add the time.

User’s hourly rate

Each user can have own hourly rate per project. Hourly rate can set up the project captain (owner of the project), admin or the user themself. Go to particular project, find section Users and set up the hourly rate for other users if you are project owner or admin.

Find section Users in particular project.
Find section Users in particular project.

You can also lock the hourly rate so your employees cannot change it but they will see it.

Set up the hourly rate for yourself and also your team.
Set up the hourly rate for yourself and also your team.

Working with timesheets

The statements can be easily downloaded, edited in Excel (1.), filtered (2.), invoiced and controlled. Go to section Reports > Timesheets.

Find the section Timesheets in Reports.
Find the section Timesheets in Reports.
Download reports in CSV or use filters in Freelo.
Download reports in CSV or use filters in Freelo.

Another view is via Weekly and monthly report where is more options to filter, order and display the reports in the tab. Go to Reports > Timesheets > Weekly and monthly.

Check your team via Weekly and monthly reports tab.
Check your team via Weekly and monthly reports tab.

User rights in timesheets

Project owner and admin of the project see all reports automatically. In case you want your team to be transparent or have the same view you can share your statements with any other user. Go to particular section > Timesheets > in top right corner select icon saying Who sees my statements.

Both the owner and Admin of a particular project see all reports of all invited users automatically. Therefore, no invited user can hide their project report from them. However, each user can decide which other invited user wants to show the reports on a particular project.

Each project has own section Timesheets.
Each project has own section Timesheets.

Click on My work reports are visible for and select colleagues who you want to share your statements with. Freelo will offer users who are invited to the project only.

Share your statements with other people.
Share your statements with other people.

Statements in subtasks

Statements in smart subtasks are summed in the task where the subtasks belongs.

Three statements in one subtask.
Three statements in one subtask.
The same subtasks visible in task statements.
The same subtasks visible in task statements.

How to track the time/costs in subtasks

Statement can be added the same way as in tasks – via clock icon in the subtask detail or timetracking.

1. Via clock icon

In subtask detail click on clock icon and add the statement manually. You can add note, hourly rate/cost and spend time. There is no need to fill in all the details.

How to report costs manually in subtasks.
How to report costs manually in subtasks.

2. Via play icon

In subtask detail or in modal window of the subtask (called via keyboard shortcut mouse over the subtask + Q or the bubble icon with number of comments) start tracking. Timetracking begins via play icon.

Start the timetracking via play icon in the subtask detail.
Start the timetracking via play icon in the subtask detail.
Timetracking over the subtask.
Timetracking over the subtask.

Timetracking over subtask

Find section Timetracking via upper blue bar Timetracking > All work reports. There is all your tracking and you can assign task or subtask to statement. In the navigation is visible the superior task.

Task Settings check (WordPress) is superior task.
Task Settings check (WordPress) is superior task.
Updated on 3.3.2021

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