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Project Time Recording

Introduction

With the help of the project time tracking module, employees can quickly and easily record their working hours for the various projects. Employees, project managers and management always have an eye on the financial status of their projects. Stored working hours can be printed as time sheets or easily exported for further processing.

Here is an extract of the most important functionalities of the project time module:

  • Quick and easy booking of project hours
  • Tracking of unbilled hours
  • Budget reporting for projects and tasks
  • Easy printing of consistent time sheets
  • Export of project hours for further processing

Home page

The start page contains all the essential information and functionalities to enable the logged in user to effectively record their project hours. The home page is shown as an example in the illustration. The individual elements of the start page are explained below.

Home

The start page includes the following functionalities:

  1. Element "User setting":
    1. First name and Last name: First and last name of the user.
    2. Profile picture: Profile picture which can be set in the user profile (gear icon top right corner).
    3. Balance: Current balance of the time account.
    4. Current time model: Time model that is valid for the current date.
  2. Element "Navigation":
    1. Home: Homepage as described in this chapter
    2. Project times: Overview of the bookings made by the current user; see chapter Project times.
    3. Timesheet: Timesheet for the various projects of the current user; see chapter Timesheet.
    4. Employee Overview (only certain roles): Overview of the project times of the employees (depending on the role); see chapter Employee Overview.
    5. Projects (only certain roles): Oerview of the projects with the possibility to administrate them (depending on the role); see chapter Projects.
    6. Customer (only certain roles): Overview of the customers with the possibility to administrate them; see chapter Customers.
  3. Element "Start Task" / "End Task": With the help of these buttons, a timer for the work on a project can be started and stopped, which creates a time entry for the respective project.
  4. Element "Project hours chart": Presentation of the project hours per day for the last 6 weeks for the current employee.
  5. Element "Projects chart": Representation of the distribution of the project hours of the past 6 weeks to the different projects for the current employee.
  6. Element "Projects list": List of all projects to which the current employee is either assigned to a task or entered as a project manager. With a click on a project the detailed view of the project is opened; see chapter Project View. The table has the following columns:
    1. Budget: The total budget of the project
    2. Actual net: Budget used for the project in local currency
    3. Actual net %: Project budget used in%
    4. Remaining budget: Remaining budget of the project in local currency
    5. Remaining budget %: Remaining budget of the project in%
    6. Updated at: Date and time at which the values ​​were calculated
    7. Sync-Icon: With a click, the statistics of the project can be recalculated

Project View

The detailed view shows information about the selected project.

Detailed project view

This view offers the following functionalities:

  1. Element "Close view": With a click on the X you return to the start page.
  2. Element "Budget overview": The graphic gives an overview of the consumption of the project budget and shows the hours not billed as well as the remaining budget.
  3. Element "Employee statistics": The graphic shows the distribution of project hours among the employees involved.
  4. Element "Task list": The table shows all tasks of the project. With a click on a task in the detailed view, a new time booking can be created for this task. The table has the following columns:
    1. Budget: The total budget of the project
    2. Actual net: Budget used for the project in local currency
    3. Actual net %: Project budget used in%
    4. Remaining budget: Remaining budget of the project in local currency
    5. Remaining budget %: Remaining budget of the project in%
    6. Updated at: Date and time at which the values ​​were calculated

Project Time Booking

A time booking for a project can be made on almost every view.

Booking of project times

Explanation of the "Project Booking" dialog:

  1. Drop down field "Project": Selection of the project. Only the projects to which the employee has access are available for selection.
  2. DropDown field "Task": Selection of a task for the booking. Here, too, only the tasks to which the employee has access are available.
  3. DropDown field "Employee": Selection of the employee assignment for the booking.
  4. Field "Date": Enter the date for the booking. The date can be selected from a calendar by clicking on the calendar icon.
  5. Field "Hours": Enter the hours to be booked. The entry can be made as a decimal number or in the format HH:MM. The budget still available for this task is displayed below the input field.
  6. Field "Hourly rate": Entry or display of the hourly rate. The input option is determined by the project manager when assigning the employee to the task.
  7. Text field "Comment": A comment on the booking (e.g. the activities carried out). This comment can be included on the timesheet.
  8. Switch "Billed": With this switch, the booking can be marked as "billed" or "not billed".

Project Times

This view shows all bookings of the currently logged in employee with the option to edit them. It offers the following functionalities:

Project Times

  1. "New booking" button: Creation of a new project time booking.
  2. "Export" button: Exports the bookings to Microsoft Excel.
  3. Element "Monthly selection": The month to be displayed can be selected using the arrow keys or the drop-down field.
  4. Element "Booking list": Shows all bookings for the selected month. The following information is displayed for each day:
    1. Date: Date of the day
    2. Target: Shows the net balance of the bookings from the working time recording module for the day (only available if the working time recording module is licensed)
    3. Actual net: Total hours of project time bookings for this day
    4. Workload: "Actual net" / "Target" in percent (only available if the working time recording module is licensed)
  5. Element "Daily list": Shows all bookings for the corresponding day. The booking can be edited by clicking on the item. The following information is displayed for each booking:
    1. Billing status: The colored dot shows the billing status of the booking (red = "not billed", green = "billed")
    2. Project: Name of the project
    3. Task: Name of the task
    4. Hours: Number of hours
    5. Turnover: "hours" * "hourly rate" in project currency

Timesheet

A timesheet can be generated and printed out here. The view offers the following functions:

Timesheet

  1. Drop down field "Project": Selection of the project. Only the projects to which the employee has access are available for selection.
  2. "Print" button: Exports the current view to a PDF document.
  3. "Settings" button: Opens a dialog with which the timesheet can be configured.
  4. „Billing Status“ button: Changes the billing status of bookings. The bookings can be selected comfortably via filters.
  5. Element "Monthly selection": The month to be displayed can be selected using the arrow keys.
  6. Element "Booking list": Shows all bookings for the selected period. The sum of the hours is displayed for each day.
  7. Element "Daily list": Shows all bookings for the corresponding day. The following information is displayed for each booking:
    1. Billing status: The colored dot shows the booking status (red = "not billed", green = "billed")
    2. Employee: Name of the employee
    3. Task: Name of the task
    4. Comment: Comment on the booking
    5. Hours: Number of hours
  8. Element "Signatures": Displays two signature fields. The text under the fields can be changed. They can be hidden via the settings.

Employee Overview

Access to the employee overview is only available for the following roles:

  • Admin: Sees all employees and can edit / add / delete bookings.
  • CEO / Workers council: Sees all employees but has read only access.
  • Manager: Sees all employees of his team but has read only access.

Employee Overview

  1. Element „Filter“: The table can be filtered by entering a search text. If you enter "schmitz", all lines containing the term "schmitz" are displayed. Uppercase and lowercase letters are ignored.
  2. Element „Settings“: The view can be adjusted via the settings dialog. The periods "week", "month" and "year" are available as well as the KPIs "hours", "sales" and "workload" (the latter only if the working time recording module is also licensed).
  3. Element „Date select“: The month, year or week to be displayed can be selected using the arrow keys.
  4. Element „Table header“: Click the column heading to sort the column in ascending or descending order. By clicking on the last name, you can switch to the employee's time account.
  5. Column „Updated at“: Date of the last balance calculation for the employee concerned and option to update the balance using the sync symbol. It may take some time to update the balance depending on the system performance. The recalculation can only be carried out for a single employee. The balance is automatically recalculated when the employee makes a new booking.
  6. Element „Pager“: The number of employees per page can be set via the drop-down element (from 10 to 100). You can switch between pages using the arrow keys.

Projects

The list of all projects that the user has access to. It is only visible to users with the following roles:

  • Admin
  • CEO / Workers council
  • Project manager
  • Project admin

Projects

  1. Field "Filter": With this field the project list can be filtered according to a term or a number.
  2. "New project" button: Creates a new project; see chapter Project Dialog.
  3. "Download" button: Exports the project list to Excel.
  4. "Show tasks" button: Shows and hides the tasks.
  5. "Status filter" button: Filters the project list by project status.
  6. Element "Project list": Shows all projects with the following information:
    1. Project: name of the project. Clicking on the project name opens the dialog for editing.
    2. Customer: customer of the project.
    3. Status: Status of the project (yellow = "in preparation", green = "running", red = "finished").
    4. Budget: Shows the total budget and the budget already used.
    5. Updated on: Date and time when the values ​​were calculated.
    6. Actions: The action menu can be opened by clicking on the three vertical dots. It offers the following actions: 1. Time bookings: Opens the overview of all booked times for the project. 2. Timesheet: Opens the timesheet with the bookings of all employees for the project. 3. Change billing status: This allows you to change the billing status of all bookings within a certain period. 4. Refresh statistics: Updates the statistics for the project. 5. Export: Exports the bookings of the project to Excel.
  7. Element "Task list": Shows the first 5 tasks of the project with some statistics. Clicking on the task name opens the dialog for editing the task.

Project Dialog

The dialog for changing or creating a project.

Project Dialog

  1. Customer: Selection of the customer to which the project belongs.
  2. Project Number (optional): Unique identifier of the project.
  3. Name: Name of the project.
  4. Description (optional): Description of the project.
  5. Start date: Start date of the project. No times can be recorded before this date.
  6. Project manager: List of project managers. Every project manager has full access to the project.
  7. Status: "In preparation", "Running" or "Finished". Times can only be recorded for projects with the status "Running".
  8. Billing: Billing status of the project (only for information).
  9. Currency: Currency of the project. If a currency other than the local currency is selected here, the corresponding exchange rates must be entered by an administrator.
  10. Tasks: List of the tasks of the project.

Task Dialog

The dialog for changing or creating a task in a project.

Task Dialog

  1. Taskname: Name of the tasks.
  2. Description (optional): Description of the task.
  3. Budget (optional): Budget for this task.
  4. Assignments: List of employees who are allowed to book on this task with the respective hourly rates. An assignment can also be limited in time and it can be decided whether the employee should be able to change the hourly rate in the booking or not.

Export Of Project Times

With the help of this module, the recorded project times of the selected project can be exported to Excel or to a partner system for the creation of sales invoices. The availability of the partner systems depends on which integrations have been activated in your PlainStaff organization.

Export Of Project Times

The module allows the following settings:

  1. Employee selection: The employees included in the export can be selected here. If nothing is selected, all employees are included.
  2. Task selection: The tasks to be exported can be selected here. If nothing is selected, all tasks are included.
  3. Billing status: A distinction can be made here between "All", "Only billed" and "Only unbilled".
  4. Date Range: Select the date range to export.
  5. Group by: The project times to be exported can be grouped by employee, task and month.
  6. Set bookings billed after export: If this checkmark is set, all exported bookings are automatically given the status "Billed" after the export.
  7. Target: Select the destination for the export. Excel and all integrations activated in your PlainStaff organization are available here.
  8. Item name: If a partner system has been selected as the target, the title for the invoice items can be configured here.
  9. Item description: If a partner system has been selected as the target, the description for the invoice items can be configured here.

When everything is set to your satisfaction, start the export by clicking on the "Export Bookings" button.

Customers

The list of all customers. It is only visible to users with the following roles:

  • Admin
  • CEO / Workers council
  • Project admin

Customers

  1. Field "Filter": With this the customer list can be filtered according to a term.
  2. "New customer" button: Creates a new customer.
  3. "Download" button: Exports the project list to Excel.
  4. Element "Customer list": Shows all customers with the following information:
    1. Name: Name of the customer. Clicking on the customer name opens the dialog for editing.
    2. Address: Shows the customer's default address.
    3. Contact: Shows the customer's standard contact.
    4. Delete: The customer can be deleted by clicking on the garbage can.

Customer Dialog

Der Dialog zur Anlage oder zur Bearbeitung eines Kunden.

Customer Dialog

  1. Name: Name of the customer.
  2. Notes (optional): Text field for notes.
  3. Customer ID (optional): Internal ID of the customer.
  4. Account number (optional): Internal account number of the customer.
  5. VAT ID (optional): VAT-ID of the customer.
  6. Main Email (optional): Main email address of the customer. More email addresses can be added in the contacts section of the customer.
  7. Language: Language for correspondence with the customer. Currently unused.
  8. Type: Type of customer (Company / Person). Currently unused.
  9. Days for payment: Days for payment for this customer. Currently unused.
  10. Addresses: Use this section to store addresses of the customer.
  11. Contacts: Use this section to store contacts of the customer.

Import Customers

With the help of the double arrow at the top right, customers can be imported from partner systems. Depending on which integration is activated in your PlainStaff organization, different partner systems may be available.

Import Customers

If necessary, select the system from which the import is to be carried out and click on "Import customers". PlainStaff imports all customers from the partner system. The import can be repeated as often as required. The customers in PlainStaff are updated with the information from the partner system and new customers are taken over. The following fields are used:

  • Name
  • Notes
  • E-Mail Address
  • VAT Number

Important

Only the imported customers can later be used to create outgoing invoices in the partner system.