Tracking and Logging Time

The time tracker is one of todo.vu’s key features. Tracking how many hours you and your team spend on specific tasks allows you to see at a glance the extent of your billable vs non-billable work, monitor and enhance your business’ productivity, and compile detailed billing reports for your clients.

Time is tracked, and recorded as time entries, against tasks. Learn how to track and record time with the user-friendly timer, log time manually, set time budgets, log time on behalf of other staff users, and more.

Tracking time with the user-friendly timer

Finding the timer

The timer can be accessed from your Workspace’s fixed header bar, which is found at the top of every page in your todo.vu Workspace.

A screenshot depicting how to start the timer in todo.vu's time tracking software.

Starting the timer

You can start the timer from your Workspace’s fixed header bar either:

  • on any page, or
  • on any Task from within the Task listings on the Task Dashboard page.

Simply click ‘Start timer’ or the timer icon. The timer will begin, and you can start working straight away. Every minute until you choose to stop the timer will be tracked by todo.vu.

A screenshot depicting how to quickly start the time tracker in todo.vu.

Important – Easily track time to a specific Task: When you start the timer while on a Task page or within the Task listings, as in the screenshots below, todo.vu will automatically track and record that time to that specific Task.

However, when you start the Timer generically; that is, from the header bar on any page other than a Task page, the time you are tracking will not yet be connected to any Task.

Typically, businesses will track time to a specific Task from the outset; however, the ability to track time generically allows you to work swiftly and without interruption and add the details later.

A screenshot of time tracking to a specific task in todo.vu time tracking software.

When you start (and stop) the timer directly on a Task from the listings on the Task Dashboard page (below), there’s no need to open the Task itself.

A screenshot of todo.vu's Task Kanban dashboard with a timer icon showing that it's possible to quickly start tracking time directly to a Task from your Workspace to do list dashboard.

Stopping the timer

If you started your timer while on a Task page or from within the Task listing, all you need to do is hit the timer icon again to stop it; your time will be automatically recorded to that Task.

If you started your timer generically, you can stop the timer by clicking the timer icon or the ‘What are you working on?’ field and hitting ‘Stop’ in the pop-up window.

A screenshot of stopping todo.vu's time tracker when not linked to a task in order to link it to a task.

You can also adjust your time here on the sidebar to the left before you press stop. (Hover your mouse over the time block until the arrows appear, then drag n’ drop to adjust your time.)

Note: If you choose to stop the timer when the timer is not connected to a Task, this time entry will simply appear on your Time Dashboard as ‘No client – Not linked to a task’. You won’t find this time entry anywhere else; it will not appear as a Task on your Task Dashboard, as it is still unlinked to a Task and therefore does not exist as such.

A screenshot of todo.vu time tracking software's interface when designating logged time to an existing or new task.

Either before or after you stop the generic timer, you can choose to connect an existing (or new) Task to it, so that your time will be tracked and logged to that Task.

Here’s how.

Connecting your timer to a Task

Next to the timer in the fixed header bar, todo.vu offers you a field (What are you working on?), where you can either select an existing Task or create a new Task against which you want to track and record your time.

Follow these steps to connect the time you are tracking to a specific Task:

  • A pop-up window will appear on your screen once you select the timer icon or the ‘What are you working on?‘ field.
  • Click on ‘No client’, or the arrows that appear at the right-side of the pop up window.
  • Choose an existing Task from the list, search for an existing Task with the ‘Find Task’ button, or create a new Task here.
  • If you want to create a new Task here, simply create a Task Title then add a client and project by clicking on the icon underneath your newly created Task Title. Hit the right arrow beside the ‘the task as done’ checkbox when you are finished. (Don’t hit that checkbox unless the Task is done!)
  • Add a time entry note, if you want to.

Now, if you want to:

  • keep the timer running on that Task: click the upward arrow in the top right-hand corner of the pop-up window.
  • stop the timer on that Task: click ‘Stop’ in the bar at the bottom right-hand corner of the pop-up window.

Note that you can also discard a time entry from this pop-up window, too, so be careful! If you do delete your time entry by mistake; don’t worry. You can simply enter the time manually.

An animated GIF showing how a user can link their time tracked to an existing or new Task.

Adding time manually to a Task

Whether you want to add time to a Task after the fact, or to adjust logged time, you can do so manually from inside that Task.

Simply open (select) the Task to which you would like to add time or adjust time logged, so that you are taken to that Task’s page. On the right hand side of the page, you will see two options, one to set a due date (under ‘Task is due‘), and one to log your time (Under ‘Time spent‘).

A screenshot of todo.vu's interface showing where a user can see how much time has already been tracked to a specific task and where they can add tracked time manually in the software.

When you select, ‘Time spent’, the sidebar will expand to allow you to add time or adjust time logged to that Task. You can use the time disks* to quickly add 15-min, 30-min, 45-min or 60-min blocks, or you can use the (-) or (+) signs to input the specific time you would like to record.

You can also use the drag n’ drop Timeline feature to quickly add and adjust logged time as you need.

*Note that you can customise these time disks; see Time and billing settings for more information on setting up time increments.

Because it is unlikely you will complete all your tasks in one sitting, and you may have several team members working on the same Task, todo.vu allows you to add multiple time entries to a Task.

That  means:

  • any number of team members can add time entries to the same Task
  • one single user can add multiple simultaneous time entries to one or more tasks.

You can adjust previously logged time entries simply by clicking on them from within the ‘Time spent’ sidebar, and using the drag n’ drop time feature to adjust the time on ‘Your timeline.’

An animated GIF of todo.vu's interface demonstrating how a user can add time manually to a task if they didn't track their time as it happened with the timer.

Use the calendar to log time to previous days.

Let’s say you have to add a time entry for work you completed last week on a Task.

Back in the ‘Time spent’ sidebar, under ‘Your timeline’, click on the calendar icon. This will open your calendar. Here, you can choose any date in the past to which you would like to add any number of time entries. Click on the calendar icon once more after you have selected the appropriate day.

Now, you will be able to edit and add time entries for that particular day.

A screenshot of todo.vu's interface demonstrating how to add time to tasks to any day in the past.

Additional features on the ‘Time spent’ sidebar

Add a note: Here, you can add notes to a specific time entry. These can appear on your billing reports to provide your clients with even greater transparency when it comes to their invoices. You can edit time entry notes at any time, even as you are creating your billing report!

Set time budget: You can configure your Workspace to alert you when you have exceeded your allocated time budget for a particular Task. (But more on this below.)

A screenshot of todo.vu time tracking software's interface demonstrating where a user can add detailed notes about every time entry tracked and logged.

Admin-only features

Admin users have advanced features for manual time entry on the ‘Time spent’ sidebar. If you are an admin user, you can log time on behalf of another user and can set the billing rate when logging time.

To log time on behalf of another user: Click the pencil icon next to your user’s avatar to select and log time on behalf of someone else in your team.

To change the billing rate: Either click on the 3-dot menu to the right of the time disks, or the 3-dot menu to the right of a previously logged time entry, to change the billing rate.

Note that here you can also:

  • delete time entries
  • mark time entries as non-billable
  • change the date that the time entry was logged on
  • change the user who logged the time entry.
A screenshot of todo.vu's interface demonstrating that a user with the right access permissions can log time for any other user to a task.
A screenshot of todo.vu's interface demonstrating that a user can adjust previously tracked time when it remains unbilled to a task.

Adding time manually to the Time Dashboard

The Time Dashboard within your todo.vu Workspace allows you to access a daily snapshot view of your own and your team’s logged time. (Every team member’s Time Dashboard view will show their individual logged time only; as an admin user, you get the entire overview.)

From this page, you will not only be able to see logged time, but also timers that are currently running.

The calendar to the left of the Time Dashboard allows you to quickly navigate to all time entries for a specific day. And, as we learned earlier, new time entries can be added to any day.

Access the Time Dashboard by selecting the clock icon on the left sidebar.

A screenshot of todo.vu's Time Dashboard page, where live and past time tracking data is visually represented in a simple daily calendar view.

Below the existing time entries, you will see an option to Add a new time entry.

When you select this option, a blank time entry is created. Again, you can adjust how much time you would like to log on the Timeline to the left with your mouse.

Now, you can connect this time entry to an existing Task, or a new Task.

The process is much the same as before, where we started the timer from the Task Dashboard while not within a specific Task.

That is:

  • A pop-up window will appear on your screen once you select ‘No client’ or the link icon.
  • Choose an existing Task from the list, search for an existing Task with the ‘Find task’ button, or create a new Task here.
  • If you want to create a new Task here, simply create a Task Title then add a client and project by clicking on the icon underneath your newly created Task Title. Hit the right arrow beside the ‘the task as done’ checkbox when you are finished. (Don’t hit that checkbox unless the Task is done!)
  • Add a time entry note, if you want to.
  • Click the (x) in the top right-hand corner of the pop-up window to close it.
A screenshot of todo.vu's time dashboard demonstrating how a user can manually add time tracked to a task.
A screenshot of todo.vu's time dashboard demonstrating how to adjust time tracked manually to a task.

You have now added a time entry to your Time Dashboard, which you can choose to customise by selecting the 3-dot icons in the top right-hand corner of the time entry.

If you are an admin user, you will have the option to edit or delete all time entries. All users will have the option to delete their own time entry from here.

An animated GIF demonstrating how a user can customise time entries on the time dashboard.

The time budget feature

As we touched on briefly before, todo.vu users have the option to set a time budget for certain tasks and projects.

This means that you can allocate a specific amount of time to a Task, within which you budget to complete it. Many consultants, for example, will quote a price based on the amount of time they think a Task will take.

The time budget feature helps you to monitor and manage your budget and workflow, helping you to ensure that you and your team are quoting effectively and completing your tasks efficiently.

The time budget can be set from within a Task or through the project.

Setting the time budget for a Task

Once in a Task page, simple select the ‘Time spent’ button on the right-hand sidebar to expand this section.

Underneath the time entry editor, you will see the option to ‘Set time budget’. Clicking this section will open a window where you can input the amount of time you would like to allocate to this Task.

In the example below, we have entered a time budget of 3 hours. To the left of Your timeline, under ‘Time spent’, you will now see a graph tracking the time logged to this Task within the limits of your new budget.

This graph will turn red as you are near to or are exceeding your time budget.

A screenshot of todo.vu time tracking software's interface demonstrating how a user can set a time budget for a task.

From the Task page, you can see at a glance how you are tracking. In the example below, we are over budget.

A screenshot of todo.vu time tracking software's interface demonstrating how a user can set a time budget for a task and how to see when the time tracked has exceeded the set time budget.

Setting time budget for a project

Navigate to your Project Dashboard by selecting the Projects icon on the left sidebar of your Workspace.

A screenshot of todo.vu's Projects Dashboard.

Here, you can add a time budget at a project level.

Select a project to which you would like to allocate a time budget. Scroll to the bottom of the page where you will see a field on the right-hand side that says ‘Time budget’. Click the pencil icon to the right of this to input your time budget.

In the example below, we have set a time budget for 80 hours. That means we have 7 hours and 22 minutes remaining in our time budget for this project.

An animated GIF demonstrating how a User can set a time budget for a project in todo.vu to monitor total time tracked.
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