Time Tracking in Work Schedules

Flowtly Editorial Team2 min

Flowtly Projects provides robust time tracking capabilities, allowing team members to log their work times directly against projects. This functionality is essential for managing project budgets, conducting profitability analysis, and ensuring accurate invoice generation. The interface for managing these work times is integrated into what is referred to as "Work Schedules."

Logging Work Times for Projects

To log your work times for projects within Flowtly:

  1. Navigate to the Work Time item from the main menu.
  2. Select the desired time slot within the calendar-like interface.
  3. An option to create a time entry will appear.
  4. Click this option.
  5. A form will appear for creating a new time entry with the following fields:
    • Project: Select the relevant project from a dropdown list of projects you are assigned to.
    • Time Start: Select or enter the start time with 1-minute precision.
    • Time End: Select or enter the end time with 1-minute precision.
  6. Click the "Log Time" button to save your entry.

After saving, your logged time will appear in the Work Schedule calendar view. The project name and the total time logged are visible in the respective time slot.

You can also edit any existing time entry by clicking on it, making the necessary changes, and saving them.

To remove a time entry, click on the entry you wish to delete, then locate the Bin icon. Clicking this icon will allow you to remove the entire time entry after additional confirmation.

Example use cases

  • A team member logs their daily work times against a Fixed-price project to ensure accurate internal tracking, contributing to overall profitability analysis.
  • A ROLE_PROJECTS_LEAD reviews the work times logged by their team members for a Time & Material project to monitor project progress and manage the linked budget.
  • An ROLE_ACCOUNT_MANAGER prepares an invoice for a client's Time & Material project, relying on the automatically aggregated work times of all assigned team members.
  • A team member needs to correct a previously logged work time entry for a Non-billable project to maintain accurate internal records.

Connection map

Refers toDerived fromPart ofPlanned vs actual
Documented hereDocumented elsewhere
budget covers project. invoice billed from project. project is of type project-type. project staffed by person. project-rate rates person. project-rate applies on project. time-entry tracked against project. task belongs to project. project-folder groups project. project linked to budget. project needs role. booking planned vs actual time-entry.coversbilled fromis of typestaffed byratesapplies ontracked againstbelongs togroupslinked toneedsplanned vs actualBBudget — The financial envelope an engagement is measured against — what was planned, versus what has actually been spent.BudgetPProject — The core organizational unit for a business initiative, client engagement or internal work. Everything tracked — time, cost, invoicing, profitability — hangs off one.ProjectIInvoice — A sales document issued to a client: line items, dates, tax. It is created, reviewed, previewed and then sent.InvoicePProject type — Fixed-price, Time & Material, Non-billable or Internal. It decides how the project's tracking and reporting behave.Project typePPerson — An employee. The central record the rest of the workforce data hangs off — profile, documents, leave, benefits, rates.PersonMMember rate — A team member's billing or cost rate on a project. Rates are per member, so the same person can cost differently on two projects.Member rateTTime entry — What actually happened — work time logged against a project.Time entryTTask — A unit of work inside a project.TaskPProject folder — A grouping of projects, for organisations running more than a handful.Project folderRRole — One job to be done on a project. It may be open, partly filled, filled or over-filled, and it exists whether or not anyone is booked on it.RoleBBooking — One person committed to one role for a stretch of weeks, at a percentage of their time. A booking is a plan, not a record of work done.Booking

Related terms