Task check-in - Measuring time spent on a task

Owned by Renato Barcelos
Last updated: Jul 12, 2023
4 min read

 

 

Overview

Resources can check in and out of tasks to measure how long it took them to complete the task.

This functionality is flexible and can be activated for specific task types and resources only, if required.

For Resources

How to use

Once enabled, the following Check-in column will appear on “My tasks” page.

Click on the icon when starting work on a task to check in.

The icon will change to Red to indicate you're checked-in to the task.

Click the button again after completing the task to check out. The button will change back to its original green icon.

These steps can be repeated for the same task when working on the same task on separate occasions.

Users can only be checked-in to 1 task at a time.

Tasks timesheet

Viewing your tasks

Reported task times can be seen from My menu > Tasks timesheet.

This page shows the registered start and end times (1), as well as the time invested (with “1” being one hour).

A row is created each time a user marks a start and end time, so the same task can have multiple rows.

Administrators can see the Tasks timesheet of all users in this page.

Non-admins require the following to be able to see other users' timesheets:

  • Department supervisor role

  • “Is manager” should be switched on

  • Have subordinates and/or to be a manager of a Production team to see the Timesheets of members of the teams they manage

Approving your Tasks timesheet

  1. Make sure the required month is selected.

  2. If all is correct, click “Approve timesheet”.

Editing reported times

Users can edit the start/end time of a task using the Edit icon.

A prompt will appear.

After editing, click “Save & close”.

The corrected times will be populated (1).

This edit needs to be approved by a manager (2).
This icon shows the current status (pending approval, approved or rejected).

For managers

Configuration

This functionality requires activation on Task type and Resource levels.

Enable it for the required Task type from: Administrator > Tables > Task types > magnifying glass of a Task type OR Enable task check-in/out column in the grid.

Enable for the required Resource from: Manager > Rolodex tables > Resources > Magnifying glass >Enable task check-in/out (Reports by tasks timesheet)

Monitoring the approval status of Tasks timesheets

The approval status of Tasks timesheets can be easily monitored from: Finance > Task timesheet approval status page

This is a monitoring page that enables viewing the approval status and info of all enabled resources with Task timesheet entries

  1. Choose the month and resource and apply the filtering

  2. Show the approval status of the task timesheet. Can also be approved via this page

  3. Mark the Task timesheet as Processed by accounting

  4. Send the user a reminder that they didn’t approve their timesheet

 

Sending reminders for resources to approve their Tasks timesheet

Reminders to approve Task timesheets can be sent via the Task timesheet approval status page and can sent to either individually or all users on the current page:

 

Approving or rejecting Resources' edits by managers

Users with the necessary permissions can see and approve edits requested by users.

From: My menu > Tasks timesheet

Select the right month and resource (1) and click “Apply”.

Click on the “Edit” icon (2) of the report pending approval.

The manager can edit, approve or decline the correction, as well as add a remark.

Approving edits

Once approved, the Info icon will change to green (1) and the start/end time and Time invested columns (2) will be updated.

The corrected check in/out time columns will also be cleared.

Rejecting edits

If the request is rejected, the Info icon will change to blue (1) and the corrected check-in/out times (2) will be cleared.

The resource will receive an email letting them know that their edit was rejected.