Time entries

This page describes effort tracking via time entries: why it is needed, how to enter records correctly, and how to handle typical errors.

Why time entries are needed

Time entries allow you to:

• record actual time spent on tasks and projects;
• form data for effort reporting;
• compare planned expectations with actuals and improve planning.

In addition to managerial control, time entries are often used for internal reporting and employee workload analysis.

How to add a time entry

Typical scenarios:

• From the project or task card — open the card, find the time entries section, and create a new record. The project (and task, where applicable) is filled in automatically.
• From the general time entries list — open Projects → Operations → Time entries and create a record manually; in this case select the project and/or task explicitly.
• Via a timesheet — enter hours in a daily grid; the system creates or updates the corresponding time entries.

Steps:

1. Specify the date, the number of hours, and the time entry type.
2. Link the record to a project and, if applicable, to a task.
3. Save the record.

Filling recommendations

• record time as it happens, as close as possible to the work date;
• do not “accumulate” time entries until the end of the month — this increases the risk of mistakes;
• if you worked on several tasks, record time as separate entries;
• if your organization uses time entry types, choose the type that matches the nature of the work;
• if hours templates are configured for the selected type, you can quickly insert a typical hours value instead of typing it manually.

Checks and restrictions

Depending on configuration, restrictions may apply:

• some time entry types are configured so that a project is required — without a project the record will not be saved;
• you cannot save a time entry whose task belongs to a project different from the one specified on the entry (the system shows the message “The time entry task does not match the project”).

Common situations

Cannot add a time entry

Check:

• that the project/task for tracking is selected (required for time entry types with the “project required” flag);
• that the user has permission to create time entries.

Message “Project is not selected”

This usually means the time entry is created without linking it to a project or a task.

What to do:

1. Open the required project or task.
2. Create the time entry from the project/task card.
3. If you enter the time entry from the general list, explicitly select the project and/or task.

Message about a task project mismatch

If the time entry is linked to a task that belongs to another project, the system may forbid saving.

What to do:

• check which project the task belongs to;
• if needed, fix the project on the task or select the correct task.