How to optimize work with tasks? How to track and analyze employee efficiency? How to track the time used on a specific task? The answer to all these questions is one. Start tracking the time in tasks.
🌟 This option is only available on commercial plans.
You can read more about the possibilities of all plans on this page of our website.
What is this option and how to activate it?
To determine and estimate how much time it can take to perform various types of work in the company, you can use time tracking. To do this, activate this option when creating or editing a task.
After creating a task or saving its changes, you will see a timer at the top of the card and a button to start it.
And also a new tab appears - Time used.
In order to orient the person responsible for the planned time consumption, you can specify the expected time for completing the task.
Then, after creating a task or saving its changes, not only a time tracker with a start button will be displayed in the upper part of the card, but also the planned time for working on the task.
How do users track time in a task?
This can be done in two ways - automatically and manually. Select the one that is more suitable for you and corresponds to the specifics of your business.
Automatically
To start tracking the time of the task, you need to click the corresponding button on the timer.
After that, you will see that the countdown has started.
💡 Only users who have the following roles in the task can track time:
Task creator
Person responsible
Participant
For each participant, the time tracking is personal. That is, if the Person responsible has started tracking the time, this does not mean that the time is calculated in the same way for the Participant. The countdown will start for him/her only after he/she starts the timer himself/herself.
If you close the task card, you will see a time tracking reminder window that will move to the lower left corner of the Space.
But it can be moved and placed where it is convenient for you.
When the cursor is placed on this window, the name of the task for which the timer is activated will be displayed.
The reminder window will be displayed regardless of the section you are working in until you pause the timer.
❗️Please note that timer can Not be conducted in several tasks of the same user at the same time.
Therefore, first pause the timer in the current one, and then start tracking in another task.
Or do it through a system message. Click Continue and the currently timed task will be paused. Instead, the timer is activated for another selected task.
So, to end or temporarily pause tracking time, click on the timer. This can be done both in the task card and using the reminder window.
After that, the timer will be paused. And in the Time used tab, data about work on the task will be saved. Namely, a record of a particular user and how much time he/she spent on completing the task.
☝🏻 Activated or paused timer does not change the task status. Read more about statuses in the following article.
But:
If the task has a status Done, the start/pause button is inactive, but it is possible to enter the time manually.
If the task has Ready for review status, the start/pause button is inactive for the Person responsible and Participants, but you can enter the time manually.
If at the time of task completion the time tracking is turned on, it is automatically stopped, saving the time record to the timeline of all participants.
Manually
Time records can be added by using the appropriate button next to the timer.
Enter the time in hours and minutes, that is, how much was spent on the task.
Also specify with which calendar data to enter this time.
Next, click Add time.
These data will be recorded in the task card in the Time used tab. And will also be taken into account in the total time of the task.
You can also specify the period of time used, that is, the hour of the start and the hour of completion of part of the work on the task. Similarly, specify calendar data for recording.
Next, click Add time.
The recording will appear in the Time used tab at once. And it will also be taken into account in the total time of the task.
Editing time records
Both automatic and manually entered time records can be edited. But it is available to the user under whose name it was entered.
You can add a comment or specify a different time. Click on the check mark to save the changes.
Also, in the editing mode, complete deletion of the record is available.
How to view time used?
The time used is a kind of summary report of how much time was spent on the task.
This tab is available for viewing by all task participants. It contains 4 blocks:
1. Total time - counts all time records of task participants that were added automatically or manually.
2. Your personal time - displays the total amount of time that was used by a specific user on a task. Each participant will have his/her own indicator.
3. Planned time - contains the expected time for performing the task, which was specified by the task creator at the stage of creating or editing the task. It is a constant value and does not change when the timer is activated or paused. You can specify another time only by editing the task.
If the planned time is not specified, its timer will be 00:00:00.
4. Time left - subtracts from the planned time the time that has already been spent on the task by all participants, and shows the time that can still be used for work.
If the planned time is not specified when creating or editing a task, then the time left indicator will be 00:00:00.
If more time was spent on the task than was planned, this will be reflected in the corresponding block - the time indicator will contain a negative value. Also, the timer at the top of the task card will turn red.
If you have additional questions or you need to contact the support, send a request to this email [email protected]