The Time Records functionality allows you to keep precise control of the time spent on each project and manage the costs associated with the hours worked, which will be charged as expenses in the corresponding project.
💎 Activate Time Records via the free gem, in the Holded Store.
1. Record hours worked
To record the time spent on a project:
Go to Projects > Time records.
Select the day you want to record the hours by clicking on the “+” symbol at the bottom.
In the drop-down, choose a project to allocate the corresponding cost/hour.
Assign the task, a description, and the category that best represents the time recorded.
Enter the time worked in one of the following ways:
Manually: click the From/To button, and determine the date and hours you want to record.
Automatically: click on the circled button to start the counter and click again to end it.
Click Save.
☝🏼 The timestamp dashboard is personal and only you will be able to view the timestamps you have added.
2. Submit hours for approval
You can submit your hours to the project manager at any time for approval. The manager will receive an email notification and can accept or reject the submitted records. Follow these steps:
From Time Records, click the “Submit for Approval” button at the top.
Check the box to the left of the records you want, and click “Submit Time Records”.
Check the pending and approved hours by clicking on the “Pending Approval” and “Approved” tabs in the upper left corner.
Approved records will be marked with a green dot, rejected records with a red dot and pending records in blue. Remember that users with administrator role in the project can also approve hours.
☝🏼 Only approved hours will appear in the project summary and cannot be disapproved once accepted.
3. Check the hours allocated to the project
Once you have registered your hours, you can see how many have been added to the project in this way:
Go to Projects and select the desired project.
Go to the “Summary” tab at the top.
Check the “Hours entered this month” and “Hours per user” sections.
4. View hours per employee
This option is made for managers to review the hours logged by employees and see whether they have been approved or not. They will also be able to approve new records from here.
Go to Projects and choose the project you want to review.
Click on the “Billing” tab.
Scroll down to the “Members” section.
View the list of employees who are working on the project.
Look at their logged hours, which will be marked as “Approved” or “Pending”.
To review them:
Click “Review Times”.
Select the hours you want to approve or reject.
Click Reject or Accept and confirm.
5. View hours by category
In this section, you can see how many hours have been registered in the project for each category. These hours are considered an expense in the project, depending on how each category is configured and the cost per hour you have defined.
Go to Projects and select the project you want to review.
Click on the “Billing” tab.
Scroll down to the “Categories” section.
Look at the list of project categories and, on the right, you will see the hours recorded for each one.
☝🏼 Before you can invoice your project, make sure you have set up the specific billing and budgeting preferences for that project. This will always take precedence over the general settings.
6. Invoice hours worked on your projects
Holded allows you to bill employee time records on projects:
Go to Projects from the navigation bar.
Open the project you want to bill.
Go to the “Invoicing” tab.
Click on “Invoice” at the top right and select “Time records”.
Check the box to the left of the project you want to invoice and click “Next”.
The “Billing Options” panel will open:
Under the “Billable Hours” option, select:
All unbilled records: includes all hours worked that have not yet been billed.
Unbilled time records since: choose a time range (e.g., this month, last quarter, etc.) to bill the hours worked during that period.
Do not include time records: the hours worked will not be taken into account for the invoice.
In the “How to display records” drop-down, select how you want the hours to appear on the invoice:
Combine hours for each task on one line: all hours recorded for a task will be shown together on one line.
Combine hours for each person on one line: all hours worked by each person will appear on a single line.
Combine the hours of each project in one line: the total hours of the project will be displayed in one line.
Combine the hours of each category on one line: the hours of each category of the project will be displayed on separate lines.
Show each time record as one line: each time record will appear individually on the invoice.
Click “Review Invoice”.
Verify that all data is correct and click “Save”.