The Day View page allows you to enter time against specific Clients, Projects, and Tasks, one day at a time. Using this page for time entry is a great option for people who have many tasks to complete every day, or whose company requires use of the stopwatch.
Day View is accessed by logging into your ClickTime account and selecting Day View in the blue navigation bar. If you are a Manager or Administrator in ClickTime with access to the "Company" tab, you will want to select Personal >> Day View.
For assistance tracking time on a Weekly basis, please see the Time Entry On Week View guide here.
Entering Time Worked, Time Off, and Notes on the Day View page
The ClickTime Day View time entry page is very flexible. We'll cover each aspect of entering time in this section.
Selecting your Date of Entry
To know which day you are entering time for, refer to the date listed at the top of the screen. This area will tell you if you are on the current day and if you click the date itself, will pop open a calendar where you can navigate forwards and backwards in time:
If you are on a future date, the screen will alert you to this and give an option to go back to today in the same area:
You can also select dates from the current week, using the bar found just under the main date selector:
Entering Worked Time
To create a time entry, you will start by selecting the +Add Time Entries option found in the center of the screen:
After this selection, you will then need to select your Client/Project from the dropdown menu. This is a combined menu, where the Clients are listed and using the dropdown arrow under any given Client will allow you to select the Project you wish to enter time for:
If you find the columns widths are too small/truncated and you cannot see all of the text for a specific column (this includes the Client-Project column, Tasks and any custom field associated to the time entry screen), you can adjust these columns dynamically. By hovering over the right-hand side of any column, you will be given an icon you can drag to your desired width.
Now that we have selected a Client/Project, we will need to select our Task. You can click on the Task dropdown to make this selection. In the screenshot below, we have selected the "Sales" Task:
You will notice in these screens, we have an additional field called "Location". This is a custom field that has been assigned to the time entry screen. Custom fields offer the ability to apply additional information to time entries. You can also make these fields required. For more information about custom fields, please see our article found here.
Now that we have selected our Client/Project/Task, we are ready to enter hours. Please note that while on Day View, there are three primary ways to enter worked hours:
- Using Start and End Times
- Stopwatch (Please see the section below regarding how to use/enable stopwatch)
- Entering the total hours in the hour cell
If you are noticing that a specific cell/row is locked on the timesheet, you can hover over the locked icon in that cell/row to better understand why that cell/row is locked. There can be a variety of reasons for a locked row/cell. If you are unable to clear this working with your ClickTime Administrator, please reach out to us at support@clicktime.com for assistance.
Start and End Times
Some organizations may require that users use start and end times for all time entries. If this is the case in your instance, you will see this fields displayed by default and the hours value can only be populated by entering these times.
In the screenshot below, we can see the timekeeper has entered a start time of 9:00 am and an end time of 5:00 pm. Using these times, the system has calculated 8 hours were worked:
To learn how to enable Start and End Times, please read further in the "Day View Options Menu" section. If you find Start and End Times are required and you think this may have been done in error, please reach out to your local ClickTime Administrator to review your profile.
Entering total hours (Without Start and End Times)
If start and end times are not required and you wish to just enter the total hour value for a specific Client/Project/Task combination, you will be able to enter that value in the hours cell. In the screenshot below, we can see the timekeeper has entered 8 hours for 7/1:
Entering Notes
All time entries have the ability to have a note associated to them. Notes are found to the right of the Hours cell. Once a note is saved, it will continue to be displayed for quick reference.
Please note that some organizations may require notes are entered with every entry. If you attempt to save an entry with this parameter in place and no note assigned, the system will prompt you to enter a note before the entry can be saved with a "Your entries cannot be saved until the fields in red are fixed below." error.
Saving Worked Time
ClickTime will attempt to save any entry after you leave the hours cell. Although there is a "Save" button found at the top right of the screen, auto-save is persistent and will always attempt to save when the hours cell is exited.
If ClickTime finds the entry does not have the proper values, it will flag the row with a "Your entries cannot be saved until the fields in red are fixed below." error and ask that you fill in any missing data. You can also hover over the alert icon to learn more about why the error triggered.
Deleting an Entry
To delete any row within the time entry screen, use the trashcan icon found next to that row:
Entering Time Off
Adding Time Off from the Day View screen is very easy. The main points of focus are seen below:
- To add a new "Approval Not Required" Time Off entry, select the +Add Time Off Entry option
- In the dropdown, select the type of Time Off you wish to take from the "Select a Leave Type..." drop down
- In the Hours cell, enter the number of time off hours you are taking
To better understand the Leave Types you have access to, click the information icon to learn if they are Approval Required or Approval Not Required:
If your organization is using a Leave Type that has "Approval Required", the employee must submit those Time Off Requests from the Personal --> Time Off page. Those time entries will show up on the Day View page only after they have been approved. Approved Time Off Requests will be "locked" and cannot be edited or deleted. Please see the Request Time Off Help Guide for more details on requesting (or canceling) Time Off Requests.
Using Quick Day
If you are consistently applying time against the same Client/Projects/Tasks, Quick Day may be a great option to speed up your workflow.
Quick Day allows you to copy the most recent day's entries (Yesterday) and apply them to the current day. Once selected, you will receive the following pop-up:
This pop-up will detail what Quick Day does and also allow you to choose to copy notes or not copy notes. When ready, click the "Confirm" button to run Quick Day. Once "Confirm" is clicked, you will receive a success message.
Day View Options Menu
The following section contains information about the Options available on the Day View page, and how they help you keep better time. The Options discussed here are listed in the order they appear in the Options drop-down menu. The Options menu can be found at the top right of the screen, under the Save button.
Auto Fill
By default, the Auto Fill option pre-fills your day with recently used Clients, Projects, and Tasks. This is especially useful if you work on a few set projects each day. Each new day will automatically pre-fill itself with recently used Clients, Projects, and Tasks (hours and notes are not carried over).
Deleting a blank Auto Fill row will not delete the row from your Day View page. Simply leave the row blank to prevent it from loading on subsequent days.
Note: Auto Fill will attempt to pre-populate time entries for any active Clients/Projects/Tasks that were used within the last 7 days. In cases where no time entries exist for active Clients/Projects/Tasks in the last 7 days, the system will continue to go back as far as 28 days to find time entry options to Auto Fill. This also includes any Custom Field data entered as text or numeric values.
To turn this option off, click the "Auto Fill" slider on the Options menu.
Show Weekends
The Show Weekends option enables the display of weekends in the Day View ribbon. When the toggle is disabled, weekend days will not appear in the ribbon (but you will still be able to enter time for "Today" if you log in on a Saturday or Sunday). Note: if you de-select "Show Weekends" from the options menu on the Day View page, you will not see weekends on the Week View page, and vice versa. Simply re-check the Show Weekends box (from either page) to see Saturdays and Sundays.
Show Stopwatch
The stopwatch feature is used to track exact time, in real time. By hitting the start and stop buttons, you can accurately track how much time you are spending on any given task. The stopwatch can be used to create or modify time entries for "Today" only. While you may start a stopwatch before selecting a Client/Project/Task, we recommend making these selections before starting the stopwatch.
By default, the stopwatch icon will display on the Day View page. This can be changed using the "Show Stopwatch" option from the options menu. It is important to note that any running stopwatches must be stopped before you can choose to turn off the stopwatch in the options menu.
To being tracking time with the stopwatch, select the stopwatch icon on the time entry row:
The stopwatch will begin tracking time on that row, as seen in the example below. You will see that if you hover over the stopwatch icon, you will receive details regarding how long the stopwatch has been running:
You can Pause/Stop the stopwatch by clicking "Stop". This will stop the current timer and it will calculate the amount of time to be entered based on your rounding increment.
If you wish to start the time timer again and pick up where you left off, click "Start":
Please Note: Some ClickTime instances may require that users are unable to restart the same stopwatch. If you find you cannot restart your stopwatch you can begin a new time entry on a new row or reach out to your ClickTime Administrator to inquire about your account settings. Additionally, Start and End Times cannot be displayed if you wish to start/stop/restart timers.
ALSO NOTE: the current stopwatch must be stopped/resolved before a new one can be started.
While the stopwatch is running, you can navigate away from the Day View screen. There will be a persistent icon in ClickTime in the top-right corner of the screen. If you click on this icon it will give you basic detail about the stopwatch and the ability to navigate to it:
A note regarding running stopwatches
Once a stopwatch is started it will continue to run even if you log out of ClickTime. All running stopwatches will be automatically stopped at 12 am PT daily. Abandoned stopwatches will be flagged with a red icon. To resolve an abandoned stopwatch and submit your timesheet, hover over the red stopwatch. This will bring up the abandoned stopwatch history tooltip, where you can select one of the two options: "Stop time is correct" or "Change stop time to...", and click "Save". Timesheets with unsaved/running stopwatches cannot be submitted.
Show Start and End Times
This option allows you to enter time using start and end times on the Day View page. If your company requires Start and End Times, this option will appear checked by default and will be locked.
Under "Show Start/End Times," there are two sub-options:
Show Break Times
Enable this option if you would like to show the break time column on the Day View page when using Start and End times. If your company requires that you enter break times, this option will appear checked by default and will be locked.
When entering a break, please note that you'll need to indicate how many minutes the break was for, instead of the time increment. For example, in the screenshot below, this timekeeper worked 9:00 am - 5:00 pm, with a 1 hour break. We can see the system calculate for this, given the total worked hours for the day is 7:
There are two ways to use the Break Time option:
To indicate that you took a break while working on a specific Project. When you enter your Break Time into the field, it will deduct the break time from the total hours logged (as seen above).
You can also use the Break to indicate you took an unpaid break to meet local laws (this is especially relevant for hourly employees). Please check with your supervisor for additional assistance, but you will likely want to do the following:
- Select a "Break" or similar Project or Task from the drop-down menu (this may need to be created by your local ClickTime Administrator
- Choose the Start and End Time of your break
- Then enter the full length of your break
This should result in a zero-hour time entry that indicates you took a Break, but those hours were not applied towards the total hours for the day.
Administrators: Please contact ClickTime Support if you have any questions about this, or if you staff are experiencing issues. We may need to update your account to accept the zero-hour time entries in some cases.
Warn When Start/End Times Overlap
Enable this option if you would like to be warned of overlapping start/end times on the Day View page. ClickTime will allow you to save entries that overlap, as some Projects may overlap, but this setting will warn you if you are doing so so you can make sure that is intentional.
Day View Widgets
Depending on your account configuration, there are three widgets that can appear on the left side of the Day View screen. They are:
- Timesheets
- Time Off
- Billing Goal
Timesheets
The Timesheets widget should be available on all accounts and we can see the components of this below, with a guide matching the numbered portions:
- It will show the date range of the timesheet period. You can click on different dates to navigate to that timesheet period. The screen behind the pop-up window will load to that period. You can then click anywhere outside of the pop-up window to go back to entering time.
- It will state the status of the timesheet period.
- It will show a progress bubble-slider that shows where in the status cycle the timesheet is. In the example above, we can see 5/12 - 5/18 is in a "Waiting for Approval" status, with the orange bubble signifying this.
- The current timesheet period will be tagged with "Current".
Time Off
If your ClickTime Administrator has enabled Leave Types to display balances on time entry, this widget will show you the current balance for Leave Types you have access to. If you believe a balance is incorrect or do not see a Leave Type that you require, please reach out to your Administrator.
In the screen below, we can see this user has a balance of -24 and there is also the option to navigate to the Time Off request screen:
Billing Goal
If you are an organization that is using our Resource Management module, you have the ability to display the individual's billing goal progress. This allows for transparency in the Resource Management process down at the timekeeper level and lets them stay up to date on how far they have progressed against their monthly goal.
In the screen below, we can see this user has worked 73% of their billing goal:
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