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How do I track time in TimeTac? 

An overview of the time tracking options in the web and mobile app

 

This article is for: Standard users, Managers, Project managers, Admins, and Account owners.

TimeTac offers several ways to track time. You can record time live as you work, or add entries retrospectively for past days. This article shows the options in the web app, most of them work the same way in the mobile app.

Contents

Time tracking options – live and retrospective

You can record time in TimeTac in two ways:

Live tracking records time as you work and is available in the web app, mobile app, terminal, NFC devices, and the tracker app.

Retrospective tracking lets you add or correct entries for past days and is only available in the web app and mobile app.

Info: You cannot record time in the future. Entries with a start date later than today are not allowed.

Track time live

Quicktrack is the live tracking tool in TimeTac. You can open it in two ways:

  • via the bar at the bottom left of the web app, or
  • via a customisable keyboard shortcut — this opens Quicktrack from any screen without leaving your current view.

Follow these steps to start an activity live:

  1. Open Quicktrack via the bar at the bottom left or via the keyboard shortcut.
  2. Select the activity you want to track in the search field.
  3. Click Start to begin tracking.
  4. Click Pause to switch to a break, or Stop to end the activity.

Live entries display the running seconds. Once stopped, the entry is rounded to whole minutes.

For setup instructions for Quicktrack (e.g. configuring the keyboard shortcut), see the article How to set up track Quicktrack shortcut?

Track time retrospectively in the calendar

The Calendar lets you record time for past days, fill in missed entries, or correct existing ones. You can add entries by clicking, by clicking and dragging, or by using the Add button.

Open the Calendar from the side menu, then follow these steps:

To add an entry by clicking

  1. Click the slot where the entry should start. TimeTac selects a 15-minute block by default.
  2. Choose an activity and add a note if needed.
  3. Click Save.

To add an entry by dragging

  1. Click and hold on the start time, then drag across to the end time.
  2. Choose an activity, add a note if needed, and click Save.

To add an entry manually

  1. In the Calendar, click Add in the top right.
  2. Enter the start and end time, choose an activity, and add a note if needed.
  3. Click Save.
 

Tip: To create an entry that runs over midnight, drag across both days or enter an end time on the following day. TimeTac splits the entry across the two days automatically.

 

Edit existing time entries

You can correct time entries at any time, as long as they have not yet been approved. To do this, open the entry in the Calendar to change the activity, adjust the time, insert a break, split the entry, or delete it.

Notes added to an entry are visible to the person who created the note and to anyone with management access. Selected reports also include the notes during export.

Warning: Once a monthly timesheet is approved, its entries are locked. You can still view them, but no further corrections are possible.

 

Track breaks

Breaks are recorded in the same way as activities. Start a break live with the Pause button on the live tracker, with the break icon in Quicktrack, or add it retrospectively from the Calendar by selecting Break as the activity type.

Track absences

Some absence types, such as doctor's visits or appointments with public authorities, can be tracked alongside your working time. Select them from the activity search field, just like any other activity.

Track time on behalf of other users

Users with management access can record or correct time for the people they are responsible for. The exact scope depends on the role:

  • Admins and Account owners can track time for any user.
  • Managers can track time for users in their department if the Head of department or Deputy function is enabled.
  • Project managers can track time for the members of their projects.

Follow these steps to track time for another user:

  1. Open the Calendar.
  2. Switch from your own view to the view of the user you want to track for.
  3. Add or edit time entries the same way you would for yourself.

The same actions are available in the mobile app.

Time entry requests

If your account uses the request workflow, retrospective entries are not saved directly. Instead, they are sent as a request and stay in Pending status until a user with management access approves them.

You can find all open and processed requests in the notifications panel, sorted by status. The article Where do I find notifications? explains the full workflow.

 

You now know the options TimeTac offers for tracking time.