Creating and adding projects for time tracking in

Time Tracking for Payroll and Billing

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Creating and adding projects for time tracking in

Video Transcript

Speakers in this video: Jimmy (GetApp) and Monica (

Monica: The first thing I want to show you is the project time card, because that will give you a good overview, and then I can show you where you can enter the different fields as a main administrator. Let's take a look at Robert's project time card. So I'm logged in as William, which is the main administrator, so I can see Robert's name here, I can see where he's clocked in, this is his hourly time sheet, I'm going to click under the project. And this is what the project time card looks like. Over here, for example, we can tell that onSaturday, February 14th, Robert worked 4 hours and 10 minutes for the customer, Bethany. Then he was working at the Phoenix project, and he was doing manufacturing tasks. The bill rate and the pay rate are only for the main administrator to review. So if either the project has a specific bill rate, or if the type of tasks they were doing have a different pay rate, you'd be able to see the values here.

Jimmy: Right.

Monica: Okay, so, for example, to create the project, it's also very easy and very intuitive for the main administrator, because on your left menu, under Project, we have the Projects function. So you can enter the project here, for example, Project A. If you want another description, you can just enter the information. If it has an hourly bill rate, you can enter it here. However, we understand that most of our companies say, "Well, my Project A is built depending on the employee". You can also change that, and that's done under individual settings-- what we were looking at when we added the employee at the beginning, you can enter the bill rate there.

Then you have the option of selecting Project A to be used with any customer, or for a specific one, and if Project A is going to be used only for a specific team, and not everybody, I can filter it that way too, and I add my project. 

So now that I've entered my projects over here, and they have their default bill rate, that's when employees will have this option of selecting it from their menu. So I want to create a customer and an account code, and then I want to log in as an employee so we can enter the time from the employee's perspective, okay?

Jimmy: Okay.

Monica: Perfect. So now that I've entered my projects, I'm going to create my customers. So on my left menu, I'm going to click on customers, and it's the same. It gives me their names, the ones that are already created. You can also edit them. You can enter your customer here, just imagine it's Customer 1. If you want Customer 1 to be used with all the projects, or if Customer 1 is only going to be working with the Hudson project, you can correlate that too, as well as for the employees, and we add new customer.

Then, another also very interesting feature that we have is our account codes section. Our account codes section is mostly used for tracking tasks. In this case we have set up manufacturing and operations by default, but it's also the place where you can enter an optional pay rate that's variable. So that's also another concern for most of our project time users, they also want the capability of working with a variable pay rate, and this can be done for a specific task, or on an employee basis as well.

So let's just create task 1, for example, and some notes, and we save. Perfect. So, now that I, as the main administrator, entered my projects, entered the customers, and entered the account codes, I'm going to log out and have Robert enter his time, his project time.

Jimmy: Okay.

Monica: So, I'm Robert and I'm using my own account. In this case, since I'm already clocked in, I'm just going to log in. And now, as you can see, it takes me to my time card. Right at the top next to Hourly, I'm clicking on my project time. Now as you see the difference, employees don't have access to see the bill rate and pay rate. So there's three ways that they can enter project time. The manual entry-- let's imagine that I was working on Saturday, I was 2 hours and 35 minutes working for my Customer 1 that my boss already selected for me, my Project A, and I was doing task 1. And then I can enter some notes, and save. This is one way that employees can enter their time. And we can see it over here.

Jimmy: Perfect.

Monica: Now, another option, another thing that we also have is that some people might be saying, "Well, that's the whole point, I don't really know how long I'm going to be working on these", so no worries, we've got our timers for that.

So let's imagine I just start my job, I can select my project and my customer, and I start my timer. My timer will be currently running, and I can go out and do my job, and once I'm done, I can log back into my account and stop it. The system will just give me the total amount of hours. I'm going to leave this one running, just so we can see how this shows on the administrator site. And aside from the manual entry and the timers, we have the Week View. The week view is pretty much the same as the manual entry, but on a weekly basis.

Jimmy: Okay.

Monica: So you can enter the time for Monday, then you can also enter the time for Friday of that week, and at the end it will give you the total amount of hours.