On the left-hand side, you can see the staff list with their current activity. This live Team Monitor shows only the projects for which staff members are working right now (by using the timer) and how much time they have already logged.

To make it even simpler, we’re using the following widely-accepted and intuitive color coding:

– If the user’s border is green – he/she is working on the commercial project (project created for external clients);
– If the user’s border is yellow – he/she is working on an internal project;
– If the user’s border is red – timer is paused now;
– If the user’s border is gray – timer is closed (not running);

On the right-hand side you will see two blocks:

– “Available” – a list with currently available staff (members with statuses “Online” and “Break”)
– “Unavailable” – a list with unavailable staff (members with statuses “offline” and “vacation”).

By the way, you can see the current user status on his/her avatar in presence indicator, where:
* green – online
* yellow – break
* gray – offline
* red – vacation.

Here, it’s simple to organize your data and, for instance, filter it by team members:

Or choose to see information for the current month, the previous one or the past 30 days.

You can also quickly go to the timesheet-related reports by clicking the links below the calendar:

zistemo gives you two view options when it comes to “Team Timesheets”, a weekly one and a monthly one. You’ll find them under the tabs “Month” and “Week” on your Team Timesheets screen.

The Monthly View

In the monthly view, you can review staff members’ activity during one specific month:

On the left side, there’s a list with active (green) and deactivated (dismissed, red) staff members who worked during the month and their total hours logged within the current week and month.

On the right side, there’s a calendar with the number of hours logged. Click on any day and more details about the hours will show up at the bottom of the page, as you can see below:

If the hours aren’t billed (aren’t included in the invoice), you still can edit or delete them by clicking either the pencil or the delete button:

You can choose the month you want to review or even filter information by staff members, projects, tasks by using special filters at the top of the page:

To filter data by a team member, you can also click on their name in the Team Summary field.

The Weekly View

In the Weekly View, you can review staff members’ activity during one week:

Here you can see total worked hours, team capacity, billable and non-billable hours, as well as a weekly progress.

“Total hours” are the hours worked by team members during the week. You will see a green-clock icon near the hours’ amount if it is over the capacity.

“Capacity” is the team members’ hours limit per day multiplied by 5 days. You can set a limit of working hours per day for each member: Learn more.

If you are using the Attendance Time Module the Team Capacity is also calculated based on vacations or leaves of the team members.

In “Weekly Progress” you can see the percentage of total hours in team capacity and the ratio between billable and non-billable hours.

If you click any member’s name in the table, you will be redirected to the weekly time tracking of this member and will be able to edit his/her hours.

Can I edit the timesheet of a team member?

If you are an account owner, you can edit the timesheets of team members. Go to, Timesheet ➝ Team Timesheet ➝ choose the team member from the list ➝ click “Edit this user’s timesheet”.

This will open the time tracking for the staff member, so you can add new hours or edit the existing ones.

Insert all tasks of the previous week

If you have a lot of task who repeat every week, you probably search for a faster way to add all task at once from the previous week. In this case, use the “Insert all tasks of the previous week” option.

Note: This option only works for the current week and only if the timetable is empty. Tasks with blank time will not stored when clicking “save”.

Press “save” after you added the time entries.

In the column “Open” hours (not approved yet), you can click on the orange hours and zistemo will open a pop-up window where you can write a message to a staff member:

In the “Waiting for Approval” column, click on the gray hours and you will be redirected to the related week of your staff member where you can approve his/her timesheet.

Also, you can click the team member’s name in the table if you wish to be redirected to their weekly time tracking:

In the “Week” column, you can see the “Actual Week”, “Last Week” and “Older”. Click on the “Older” row to see details for older weeks:

Note: In “Older”, zistemo shows only “Open” and “Waiting for Approval” hours. If all hours are approved, then the check mark is displayed:

1. Create “Team”

zistemo allows you to group staff members very quickly, by teams, in Contacts -> Teams:

Create your first Team by clicking on the ‘New Team’ button:

Enter the Team name, choose the leader of the Team, add team members and save.
Note: only members with roles Account Owner or Admin or Team Leader can be chosen as leaders of this team. If you don’t see someone in the ‘Department leader’ dropdown, it’s probably because you first have to make her/him a Team Leader or Admin on Edit staff page. More about members roles can be found here.

Team Leaders can easily manage their team by adding or removing members.
Very important: one member can only be assigned to one team.

Grouping members by teams also will speed up other management tasks because it will help you add members to projects or in reports much faster.

2. Add substitute for department leader

Department Leader’s substitute is allowed to approve and reject vacations of all team members. The substitute will also receive all vacation requests from team members. To activate the substitute click “add substitute for department leader” (1) and choose the department leader (2):

Please note that only users who has Team Leader role (or higher) can be a department leader substitute

How to reach the report?
Simply follow the steps: Reporting -> Time Tracking Reports -> Team Report

Settings and customizing the report:

First of all choose your preferred date range:

You can also group by “Team” or ” Project” to get your preferred detailed team report.

We offer a detailed report and a summary report:

Detailed report contains all Team-Member detailed infos with project details:

Summary Report: The Staffs total without project details:

You can als limit the report to a specific team or Staff-Member.

You can also limit the report to “billed hours”, “unbilled hours” or “non-billable hours”

Furthermore, you can export or print your Team Report by clicking the related button:

Enjoy!