Why Do I have the duplicated time entries?

You can log hours of daily work to your timesheet. Go to, Time&Projects ➝ Time Tracking.

Choose the project and the task and enter hours ➝ after clicking ‘Log Time’ record will be saved.

Note: Double-clicking or triple-clicking this button will create as many time entries records as you clicked on it, so, in order to prevent that, please click Log Time button just ONCE

How do I generate an invoice from the tracked time?

All logged times relate to the particular task and project. So, you can generate invoices based on these hours throughout the project. Find out more on Invoicing projects by generating an invoice.

Message for Time entries in the future

In zistemo you (and your staff members) can also log future time. To prevent mistakes, zistemo introduced a confirmation step which requires action, in case you (or your staff members) will choose days in the future to log time.

Tracking time with the Start-Stop function

You can enter specific start and stop times in the time logging window. It can be used for special reports or the team functions.
Go to ‘Time & Projects’ ➝ ‘Time Tracking’, select the day, the project, the task and add some notes related to the time entry. To log your time, simply enter the exact values you would like to record as shown in the example below and press ‘Log Time’.

To edit timesheet entries go to, Time & Projects ➝ Time Tracking ➝ click on the pencil icon on the timesheet grid.

You can change the project, task, notes and hours of the timesheet entry.

Note: You can see when the time entry was created and edited if you hover the mouse over the user image in the timesheets table:

I cannot update my timesheet entry. Why?

If timesheet hours have been billed (invoiced) or paid you will no longer be able to edit them on the timesheet grid.

In this case, you will first need to delete the invoice with your billed hours, changing the status of timesheet entry to ‘unbilled’
Now you will be able to edit or delete these hours.

Timesheet entries have six statuses:
1. Non-billable – if a task is marked as non-billable on a project (in this case, you will not be able to attach the related timesheet to the invoice)

or if the task is related to a fixed-cost project (in this case, only the full project can be invoiced, and it doesn’t depend on time logged on it).
2. Unbilled – the time is related to a billable task, but it hasn’t been invoiced yet. How to invoice it? Read here.
3. Billed – the time has been billed (included on the invoice).
4. Partial – invoice with the attached timesheets has been partially paid.
5. Paid – invoice with the attached timesheets is fully paid.

If this user will create overlapping time entries he will see this message:

After you activate it, users will see this if they try to add future time entries:

We recommend you to activate this feature if you connected the project time to the attendance time since future time entries won’t be synchronized from project time to attendance time.

General

Each project member can track time to the tasks he/she is assigned. You can either start and stop the timer or adding time manually to the task.

By default all project members can see tracked hours from colleagues. If you don’t want that, you can hide tracked hours for team members and data captures. More here ➜

Add time to a task

To add time to a a task you could start your timer or add time manually.

Add time with the timer

You can start the timer directly from the board or list view…

…or you can start the timer directly on the card

Add time manually

To add time manually to a task you need open the card/task. Then, click on “+ Add time”. Now you can insert hours, start and stop time, date and notes.

Edit time

To edit your time directly in a task go to the task click on “Edit time”. Now you can edit time records for the current and last week.

Go to edit a staff on navigate to the advance setting. There, you find “Retroactively sync project time with attendance time”. You can sync project time to attendance time if for that person you already connected the project time with attendance time, more here ➜

After that, you can set the start date by which it will sync project time records to attendance time. You can enable that it will also overwrite already existing attendance time. We recommend to activate it. If not acitvated, it skips days with already existing attendance time and don’t sync project time to it. As a result, it might be that after the sync attendance time and project time are not identical.

Connection Types

When project time is connected to attendance time there’re three types of connection. Exact, Start/Stop and Summary. Learn here more about the connection types. However, when retroactively sync project time to attendance time the connection type have effect of the sync.

Exact & Start/Stopp

 only project time records with start and stop time will be synced. All time records with hours only wont be synced to the attendance time and will be ignored.

Summary

If the person’s connection type is on summary, All project time records will be synced, start and stopp time is not mandatory on that connection type. Maybe it might be helpful to switch the person’s connection type to summary while syncing project time to attendance time.

Global Settings on Preferences

On settings/preferences/projects you can hide tracked hours to team members on projects. If active, they can’t see tracked hours of colleagues even they can collaborate on the projects.

Hide tracked hours for team members active:

Hide tracked hours for team members inactive:

User Settings

On the user settings you can generally allow user to do the following actions to tasks in a project where they’re project member (not project manager).

• create, copy, delete and move all tasks to another project
• edit names from all tasks
• create, update, copy and delete sections in a project
• add and edit budget and due date from all tasks (if budget per tasks)
• manage staff assignments on all tasks

In any case, a user (team member and team leader) can:

• view all tasks
• move all tasks to other sections
• write and read all comments to all tasks
• manage tags on all tasks
• attach and remove files to all tasks
• create, read, update and delete checklists on all tasks

As capture date a user can in any case:

• view tasks where user is assigned (own tasks) only
• move own tasks to different sections
• manage tags on own tasks
• attach and remove files to own tasks
• create, read update and delete checklists on own tasks