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.

Here you can log the hours using the ‘log time’ widget. You can also view a calendar showing the amount of logged hours per day.
Choose any day on the calendar and review timesheet details on the timesheet grid.
On the timesheet grid, you will see the task and project name, the status of time entry and the amount of logged hours.
If the status of hours is ‘non-billable’ or ‘unbilled’ you are also able to edit or delete this entry.

If you are an account owner, or an admin or a team leader, once you click the project name, you will be redirected to the project dashboard, and when you click the task name, you will be sent automatically to the ‘Manage Tasks’ tab from the project dashboard.

If you are a team member or a ‘capture data’ user, you can click the project name and you will be redirected to the timesheet details report which includes only information related to this particular user.

When entering time you can see what task is billable and what is not:

If you are using the Attendance Time Module you can also see your leaves, vacations and holidays on the monthly timesheet.

How do I track working time?

You can find your weekly timesheet at Time & Projects ➝ Time Tracking ➝ Week.

Here you can:
– add or change hours manually in the task-day field;
– delete all weekly entries per task by clicking on the cross icon on the grid. The row will be deleted only if all the hours are ‘non-billed’ or ‘unbilled’;
– access the following three charts:

1. Project hours – total hours worked of the capacity (calculated incl. vacation, holidays & leaves)

2. Attendance time – information based on the user status time (online, offline, break, vacation, holidays & leaves).
3. Projects worked on – the share of hours spent on different projects:

Also, if you select one cell with time entries, below the table you’ll see the timesheet details for this specific cell:

In case you or any staff members add notes to their weekly timesheets before submitting for approval (more here), you (as account owner or admin) will also see these notes below the table:

If you are using the Attendance Time Module, you also see your leave types, vacations and holidays on the weekly (and monthly) timesheet

Rejection of submitted time in weekly timesheet

In case the admin rejects the users weekly timesheet, the user will receive an automated notifcation (in the notification bell). When the user clicks on the notification, the user will be directed to the weekly timesheet, which was rejected.

The user will also receive an email as notifaction, if the weekly timesheet got rejected:

There’re couple of positions where you can start the timer: Open the timer with click on “Start Timer” on the top or on “Log Hours” in your quick toolbox.

Further, you can start the timer on the timesheet’s page:

Also, you can start the timer on the scheduler. Either on the top…

… or you can start the timer directly for a time ticket on it’s quick selection:

You can also add the timer if you open a time ticket and go to “Timesheets for this ticket”.

Tracking Time for a Scheduled Task/Time Ticket

If you open the timer you see at first your open tasks from the Scheduler. On the timer list are all open (inclomplete) time ticket until today.

You can see how much you already tracked to a time ticket (timesheet needs to be connected to the time ticket) and you can close a time ticket directly in the timer by clicking on the “complete-icon”. If you click on it while the timer is running the timer will be stopped, timesheet will be saved and time ticket will be marked as complete.

To start the timer for a time ticket, just click on the “Play-Icon”:

If the timer’s running you can stop the timer by click on the “stop” icon or pause the timer by clicking on the pause icon on top:

If you started the timer from the scheduled tasks list for a time ticket you cannot change the task on the “Select Project” tab. You need first to save the timer and then you can select any project where you’re assinged.

Select Project

On the “Select Project” tab you can select any project where you are assigned to. Just select a project and a task and click on start timer. Please note that you need to select a task to start the timer.

Save Note while Timer is Running

To save a note while the timer is running just enter enter your note to this time record and click below on “Save notes” to save your notes but not stopp/pause the timer.

Edit Start Time while Timer is Running

To edit the start time while the timer is running click on the start time on the bottom and you can edit the start (not the start date).

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.

If this client has projects with unbilled time, you will see a link to attach these hours to the invoice:

Click the link and choose the time entries that qualify for invoice creation:

Simplify the process and filter data “By projects” or “By tasks” to make sure you feature only the information that’s suitable.

As soon as you click “Attach Timesheets”, these time entries will be included in the invoice.

Please use “UFT-8” for encoding.

If you import timesheets for a staff member that doesn’t exist in your staff list member will be added automatically after timesheets importing. The same goes for a project/task that doesn’t exist – it will be created automatically.

Very important:
When uploading timesheets it won’t add those hours to your attendance time automatically. You could retroactively sync project and attendance time once project timesheet were uploaded.

Just go to the “Import” link in the header menu:

choose “Import Timesheets” and click “Import”:

Next, you can click on the “sample file” link and download an example of the .csv file. Now you will know how it would look like and it will help you to prevent mistakes.

Choose your file and click “Upload File”:

On the next page, you can easily preview changes or see which timesheets cannot be imported because of errors.

After clicking “Import”, the imported timesheets will appear in the calendar:

About the .CSV file

Very important:
If you import timesheets for a staff member that doesn’t exist in your staff list – this member will be added automatically after timesheets importing. The same goes for a project/task that doesn’t exist – it will be created automatically.

Your .CSV file should include some mandatory data, such as Project Name, Task Name, Staff Email and Hours, otherwise, you will not be able to import this file and will see the following error:

The date isn’t required, but if its column is empty, the current date will be considered.

Please note that only the first line of your .CSV should include the date. If it’s not there, the file cannot be imported:

The Staff’s E-mail Address is required and should be unique. Therefore, if your .CSV file includes an email address which already exists in your zistemo account, the hours on these timesheets will be identified as hours attributed to the team member who owns this email.

In case the timesheet line only has:
– Start Time and Total Hours, the End Time will be calculated automatically by zistemo;
– End Time and Total Hours, the Start Time will be generated automatically by zistemo;
– Start Time and End Time, the Total Hours will be filled automatically by zistemo.

If some specific timesheet records have already been imported into the zistemo system, you cannot import them again:

Note: For timesheets that have more than 9000 records (lines) the importing process of the .CSV file can take 1-3 mins.

Also, we highly recommend you to change your status to “Offline” before logging out. If not, your status will be “Online”. To prevent mistakes with this “Online” status, you can now customize when you want to receive an email notification about it (go to User menu -> My Profile).

Add to the “Presence Hours Limit” the number of hours, check the box “Remind me when I’m longer than xx hours online” and click “Save Changes”. Now you will be notified by email when you are online more than xx hours.

Very Important: zistemo sends such notifications once per hour (on the hour – 1:00, 2:00, 3:00 etc.), so if the current time is from 14:01 to 15:00 (2:01 PM – 3:00 PM) and you choose 2 hours for “Presence hours limit” – you will receive an email alert at 17:00 (5:00 PM).

How your button should work please see here. If it doesn’t work properly then you might want to check this article.