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Time Entry Form & Timer

By Jennifer Goodsell | Updated
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Note: We're updating the look and feel of several areas of our application—Timesheets, Your Dashboard, the Activity Feed, and more! You may notice some inconsistencies as additional changes take place.

Overview

The new Time Entry form appears everywhere that you can track time in Kantata OX:

While the information that appears in the form may vary depending on a number of different factors, this form consistently appears throughout Kantata, giving you an efficient time tracking experience that can help reduce overhead in the time approval process.

Time Entry Modal with Populated Fields.png

For information on tracking time in the Time Entry form, see How to Track Time in Kantata OX.

Fields in Time Entry Form

Depending on where in Kantata you open the time entry form—and your Account Permissions, Project Permissions, and Access Group permissions—some fields or options may not be visible to you. Additionally, some fields may automatically populate with information based on the context and may be uneditable.

Note: Punch Clock users—who can only use the Timer to track time—are not able to see the following fields: Date, Role, Time, and Billable. These values are automatically applied to the time entry based on the current date and the selected project and task.
Field Name Description
Project

Select a Project to track time against. To narrow your search range, start entering all or part of the project name.

Note: Only projects that give you permission to track time are available to select. Archived projects are not available to select.
Date

Select the Date the work was completed on. All individual time entries entered in this form will be saved to this date.
Task

Select a Task to track time against. To narrow your search, start typing all or part of a task name.

NOTE

If the Require Time Entries to be Tracked Against a Task Type account setting is enabled, a task is required. The tasks available to select depend on the following:

  • If the Require Assignment for Time and Expense Tracking account setting is enabled, only the tasks you’re assigned to are available to select.
  • Only the task types that are set as time trackable in account settings are available to select.
  • Archived tasks are not available to select.
Role

After you select a Project or Task, you’ll notice that the appropriate Role is automatically populated (either your primary project role or your role on the task, respectively). You can select a different role to track time against.

NOTE

The Role field is only available when the Enable Time Entry Role Picker account setting is enabled. The roles available to select depend on the following:

  • If rate cards are enabled on the account and the Only make roles on the rate card available to projects setting is enabled, only the roles on the project's rate card are available to select.
  • If rate cards are not enabled on the account or the Only make roles on the rate card available to projects setting is disabled, all account roles are available to select. To narrow your search, start typing all or part of a role name.
Time

Enter the duration—longer than one minute, but less than 24 hours—using ‘h’ for hours and ‘m’ for minutes (e.g. 7h 45m).

Note: Supported formats for the Time field include #.## and #h ##m.
Timer

Time tracked by the timer is saved in the Time field. Punch Clock users primarily use the timer to track time. If you’re on the go, you can also access the Timer from your mobile device.
Billable

Choose whether this time is Billable and will be invoiced to the client, or is non-billable and will not be invoiced to the client.
Notes

Enter any Notes to provide additional context about this tracked time.
Location

Select a location to track time against. To narrow your search, start typing all or part of a location name.

NOTE

Location fields only appear after one or more active locations have been added in account settings. Location is required based on either of the following:

  • The Require Time Entries to be Tracked Against a Location account setting is enabled.
  • The Require location when logging time checkbox in the Financial section of the Account Member side panel is selected.
Remove Entry

Select the Clear icon to the right of a time entry to remove it from your overall submission.

Note: The Remove Entry option is not available when the Time Entry form is opened via the main app bar.
Add Entry

Select this option to add another time entry with a separate amount, billability, and/or note. The time entry will have the same date, project, task, role, location, and bill rate.

Note: The Add Entry option is not available when the Time Entry form is opened via the main app bar.
Bill Rate

View or edit the Bill Rate for this set of time entries. The Bill Rate field does not appear in the form on the Timesheets, Monthly, or Weekly Schedule pages.

NOTE

The Bill Rate is visible to users with the View Financials Project Permission level and is only editable for users with the Edit Financials or Project Administrator Project Permission levels. The bill rate that is used depends on whether or not rate cards are enabled for your account:

  • When rate cards are enabled, the bill rate from the rate card version that is active at the date of the time entry is used.
  • If rate cards are not enabled, the bill rate from the user’s Account Member side panel or the project Rates & Roles page is used.
Open Timesheet

Select this link to open Timesheets, where you can view, add, and edit time entries for multiple projects and tasks in a week-by-week view.

Using the Timer

The Timer allows you to track time from anywhere in Kantata OX without leaving the page you're on or disrupting your workflow. To begin, simply click the Timer  icon from the main app bar.

timer

You can pause and restart the Timer by clicking on it. If you don't pause the timer, it will continue to track time even when you sign out of Kantata OX, change browsers, or switch devices.

Users with Punch Clock account permissions are only able to start the Timer. They then must log any accumulated time against a Project and Task before they can restart the timer.

Time Entry Form for Punch Clock User.png

If you’re on the go, you can also access the Timer from your mobile device.

Using the Time Entry Form

Click the Track Time button to open the Time Entry form. If you’ve already started the Timer, you’ll click on the time—hours, minutes, seconds—which appears in place of Track Time.

click

In the Time Entry form, begin by selecting the Project against which you are tracking time. Depending on your account settings, all other options in the Time Entry form may be required or optional, and some fields may not appear at all based on your permissions or other factors. For more information on these fields, see Fields in Time Entry Form.

Note: Users with Punch Clock Account Permissions have a very limited view of the Time Entry form.

To manually enter time, click the Calendar icon and select the date of the time entry. In the Duration field, enter the time—longer than one minute, but less than 24 hours—using ‘h’ for hours and ‘m’ for minutes (for example, 7h 45m).

After you select a Project, you’ll notice that the appropriate Role, project billability, and Rate (only editable for users with Edit Financials Project Permissions or higher for the selected project) are automatically populated. Click on any of these fields to add or edit information.

Time Entry Modal with Populated Fields.png

If you are accessing the Time Entry form from anywhere other than the app bar, you also have the option to log multiple time entries on a given day. This can be useful if you need to track your time more granularly within the selected task, leveraging the notes field to identify where you spent that time.

Note: If you close the modal without clicking Save when tracking time from the app bar, any information in the Time Entry form will be retained if you log out of Kantata OX, move about the application, or even close the browser. However, if you switch to another browser or device, the information will not be retained.

Click Reset to restart the Timer or click Clear to remove all information from the form.

For more information on using the Time Entry form, see How to Track Time in Kantata OX.

 

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By Jennifer Goodsell
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