Default Account Permissions: Account Administrator, Report Viewer with Cost, Report Viewer, Project Lead, Project Creator, Collaborator, or Collaborator (External)
Overview
Time can be tracked in projects when:
- Financials have been enabled for the project
- Time tracking is allowed in the project settings
- Users have been given permission to track time in specific projects
There are multiple ways that you can track time in Kantata:
- Timer and Track Time button—From any page in Kantata, start tracking time with one click or manually add time and details for a single time entry.
- Timesheets—Enter time for all your projects using a convenient weekly view.
- Boards—Track time for project tasks and To Dos via the Boards tab in a project workspace.
- Project Time & Expenses—Enter time directly from a project workspace.
- Tasks—Enter time directly from the Task side panel.
- Global Time Entries—Track time directly from the global Time Entries page.
All of the areas listed above leverage the same Time Entry form to add and edit time entries. All fields, however, may not appear in all areas. For more information on the Time Entry forms and the fields it contains, see Time Entry Form and Timer.
TIP
In most cases, the project Team Lead is the best choice for approving time and expenses, since they’re more aware of the resources and requirements of the project. In cases where a Team Lead is unavailable, any project participant with Edit Financials (or higher) Project Permissions can step in and approve submissions. It’s always best to complete timesheets on a weekly basis. All approved time and expense entries will be available to invoice when you’re ready.
How to Add Time Entries
After you have been given Project Permissions to track time, you can start entering time.
- From an area where you can track time, click Add Time Entry to open the Time Entry form.
Note: If tracking time from the app bar, select the Track Time button. If tracking from Boards, select the Timer icon. - Select the Date, Project, and Task for your time entry.
Note: Based on your Time & Expense account settings, you may not be required to track time to tasks or a task assignment may be required to track time to a task. If you are not allowed to track time to specific tasks in a project, they will not appear in the Task drop-down. If you don’t track time against a task, the time entry will be labeled as General Hours in an invoice. - Enter an amount in the Time field, selecting Add Entry as needed to enter multiple time entries.
Note: Supported formats for the Time field include#.##and#h ##m. - Fill out all required fields, as indicated with a asterisk. Note: Account Permissions and account settings may affect which fields display and which fields are required. For example, Punch Clock users—who must use the Timer—are not able to see the following fields: Date, Role, Time, and Billable. For more information on what could prevent a field from appearing in the Time Entry form, see Time Entry Form & Timer.
- Fill out optional fields as desired, then select Save. The time entry appears in Timesheets, Time Entries, and the Time & Expenses tab of the project.
Note: Until a time entry has been submitted, you can edit or delete it from the Time Entries page or from within the project workspace by clicking on the Edit and Delete icons in the time entries table. Once submitted, a time entry can only be edited via the API. If you want to revise a submitted entry without the use of API, you will need to delete the original entry and create a new one.
How to Enter Time via Timesheets
- Hover over Time & Expense in the left navigation and select Timesheets.
Note: If you have below Punch Clock Account Permissions or do not have Project Permissions to track time in any of your projects, you cannot access this page.
- If you want to enter time for another user, select that user from the drop-down menu that appears in the top-left corner of the page.
Note: Only account members with Project Lead (or higher) Account Permissions can enter time for other members who are participating in the same project.
- Select the Project and—if required—Task that you want to track time to.
Note: Based on your Time & Expense account settings, you may not be required to track time to tasks or a task assignment may be required to track time to a task. If you are not allowed to track time to specific tasks in a project, they will not appear in the Task drop-down. If you don’t track time against a task, the time entry will be labeled as General Hours in an invoice.
- Tab over to the day that you want to enter time for and enter the number of hours you worked, then hit Enter to open the Time Entry form.
Note: You can hit Tab on your keyboard to quickly enter hours for multiple days. If you need to enter required information for a time entry, those hours will be red and you won’t be able to submit your timesheet until the required information has been entered.
- Enter information in any additional required fields, such as Location or Notes.
Note: The fields that display and are required for time tracking will vary based on your Account Permissions, project settings, and account settings.
- Fill out optional fields as desired, then select Save. The hours appear in the cell for that day
- Repeat steps 3-5 for all days that you need to enter time for.
- When all required information is entered, select the Submit for Approval button that appears in the bottom-right corner of the page.
Note: Depending on your account settings and project settings, approval for time tracking may not be required and this button will not appear. For more information on submitting timesheets for approval, see Timesheets Overview.
Comments
5 comments
This article has been updated to include information on Time Tracking Enhancements—now in Early Access.
This article has been updated to include information on the new time tracking enhancements.
This article has been updated to include a video.
This article has been updated to include information on an additional area where time can be tracked: Task Details side panel.
This article has been updated to include information on the Location field being available for each individual time entry in the Time Entry form.
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