Making work hour entries is possible in the Time & expenses section. You can view the work hour entry either in day or week mode.
The selection of day and week mode is visible only if the organization's Hours input method is defined in the settings as Quantity of hours.
Add work hours
By clicking Add work hours a list opens of selectable projects, and you can choose the desired project to which hours are recorded. Projects marked as favorites appear at the top, and you can add a project or phase as a favorite by clicking the star icon next to the project/phase.
The listing shows all open projects where you are a project member. If you want to hide projects from the list, the project must be completed, or you can leave or ask the project owner to remove you from the project team if necessary.
A blue mark in front of the project name indicates that hours can be recorded for it. A gray mark indicates that the project/phase is locked from work hour entries. Opening the project/phase for work hour entries can be allowed from the project plan by clicking the lock icon at the project/phase.
Search function
You can easily search for a project to which you want to record hours using the following information:
- Customer name or number
- Project name or number
- Phase name
On the opened list, all search results are highlighted, allowing you to quickly see if the match is in the customer's, project's, or phase's name. This helps identify the correct project, especially when many search results are listed.
Join project
Depending on your permissions, you can also join a project. By default, all projects you have the right to join are listed. Use the search if many search results are listed. When you select a project, you are automatically directed to add an entry for that project, and by default, mandatory fields are pre-filled.
- Work type: Default work type is primarily retrieved from Phase and then from Project. If exceptions are not defined, the work type comes from the user's settings.
- Hours: Default amount of hours is retrieved from the daily hour amount defined in the user's work contract. If hours have already been recorded for the day, the hour amount is calculated using the formula: Daily hours - Entered hours. If no hours are expected for the day or if the hour amount is exceeded, the default hour amount is 1.
Marking overtime
If your organization has overtime recording enabled and you have the right to record overtime, the entry view also shows the Overtime menu. Read more about overtime types in our guide article.
Edit work hour entry
If you need to edit the entry afterwards, it can be done by hovering the mouse over the entry row. Internal comment and Remove button are activated by hovering the mouse over the entry.
Please note that in some cases you cannot edit the entry:
- Work hour entry is approved (when using work hour approval)
- Work hour entry is invoiced
- When the closing date of the work hour entry period has passed
Miscellaneous actions
Add entry from activities section shows all activities recorded for the specific day, and you can quickly add a work hour entry from them. If a customer and project are selected for the activity, the work hour information is automatically retrieved.
Copy previous day feature allows you to copy the previous day's entries to the current day. This is convenient if you record hours for the same project. From the gear icon in the Time & expenses view, you can define which entries the copy function brings to another day. It is recommended to use the copy function before other entries are made for the day.
Mark day complete closes the day for entries, and the day is shown as green in the mini calendar and week view. If you want to add or edit entries for a day marked as complete, the day must first be reopened by pressing the Reopen day button. Marking days as complete can be used as a value or filter in hour list reports.
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