Time tracking — Weekly timesheets

Availability

Overview

Accessing Weekly timesheets

To access Weekly timesheets, which is a tab on the Time Logs page, quickly:

1. Click on Quick Access Bar found in the top right corner of any Birdview screen:  

Calendar

The calendar panel is on the right side of the page. It is used to select weeks for logging or editing time entries. Weeks with logged hours display the total hours in front of them. Weeks without any logged hours show a greyed-out "00:00" at the end of the row. Weekend and vacation days are indicated by grayed out date numbers. See the illustration below:

To navigate through the Calendar, use the two arrows at the top: the downward arrow to scroll down, and the upward arrow to scroll up.

Color coding

Three colors are used to show at a glance how you are performing against your personal schedule (set in your user details).

Color code	Personal schedule performance
	Hours logged for the day match your personal schedule.
	Hours logged for the day are below your personal schedule.
	Hours logged for the day are above your personal schedule.

Control bar

The Control bar consists of the following controls:

Element	Description	Function
	Add time	Click to open activity selection box.
	Week selector	Use the arrows on the selector to click though weeks forward or backward.
	Today	Click to select the current week in the week selected picker and on the Calendar panel.
Show	Menu	A menu consisting of two commands: Timelog details*  Weekly assignments**
*) Toggles between the detailed time logs, i.e. with the description field, custom fields (see below) and the "Add entry as billable" checkbox, and hour-value-only time logs. **) When turned on, the toggle enables the assignments of the selected week to be listed.

Weekly time tracking

The page has everything you need to log time for yourself or someone else for an activity, whether for a whole week or any single day within a selected week.

To log an entry:

1. Select the user for whom you want to log the entry.
2. Select the week within which you want to log time by clicking the respective row on the calendar. Refer to the Week selector in the table above.
3. Click + Add time.
4. Select the activity to log time for. Use the text search at the top to quickly locate an activity.
5. As a new row is added, fill in the cell(s) for the specific date(s).
6. To add a description and/or make the entry billable, ensure Timelog details is turned on.
7. Press Enter or click elsewhere on the page. Changes are saved automatically.

To edit an entry:

1. On the Calendar, select the week you want to edit.
2. All activities with logged time entries for the selected week will be shown in the main section. Click the cell you want to edit. If Timelog details is enabled, clicking the cell will open a callout with the description and the Add entry as billable checkbox.
3. Make the necessary edits and press Enter (or click elsewhere on the page). Changes are saved automatically.

Visibility options

The toolbar has a Show menu consisting of the following  options:

1. Timelog details;
2. Planned hours (week/day);
3. Weekly assignments

Planned hours (week/day)

This option adds three extra columns to the timesheet grid:

• Week: logged
• Week: estimated
• Week: hours left  

The columns show totals of actual hours, projected  own estimated hours and hours left for each week of  the activity's period. 

At the same time, the options enables daily projected hours left to be shown for eash day of the week, as shown in the picture below:

To get a roster of daily hours for a particular date, hover over the value displayed for that date.

Weekly assignments

This option helps users focus on the work that matters each week. When enabled, the system automatically displays all relevant assigned activities for the selected week. This option is available in the Show dropdown alongside Timelog details. Relevant activities include ones that are:

• assigned to the user, 
• not completed, or 
• marked as “I‘m done,” all with the start or end dates within (or spanning) the selected week, and non-zero estimated hours. Activities without both dates are excluded. 

Historical time logs

In case a user is no longer an assignee of an activity but there are past time logs entered when the user was an assignee, such logs will be displayed in Weekly Timesheets as usual save for the fact that the project and activity will not have a link to access them. This is done to allow users to view their historical time logs in activities they are no longer part of.  

Copy activities from previous week

To save time, you can copy a previous week timesheet into the current week, either with or without time entries. There are a few preconditions for this to work:

1. The button "Copy activities from previous week" is available for a blank Weekly timesheet page, before you started adding time for the week.
2. There MUST be time entries made for the previous week, i.e. the last one before the current.  

To use the feature:

1. Use the week selector to go to a blank week (see condition 2 above).
2. Click Copy activities from previous week.
3. You will be presented with a dialog box offering to copy the complete timesheet or only entries without hours. Select an option from two variants:
   • Yes, copy logged time
   • No, copy activities only

Time entry custom fields

You can create custom fields related to time logs. To set a value for a time entry-related custom field:

1. Enable Timelog details.
2. Click a cell to add or edit its content.
3. In the callout that opens, the custom fields are listed between the description and the Add entry as billable checkbox.
4. Set a value for the custom field you want.
5. Click outside the callout. The changes are saved automatically.

Billable time entries

Depending on the billing type of an activity, its time entries may be billable or non-billable. For example, a flat fee task may not require billable hours since you are paid a fixed amount regardless of time spent. On the other hand, resource hourly rate tasks will require a complete list of billable time entries for your bill.

To set a time entry as billable or non-billable:

1. Follow the process for editing a time entry as described above.
2. Select or deselect the Add entry as billable checkbox, as appropriate.
3. Click outside the callout. Changes are saved automatically.