Let's begin with a basic structure of your time tracking in My Hours. You will need one basic entity to begin, that's Projects, which are the cornerstone in My Hours.
You should treat Projects as a set of tasks executed over a fixed period and within certain costs or time contraints. Learn more >
All other entities are assigned to them and you can't track your tasks unless they are assigned to your project. (However, you can track your time on a project without assigning tasks to it.)
Let's say our project will be named 'Launching a new company website'. We need to add a client to be able to bill them after the work is completed. There's no added clients in our account yet, so we simply create a new one. You can edit client details later any time.
You can add one (and only one) client to each project. Client information will be displayed on a generated invoice.
Note: Client needs to be selected if you want to use the Invoicing feature.Learn more about Clients in My Hours >
Next we need to decide whether we are going to charge our client for this project or just build them a new website for free?
Hm, we are definitely not doing that! :) So we choose that our project is billable.
While deciding on which billing method to use, we chose the Project based rate in this case - it means that every hour tracked on this project, by every team member, no matter the task they perform, will be billed at this project rate - $20.
If we wanted the rates of our designers to be higher than the rates of our administrators for example, we would choose a Team member based rate. This way we can set personal rates for each of our team members.
The third option would be a Task based rate, where we set different rates for different tasks, no matter who performs them. For example, Harry is our web developer, who will perform the website programming at $40 hourly rate and website testing at $20 hourly rate.
Learn more about Billable settings >
We will also choose to round all tracked time logs to the nearest 15 min interval time. The times will be rounded in this way on all reports and invoices. The non-rounded times will only be shown on the Track page.
We also know the total budget we have to complete this project - it's USD 10 000. When we enter our total budget, we are able to see how much funds (or hours) we have left on the project before hitting the red numbers. We will also choose to get notified when 90% of the budget is spent.
Approving tracked time
The last thing to decide is whether you (or your administrator) would like to manually review and approve every time log tracked on this project by your team members.
Please tick the box if so:
Click 'Save' and voila, you have created a project!
You can start tracking time on this project immediately!
Launching a new company website is usually a long term project, consisting of many different tasks: research, content writing, design, programming, testing ... You will want to break your projects into tasks for two reasons:
- to get a better overview of what has already been done on a project, how many hours and budget you've spent on certain tasks; also to be able to demonstrate this to your client/superior.
- to be able to delegate these tasks to your team members who will work on a project.
You can assign multiple tasks to your projects directly from the project overview. If you haven't created any Tasks yet, your list is empty.
You can create tasks right on the spot.
And make sure to assign them to your project. Once a task is created, you will be able to assign them to other projects as well - say if you need to perform a 'Research' task on every project, you will again assign this task to your future projects.
Note: you need to assign tasks to a project first if you want to track time on them.
Now you can track your time on tasks also!
3. Team members
If you are working in a team you will want to start sharing the workload right away!
Learn how to add Team members >
In case you have already added your team members to your My Hours account, there's only one thing left to do - assign the team members to our project. Similar to tasks, you can assign multiple team members to your projects.
Who wouldn't want Luke Skywalker on their project? Let's assign him!
Note: you need to assign team members to a project if you want them to be able to track time on it.
You're all set now. Happy tracking!