Draft
add time tracking option in tasks inside orders
while creating task add another field billable or non billable
tracker is a timer once clicked timer starts, it can be paused. when stopped show the date, start time end time) calculate the hours and mins for time sheet and activity log. and user can add notes before submitting the time sheet
add another option to add manual time date , start time and end time, check marked manual duration and note.
once a time is submitted show it time sheet against that user and insights/awork log button beside the time tracker button.
in work log show like
total task time
name total time spend: time spent{hour, min} collapsable upon expand show all the other times
start time end time note time spent date
in timesheet (under reports sectiontimesheet)
in timesheet initially show all order and show employee list and time sheet in alphabetical order
in topbar show dropdown show all order
in that dropdown show all order list to filter, search option (partial search allowed for name, task name, order id), group by option (assignee, order, task), date selection option custom date selector (additional option to select daily, weekly and monthly)
timesheet table should include
name, task name, order, total hours, and day wise hour (on hover show start time and end time)
In team members profile
show summery
monthly hours
weekly hour
daily hour
add a tab for time sheet
in that tab show monthly report allow users to select the month
in the table show
task name, order id, date, start time, end time, time spent , task status, hourly rate (team member),
add summery total hour and total cost
In team member profile show
total logged time this month, total logged time this week, logged time today
also add a field for hourly rate
in future scope add task hourly rate, task billable amount, total expense report based on billable hours
service price will be orders budget
in time track sheet add filter for billable and non billable hours
to calculate the expense for expense report
expense for an order=tasks billable hours* hourly rate of the asignee (one task can have multiple asignee)
If you see this icon don’t forget to click on it after completing your reading. It will proof that you have understand the requirement. Please go through the whole doc even when slightest change
Product Requirements Document (PRD): Time Tracking
Enhance time tracking, billable hours, and expense reporting in Agency Handy by integrating a task-based time tracker, timesheets, work logs, and financial insights. This feature will allow agencies to log work hours, differentiate billable and non-billable hours, track costs, and automate expense reporting for improved financial and operational management.
Problem Statement
Currently, Agency Handy lacks a structured system to track billable and non-billable hours, automate expense reporting, and generate work logs. This results in:
Inaccurate Expense Reporting – Users manually estimate time spent on tasks, leading to incorrect billing. No Real-Time Time Tracking – Users cannot log work in real-time or manage time logs effectively. Limited Financial Insights – Agencies lack visibility into billable vs. non-billable time and overall expenses. Solution: Integrated Time Tracking & Expense Reporting
To address these issues, this feature will introduce:
Task-based time tracking with a live tracker and manual entry option. Automated time logs and expense calculations based on billable hours. Work logs and timesheets to provide a detailed breakdown of time spent. Financial insights to track earnings, expenses, and project costs. Can we move forward with this plan?
Green Light
Problem statement is clear
Yellow Light
Address questions or concerns, then you can go forward
Red Light
Hold off, needs more discussion
Goals & Objectives
Business Goals
Improve financial accuracy by automating billable hour tracking and expense reporting. Enhance user experience by providing an easy-to-use time tracker and timesheet management. Increase visibility into resource allocation for better project planning. User Goals
Users can log work time using a real-time tracker or manual input. Multiple users can log time on the same task at the same time. Admins and managers can view team-wide timesheets and track billable hours. Superadmins can generate expense reports automatically based on billable hours. User Stories
As a user, I want to start a timer when I begin working on a task so that I can log accurate work hours. Pause and Resume Time Tracking As a user, I want to pause and resume the time tracker so that I can manage my work breaks effectively. Manually Add Time Entries As a user, I want to manually log time for a task by entering the date, start time, and end time so that I can ensure my work is recorded even if I forgot to start the timer. As a user, I want to see a breakdown of my work hours per task so that I can review how much time I spent on different activities. Generate Expense Reports from Billable Hours As a Superadmin, I want billable hours to be automatically converted into expenses so that I can track revenue efficiently. Manage Timesheets for My Team As an Admin, I want to see a timesheet view for all team members so that I can monitor productivity and work allocation. Functional Requirements
Task-Based Time Tracking (Inside Orders → Tasks)
Task-Based Time Tracking (Inside Orders → Tasks) Single Active Task Timer Per User: A user can start a time tracker for only one task at a time. If the user starts another task’s timer, the currently running timer is automatically paused, and the new timer starts. Restrictions for Done Tasks: Users cannot start or add time to tasks marked as “Done.” Tasks marked as “Done” will have the time tracker disabled. when the task is reopened. the timer can be start again. Clicking "Start Timer" initiates time tracking. Timer can be paused and resumed Clicking "Stop Timer" records: Total Duration (Hours and Minutes) Notes (Optional before submission) Multiple Users Logging Time: Multiple users can log time on the same task at the same time. Manual Time Entry Option: Users can manually log time if they forgot to start the timer. Date, Start Time, End Time, or Hour and Minutes, Total Time (Auto-Calculated)/hours-min entry, Note. Task-Level Time Sheet & Work Log Button: Show insights/work log button beside the time tracker. Clicking "Work Log" shows: Total Task Time (Collapsible). Individual time logs with start time, end time, notes, time spent, and date. Work Log Section (Inside Tasks → Work Log Button)
Work Log Section (Inside Tasks → Work Log Button) Users can expand each task entry to view all recorded time logs. Users can delete their own time entries. Superadmin/Admin can delete any time entry. Date (for timer the current date, for manual addition the selected date) Timesheet Section (Under Reports → Timesheets)
Displays all tracked time per user, task, and order. Filtering & Search Options: Search by, task name, or order ID. Group by assignee, order or task. Date selector to view daily, weekly, or monthly reports. Filter by billable and non-billable hours. Superadmin and admin can enter manual time entry for any user Team Member Profile (Enhanced with Time Tracking Data)
Summary section displaying: Total logged time for the current month, week, and day. Hourly rate field for billable tasks. Superadmin, Admin, Manager can set this value New "Timesheet" tab inside profile: Monthly report with user-selected month. Expense Report Updates (Automated Calculations) Details : V1-Expense-Report_suMDEBL0#_luqPufVB
Expense Calculation Formula:
Expense per Order = Sum of (Task Billable Hours × Hourly Rate of Assignee(s)). Total Expenses = Order Expenses + Billable Task Costs + Manual Expenses. Total Earnings = Paid Invoices + Received Payments. Net Balance = Total Earnings – Total Expenses. Expense Report Enhancements:
Billable hours automatically convert into expenses. Tasks, orders, and invoices are linked within the expense report. Acceptance Criteria
Time Tracking Functionality
Users can start, pause, and stop the time tracker on tasks. Multiple users can log time on the same task simultaneously. Stopped timers record date, start time, end time, total duration, and optional notes. Users can manually add time entries with date, start time, end time, total duration, and notes. Manual time entries are clearly marked as "Manual Entry." Each task has a work log button to view logged time. Work Log & Timesheet
Users(superadmin/admin, assigned users) can view total task time with an expandable list of individual time entries. Work logs display task name, total time spent, start time, end time, date, and notes. Timesheet section shows all logged time entries per user, task, and order. Users can filter timesheets by order, assignee, task, and date (daily, weekly, monthly custom range). Users can filter by billable and non-billable hours. Admins and Superadmins can view and export team-wide timesheets. if a time entry is manual show an indicator for manual entry Team Member Profile Enhancements
Team member profile includes a summary of total logged hours (monthly, weekly, daily). Users can access a Timesheet tab in their profile. Monthly timesheet displays task name, order ID, date, start time, end time, total time spent, task status, hourly rate, and total cost. Expense Report Integration
Billable hours automatically calculate expense reports. Expense reports update with the correct billable hours × hourly rate of assignees. Users can link logged time to tasks, orders, and invoices. Total earnings and total expenses update dynamically based on logged billable hours. Net balance is calculated as Total Earnings – Total Expenses. System & Data Integrity
Time tracking must be accurate and not allow negative or overlapping time entries. Users can only modify their own manually logged time unless they have admin privileges. Superadmins and Admins can view and manage team-wide time logs and reports. Deleted tasks must not remove historical time logs from reports. Data in timesheets, work logs, and expense reports remains consistent across the system. I have done reading.
FAQ:
Can running time log be deleted ? No. Users cannot delete an actively running time log. They must stop the timer first. Will time log create comment on that task like onethread? No. Time logs will not generate comments in the task thread. Once we introduce task activity log it will be shown there Can log be deleted on a done task/ticket? Yes. Users can delete their own time logs on done tasks. Superadmin/Admin can delete any time log on done tasks. Can log be added on a done task/ticket? No. Once a task is marked as “Done,” users cannot add new time entries. Can superadmins/admins can entry log on someone’s behalf? Can user entry manual log for a task while there is a auto time tracker running for the same task? - Yes Can superadmin/admin entry manual log for a task while there is a auto time tracker running for the same task for another user? - yes what will be the logic for Filter by all orders, clients? bhai can I make the total hours to total time? as total time can be seconds, minutes ( ) I have read the FAQ section also. I can start working on Time Tracking
AgencyHandy
V1 Time Tracking
