Quick Questions
We're answering quick questions about how to do certain things... how features work... where to find a solution.
Mike pulls a question out of the Mad Hatter's hat and Ray White answers it.
You'll hear the question and answer, plus see it demonstrated in the app. Let us know if you have a quick question, and we'll answer it!
Creating Project Tasks
Client Billing Rates
Resource Allocation
Billing Rates By Role
Sync Apps with Cloud
Time Off and PTO
Expense Templates
Graphical Timesheet
Project and Task Warnings
Milestone Invoicing
Gantt chart
Linking Project Tasks
Submitting Timesheets
Weekly or Pay Periods?
Timesheet Management
Mac Safari Time Tracking
Task Time Tracking
Assign Projects By Skill
Time Tracking Rights
Tracking Project Categories
Time Tracking on a Tablet
Project Triangle Charts
PTO and Vacation Accruals
Timesheet Management
Billable verses Non-billable Time
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Creating Project Tasks
Follow these steps to create a new project task. Use project tasks to track hours to projects. Tasks can be assigned to users so they only see the projects and tasks relevant to them. -
Client Billing Rates
See how consultants can configure client billing rates for each project. Rates are set for each employee on each project. Choose to use default rates, or override them for each project. In addition to employee rates, there are other billing models that include roles, categories, or Option Year Funding for government contracts. -
Resource Allocation
Resource allocation is a fancy term for employees assigned to tasks. You assign employees to work on project tasks, and that adds up. Just look at a bar chart for the next few weeks to get an idea how much it adds up. Here's you'll see employees with too many tasks, and employees with too few tasks. You can use this to find employees to work on your projects. -
Billing Rates By Role
You may bill clients by the role employees take in projects. A project manager in one job may be an engineer in another. A service tech could stand in for a support engineer on an emergency project. Those are roles. And you will likely charge customers different rates for those roles. Keeping track of the roles and rates is hard. Consider this possible solution. -
Sync Apps with Cloud
How do you sync Android and iOS timekeeping apps with the cloud or desktop? Start with the URL from either the Web Edition or Windows Edition. Enter that URL into the app, along with the username and password. After that, the ST apps will sync automatically. All time and expense records will be sent to the shared database that all employees use. -
Time Off and PTO
How to request time off for vacation, sick, personal, or other PTO. Approved hours are subtracted from employee banks of hours, and new hours are accrued as week go on. Customize the list of time off reasons and policies that dictate how new hours are accrued. Complete time off and PTO solution. -
Expense Templates
If you find yourself entering the same expenses time after time, you might need expense templates. Just create a new expense template and fill in all the fields. Then you can simply enter a quantity for that expense in the expense timesheet. 10 boxes of cups. 15 canisters of Coke. 100 miles on the road. -
Graphical Timesheet
Every time entry you log in ST has start and stop dates. That means it can be displayed on a calendar for easy identification. Graphical blocks represent each time log. These time logs can be created on a smartphone, or using the timer, or even in the normal timesheet. But they will all display as blocks of time in the calendar. -
Project and Task Warnings
Here's a way to keep projects on track. The key is to keep each individual task on track. If one task slips, it's easy for another to also slip. And once there is a culture of slippage, entire projects are always late. So start by holding every task to it's schedule. This is how it's done. -
Milestone Invoicing
Many projects are billed on the one-third method. One-third at signing, one-third at beta, and one-third at completion. Use milestone billing to accomplish this. Plus, there are several other ways to bill projects, like fixed price milestones, or time and materials based on a date range. Each project can have it's own milestones. -
Gantt chart
A Gantt chart is just a bar chart that shows start and finish dates on a timeline. It's handy to see where tasks are scheduled for work. Tasks may be linked together, meaning that one task is scheduled to start only after another one is complete. You'll see this relationship in the Gantt chart. -
Linking Project Tasks
Linking project tasks just means that one task cannot start until another has finished. It's like trying to put a roof on a house when you don't have a foundation or framing yet. Those tasks have to finish before the roofing can begin. Each task has a starting and finish date, which means they can be linked. -
Submitting Timesheets
Here's why submitting and approving timesheets is valuable: Managers get a chance to check to make sure employee hours on the correct clients, projects, and tasks. This is especially important for consulting and client billing because if you mess up, you usually can't recover those lost hours. And extra set of eyes helps. -
Weekly or Pay Periods?
Did you know you can you can switch between weekly timesheet view and full pay periods? Pay periods are useful when you're tightly connected to a payroll app and employees are instructed to monitor all the days of the period. They can see the number of scheduled hours, and must make sure they enter hours for every one of them. -
Timesheet Management
Can managers view employee timesheets? Yes! If they have the proper permissions. Top-level managers and executives can see everything. Lower-level admins can only see the employees assigned to them. And finally, normal employees can only see their own time. -
Mac Safari Time Tracking
Yes, ST runs on Mac... but only on Safari web browser. ST is not a native Mac time tracking app. But that shouldn't stop you from deploying the timesheet in your corporate landscape. Every workstation on the network, and every one at home can run this app. -
Task Time Tracking
Track time to individual tasks using the Quick Task Timer window. All your project tasks that show up in the timesheet are also visible in the Quick Task Window. Just click once to start them and once to stop. The timer will run between those clicks, and then automatically put your hours into the timesheet. -
Assign Projects By Skill
Here's a quick way to find employees that have the exact skill, discipline, or certification for your project, and are available to work when you need them. You search for employees by skill, then see a chart of when they are available to work. Does it line up with your schedule? Sign them up, and they will get an email telling them they're on your project. -
Time Tracking Rights
Each user has rights to see and do things in the program. Time tracking rights depend on what you allow users to see and do. Admins and executives can see every project, client, and employee timesheet, but normal end-users can only see what they have rights to see. -
Tracking Project Categories
Your project work falls into a lot of different kinds of work. We call them categories, kinds of work. It turns out, you can find out how much time you spend on each kind of work regardless of the project. Use categories to do that. -
Time Tracking on a Tablet
Can you track time on a tablet? Watch this video to find out. But actually... the answer is yes. We'll demonstrate time tracking for consultants, freelancers, field workers, and support technicians on a nice little $200 tablet. Pop off the keyboard and use the touch screen to track time and expenses. -
Project Triangle Charts
A project triangle illustrates the health of a project. One one point of the triangle, you see your project cost. One the second, you see the time you have spent so far. And on the third point, you see the percentage of your deliverable. Is your triangle nice a symmetrical? Or is it skewed in one direction, and in jeopardy of blowing the whole project? -
PTO and Vacation Accruals
Your HR department must manage PTO and vacation accruals for each employee. No big deal, right? We got a spreadsheet for that. But how about automatic accruals? Does the spreadsheet do that? And submitting time off requests, and negotiating days off in relation to other employee time off? Didn't think so. Consider ST instead. -
Timesheet Management
Can employees enter timesheet hours into the future? How far into the future? How about the past? Can administrators prevent this. These are some of the questions posed in this video. The answers all come down to how you manage your timesheets. Easy answers coming up. -
Billable verses Non-billable Time
Consultants always log client billable time. But they also want to log their non-billable hours, just so they know how much time is billable verses non-billable, and how much time is spend on administrative in-house projects. Here are the steps to do that, and some reasons why it's a good thing.
