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Tasks are the time entries that indicate your actual working hours. Each entry is an activity that you or your team has undertaken as part of a project within a specific time. A task has a start and end time, description, location, and more information. You can add a task manually or with the Timer and assign it to a project. It will give you the option to assign the task to one of the project’s ToDos.
When you export your working hours, it will export all information added to the task and takes a single line in the CSV or Excel file.
The task list shows all your entries for the specific time range and filters that you have chosen. You can search tasks by project, description, and tags.
To narrow down the search, filter the task list by applying various data fields, such as projects, users, type, status, rates, and tags.
You can select one or multiple tasks to change their status or any other action.
- Select the desired time range and filter for the list.
- Check the checkboxes on the left side for the tasks you wish to select.
- You can also choose all tasks by checking the top box on the left of the table.
- If you choose one or multiple tasks, a dropdown menu will appear on the table's top-left. Select the action on the menu that you wish to execute on the assigned tasks.
The page shows all the details and information about the task, such as time spent on the task, expenses, total earnings, and breaks. To go to the task details page, click on the task on the calendar, timeline, or task list. Use the button right above each table to add breaks, expenses, and notes. You can also edit tasks on the task details page.
To create or edit a task, go to the task’s details page and use the pencil icon at the top right.
- Apply different options and fields to describe your work.
- Select a project you want to add the newly created or edited task (time entry).
- Choose a project’s ToDo to assign the task’s hours to it, including its start and finish dates (From-To). This time range can span multiple days, from the past to the future.
- Use the description field to describe your work in detail.
- Add one or multiple tags to categorize your task.
- Set the type of the task between Default, Mileage, or Call.
When setting the task’s type, choose based on the information you want to change or analyze. Set the type for your task to “Mileage” if you're going to summarize every project's distance. Mileage allows you to set the task’s Origin, Destination, and Distance field, which can help you track how many miles or kilometers you've spent on the task. If you want to insert a phone number or contact, choose “Call” as the task’s type. You can also format the text with Markdown.
All tasks are billed by default based on the salary/h Rate of the assigned project. You can apply a custom rate for the task to adjust the salaries. To classify the task as "Billable," "Billed," or "Paid," use the three checkboxes near the bottom. You can set a "Feeling" for the task by clicking one of the five checkboxes at the bottom of the form. It captures your experience and can help improve self-assessment, reflection, and productivity in the future.
Create a Task
The page displays related tasks on the right next to the task form. You can prepend or append the current to the selected task. It also allows you to copy the information on the chosen entry to your current task's form.
Click on the “Save” button at the bottom of the page to save your task. You can also delete edited entries by clicking the “Delete Task” button at the top right. A confirmation screen pops up to ensure you know what you’re doing and avoid accidental deletion.
If you take breaks while working on a project, track by pausing your running timer or add a pause manually to the task afterward. All pauses for tracking breaks should have start-time, end-time, and description. It is important to track your breaks because they influence the relative duration of the task:
- Task absolute duration: Total Duration
- Task relative duration: Total Duration – break duration
So, you can use task relative duration to calculate your hours and salaries without breaks. To calculate your hours and wages with breaks, use the task's absolute duration.
You can add expenses to a task when an additional cost is incurred due to the task's activities, such as materials, travel costs, hotel bills, etc. Timesheet allows you to add these costs to your task while running on the Timer or afterward. You can check the summary of all expenses added to a task on the Task Details page. The aggregate expenditure of all tasks assigned to a specific project is displayed on the Project Details page. To track all expenditures, set refunded and outstanding expenses as “Paid” and “Unpaid," respectively. It will help you manage costs and avoid losses.
You can add notes to a Task and include a date, time, and description. Notes also have an optional file attachment.