Quick time entry (3 min 06 sec.)
The WorkflowMax quick time entry pop-up provides a timer that lets you record time as you work it.
For the current week (or a previous week), the pop-up also lets you:
- view, edit or add your time worked
- submit/lock your time sheet.
Time is recorded to the nearest minute and, when you save the entry, WorkflowMax applies your Organisation Settings > Round up to Nearest Minute option.
Quick time entry works in the same way as manual time sheet entry in relation to rounding and organisation settings such as WIP Lock Date.
You can enter time against any job that is displayed in the Job Manager. If you don't have permission to view a job that you need to enter time against, contact your system administrator or WorkflowMax support.
Once your time sheet has been submitted, it is locked so that you can view time entries but not change them. See Unlock a time sheet for further details.
Draft quick time entries
The quick time entry is stored as a draft until you complete all the required time, client, job and task details for that entry.
For example, you might use the timer during a phone call with a client. When the call is finished, you can complete the client, job and task details and add some notes before saving the entry to your time sheet.
Working with quick time entry
- Open the pop-up by selecting the timer icon
on the WorkflowMax menu bar. - Close the pop-up by clicking elsewhere on the screen. No information is lost.
The following instructions assume that you have already opened the quick time entry pop-up.
Using the timer
- Recording time using the timer
The timer can record time for today only.
To start the timer to add time to your daily time sheet:
- Click the:
- Add Time icon
at the top of the pop-up, or - + Add Time button at the foot of the pop-up (available only when you have not yet recorded any time today).
The Add Time dialog is displayed within the pop-up.
- Add Time icon
- Do any of the following:
- Click START to start the timer. You can start recording time before you select a client, job or task if you wish.
- (optional) Select the client, job and task that you want to record this time against. You just need to start typing the client name or job number into the What are you working on? box.
- Select or deselect the Billable checkbox, if required. The checkbox is visible only once a task has been selected, and shows the billable status of that task.
- Clear to remove the currently selected client, job and task details.
- + Add Note... to open the notes text box and enter information, if required.
- Save and Keep Recording. The Add Time dialog is closed but the timer remains visible in the pop-up.
- When you are ready to stop the timer, click the stop timer icon
. If the client, job and task information is:
- Complete, the details are displayed under the SAVED TIME list, and will be saved to your time sheet.
- Not yet complete, the details are displayed under the TODAY'S DRAFTS list.
The timer cannot currently record times of more than 24 hours, and any timer running past midnight will be lost.
- Click the:
- Editing the draft timer entry
While the timer is running, you can edit the draft time entry you are creating, to change the client, job, task or other details.
To edit the draft timer entry when the timer is in use:
- Click Edit Draft. The Edit Draft dialog is displayed.
- Do any of the following:
- (optional) Select the client, job and task that you want to record this time against.
- Select or deselect the Billable checkbox, as required. The checkbox is visible only once a task has been selected, and shows the billable status of that task.
- Clear to remove the currently selected client, job and task details.
- + Add Note... to open the notes text box and enter information, as required.
- (optional) Select the client, job and task that you want to record this time against.
- Close the edit dialog:
- Save and Keep Recording. This prompt is displayed only if you have made changes to the draft.
- Discard. Current draft is discarded without confirmation prompt.
- Click
to exit the edit dialog without saving any changes.
Viewing, entering or editing time
The quick time entry pop-up works with the current day by default, but you can use weekly view to navigate to another day (or week), if required, before you view, edit or add time.
- Using weekly view
To navigate to another day or week:
- Click the weekly view icon
at the top of the pop-up. Days in the current week are displayed in separate panels. Three formats provide different options for viewing, editing or adding time for any day.
- Do any of the following:
- Click < Previous to go back to the previous week. After going back to a previous week:
- Click Current to go to the current week.
- Click Next > to go to the next week.
- Click Submit and Lock this week to submit/lock the time sheet entries for the currently displayed week.
- Click a panel to view, edit or add time. For further details on adding time, see Entering start/end times and Entering overall time worked, below.
- Click to exit the weekly view.
- Click < Previous to go back to the previous week. After going back to a previous week:
- Click the weekly view icon
- Entering start/end times
To enter time in this format, Organisation Settings > Entry Mode must be set to Start/Finish.
Time entry is for the current day unless you navigate to another day or week first. See Using weekly view, above.
To use start/end times to add time to your daily time sheet:
- Click the:
- Add Time icon at the top of the timer pop-up, or
- + Add Time button at the foot of the timer pop-up (available only when you have not yet recorded any time today).
The Add Time dialog is displayed within the timer pop-up.
- Add Time icon
- Do any of the following:
- In the Start time box, type the time you started the work.
- In the End time box, type the time you completed the work. You don't need to include an End time in a draft entry.
Start and End times must be in the HH:MM format in the 24-hour clock. WorkflowMax will automatically attempt to interpret your time entry into this format.
End time must be later than Start time.
There is no restriction on entering overlapping start and end times in quick time entry, so take care to ensure that all times are correct.
- (optional) Select the client, job and task that you want to record this time against. You just need to start typing the client name or job number into the What are you working on? box.
- Select or deselect the Billable checkbox, as required. The checkbox is visible only once a task has been selected, and shows the billable status of that task.
- + Add Note... to open the notes text box and enter information, as required.
- Close the Add Time dialog:
- Save (information is complete and will be saved to your time sheet).
- Save Draft (information is not yet complete).
- Click
to discard the current draft.
- Click the:
- Entering overall time worked
To enter time in this format, Organisation Settings > Entry Mode must be set to Time Duration.
Time entry is for the current day unless you navigate to another day or week first. See Using weekly view, above.
To use overall time worked to add time to your daily time sheet:
- Click the:
- Add Time icon at the top of the timer pop-up, or
- + Add Time button at the foot of the timer pop-up (available only when you have not yet recorded any time today).
The Add Time dialog is displayed within the timer pop-up.
- Add Time icon
- Do any of the following:
- In the time entry box, type the overall time you have worked.
Time must be in the HH:MM format and no greater than 24 hours.
- (optional) Select the client, job and task that you want to record this time against. You just need to start typing the client name or job number into the What are you working on? box.
- Select or deselect the Billable checkbox, as required. The checkbox is visible only once a task has been selected, and shows the billable status of that task.
- + Add Note... to open the notes text box and enter information, as required.
- In the time entry box, type the overall time you have worked.
- Close the Add Time dialog:
- Save (information is complete and will be saved to your time sheet).
- Save as Draft (information is not yet complete).
- Click to discard the current draft.
- Click the:
- Editing a draft or saved time sheet entry
To edit a draft or a saved time sheet entry:
- Click the entry's start/end time or duration figure. The edit dialog is displayed.
- Do one of the following:
- In the Start time box, type the time you started the work. In the End time box, type the time you completed the work. You don't need to include an End time in a draft entry.
Start and End times must be in the HH:MM format in the 24-hour clock. WorkflowMax will automatically attempt to interpret your time entry into this format.
End time must be later than Start time.
There is no restriction on entering overlapping start and end times in quick time entry, so take care to ensure that all times are correct.
- In the time entry box, type the overall time you have worked.
Time must be in the HH:MM format.
- In the Start time box, type the time you started the work. In the End time box, type the time you completed the work. You don't need to include an End time in a draft entry.
- Do any of the following:
- (optional) Select the client, job and task that you want to record this time against.
- Select or deselect the Billable checkbox, as required. The checkbox is visible only once a task has been selected, and shows the billable status of that task.
- + Add Note... to open the notes text box and enter information, as required.
- (optional) Select the client, job and task that you want to record this time against.
- Close the edit dialog:
- Save (information is complete and will be saved to your time sheet).
- Save as Draft (information is not complete yet).
- Discard. Current draft is discarded without confirmation prompt.
- Click to exit the edit dialog without saving any changes.
- Discarding time entries
To discard a quick time entry, mouse over the panel that contains the entry and select Discard (or click
if the Add Time dialog is open).The entry will be removed from the list in the pop-up and, if the entry was saved as complete, from your time sheet.
- Submitting your time sheet
To submit/lock your time sheet for a specific week:
- Click the weekly view icon at the top of the timer pop-up. Days in the current week are displayed.
- Navigate to a previous week, if required.
- Click < Previous to go back to the previous week. After going back to a previous week:
- Click Current to go to the current week.
- Click Next > to go to the next week.
- Click < Previous to go back to the previous week. After going back to a previous week:
- Click Submit and Lock this week to submit/lock the time sheet entries for the currently displayed week. The word Submitted is displayed at the foot of the pop-up and background shading is applied to show that the time sheet has been locked.
Need to change your submitted time sheet? See Unlock a time sheet for further details.
- Click to exit the weekly view.
- Click the weekly view icon