The browser’s Hours spent on tasks panel shows recorded hours by user for tasks that are fully completed and that you have permission to read. It helps you track time entries for completed tasks. The figures do not represent all working time, planned resource allocation, labor costs or machine operating hours.
Open the panel and find a user or customer
From the browser’s main menu, open Dashboard → Dashboard and find the Hours spent on tasks panel. If the panel is missing, check the current layout and visible panels: Arranging Dashboard panels.
Each user’s row shows Day, Week and Month totals. Use the tree expand icon on the left side of the row to open the user’s customer rows. The customer breakdown requires permission to read customers. Click a customer’s name to open their details.
Click the magnifying glass in the panel header. Enter at least three characters in the Search by users or customers name field. The search matches part of a name and is case-insensitive. It filters the loaded rows but does not recalculate the hour totals: searching for a customer does not change a user’s overall total to the hours for that customer. Clear the field to restore all rows; this also closes any expanded customer breakdowns.
Which hours are included?
The task must have reached its final Completed status. Entries for an unfinished task or a task still under review are not included in the panel, even if the timer has been stopped. The data is determined by your permissions to read tasks, rather than separate permissions for working time entries. Different users may therefore see different totals.
For regular task time entries, the recorded number of minutes is included. The hours are attributed to the user on the entry, who may be different from the person responsible for the task or the person who recorded its completion. Approval or marking an entry as processed is not a condition for inclusion: unapproved, approved and processed entries can all be included in the total.
The duration of an ongoing entry is not calculated up to the current moment. It only starts contributing hours to the panel once its end time and number of minutes have been saved and the task is completed. General working time, absences and service requests’ own time entries are not included in this panel. A task linked to a service request may have its own task time entries included. Quantity-based entries are not converted into hours: their start and end times are the same, so they do not add any duration.
Time entries saved for a task on Android or iOS can also be included in the totals under the same conditions. The mobile view of your own hours is a separate view; its figures do not have to match this panel. See viewing your own hours and labor costs.
What do Day, Week and Month mean?
The panel uses Finnish time, including when daylight saving time changes. The customer account’s or user’s own time zone setting does not change the periods used by this panel.
- Day: from the start of the current calendar day to the start of the next day.
- Week: from Monday of the current week at 00:00.
- Month: from the first day of the current month at 00:00.
The period for a regular entry is determined by its start time. Its entire recorded duration belongs to the period in which it starts; the entry is not split at a day, week or month boundary. For example, an entry starting on Sunday at 23:30 and ending on Monday at 00:30 adds 1 hour to Sunday’s daily total. On Monday, it is not included in the Day total or the new week’s Week total. It only adds to the Month total if its start time falls within the current month.
The Week and Month totals have no end time cutoff. A start time dated in the future can therefore also increase them if the other inclusion conditions are met. The Day total has the next-day cutoff described above. The panel has no separate option for selecting a past period.
Hours previously saved directly on a task
If a task has no separate time entries, the panel may use a positive working time amount previously saved on the task. In this case, the period is determined by the completion time, and the hours are attributed to the user who recorded the completion.
This previous amount is not added on top of separate entries. Even a single time entry linked to the task prevents the previous amount from being used, even if that entry is still ongoing or its start time falls outside the period being viewed.
Unit, rounding and customer breakdown
The panel adds up the minutes, divides the total by 60 and rounds the result to two decimal places. The figure is in decimal hours: for example, 61 minutes is shown as 1.02, rather than one hour and two minutes. The duration of a regular time entry is already rounded up to a whole minute when saved. For example, 60 minutes and 1 second is saved as 61 minutes.
The customer is determined by the customer link on the task’s Spot’s current folder. Hours without a customer link are included in the user’s total but do not have a customer row. The user’s overall total and each customer row are rounded separately, so the sum of the visible customer rows can differ from the user’s total due to rounding as well. If the user link is missing, the hours appear on the No user row.
Check an unexpected figure
First, clear the name search. Open the task you want to check and its Logged work hours tab. Check the task’s final status and the entry’s user, start and end times, and duration. Also check whether the task has a previous working time amount or separate entries, and which customer the Spot’s current folder is linked to. Reload the Dashboard after making changes.
Completing a task can bring a previously saved entry into the period in which it started. If the task is moved out of the Completed status, its hours are removed from the panel’s totals, even though the entries are not deleted. Correcting or deleting an entry can change the total; deleting the last entry can bring the previous working time amount back into the calculation. Changing the customer link can move hours from one customer row to another. Viewing the panel or searching by name does not change saved data.
For a more detailed breakdown, open Working time monitoring from the browser’s main menu and then its Worktime Report tab. The report can split an entry that runs overnight across different days and include the portion of an entry that falls within the selected date range, even if the entry started earlier. Its permissions and filters may also differ from those of the panel. A difference in totals therefore does not, on its own, indicate an error in an entry. See checking the Worktime Report and, if needed, correcting a time entry.