First choose whether to log general working time or time spent on a specific task or service request. General working time describes your working day and is not automatically linked to a job or Spot. Task and service request entries are linked to the job you select.

General working time tracking and a job timer can run at the same time. Time entries for different jobs can also overlap. You should therefore not add general working time and job hours together to calculate the length of your working day.

Requirements and entry type

General working time tracking must be enabled for your organization. Using a job timer requires access to the task or service request; the available buttons also depend on the job's status and your permissions. On iOS, the service request timer button requires permission to manage the service request. In the browser, creating an entry for a selected user requires the appropriate permission.

Log type indicates whether the entry is for general working time, time spent on a job, or something such as lunch. The entry's Type further specifies this using options defined by your organization. Select a type if the form asks for one. For a new entry, the type must be active and compatible with the log type.

Use a time-based type for a running timer. A quantity-based type is recorded as a completed quantity: enter a value greater than zero in Amount (pcs). This does not represent working hours or start a timer.

Tracking general working time on mobile

  1. Open the Home tab on Android or iOS. Tap the working time icon at the top, to the left of the search icon. On Android, the icon looks like a clock.
  2. In the view that opens, select Start under General worktime on Android or General Worktime on iOS. Select a time-based type if needed and confirm the start.
  3. Check that the timer is shown as running and that the elapsed time updates.
  4. When you want to end this entry, select Stop in the same section.
  5. Check the completed entry in the day's details and make sure the general working time timer is no longer running.

The Start and Stop buttons have the same names on both platforms. You cannot start a second general working time timer for the same user until the previous one has ended. Starting and stopping use the current time; a previously selected day does not make the timer a retrospective entry.

Tracking time for a task or service request

Open the details of the task or service request and find Begin Tracking Time among the job's action buttons. Check the job's name, tap the button, and select a time-based type if needed. End your own timer in the same job's details using Stop Tracking time on Android or Stop tracking time on iOS. The start button has the same name on Android and iOS.

The same user cannot have two entries running at the same time for the same job. Other users' timers are separate. Stopping general working time tracking does not end a task or service request timer, so check each timer you have started separately.

Stopping saves the end time and changes the entry's status to Completed. This does not itself mark the task or service request as completed or approve the entry. Changing the job's status and confirming completion are separate actions.

Adding a completed entry on mobile

If you forgot to start the timer, add the missing time as a completed entry. First check the day's existing entries so that you do not record the same hours again.

For general working time, open the day's entry view described above. Select ADD NEW LOG ENTRY at the bottom of the view, then select Worktime from the log type selection that opens. Select the date, start and end times, and a type if needed. Add a comment if you wish and select Save.

This form for adding general working time uses a single date on both platforms and requires an end time later than the start time for a time entry. Add general working time that continues overnight in the browser, where you can enter separate start and end dates.

To add missing hours for a task or service request, open the plus button menu on the Home tab and select Add worktime for task or Add worktime for service-request. Select the correct job on the form, enter the date and times, and add a type and comment if needed. Save and check that the entry is linked to the job. Adding general working time for the day does not automatically link it to a task.

With a quantity-based type, enter a quantity instead of time. On iOS, adding a quantity-based general working time entry saves the quantity for the selected day. The equivalent action on Android uses the date at the time of saving instead of the selected day: use the browser to add a quantity-based general entry for an earlier day, and always check the saved date.

Comments and changes to an existing entry

Open your own entry from the day's details and open its editing function. On Android and iOS, you can add a comment by selecting Add Comment. Open a saved comment by selecting View Comment. A comment can contain up to 1,000 characters. Save the changes to the entry as well.

On mobile, you can only edit your own entries. Approved or processed entries cannot be edited. On iOS, the editing function for the day's general working time is available only in the current day's view; corrections to general working time for earlier days must be made in the browser, if your permissions allow it. For more detailed instructions, see correcting and deleting a time entry.

Adding entries retrospectively in the browser

Open Working time monitoring from the side menu and select Create new worktime entry at the top of the page. The form lets you select one user. Its Log type options are Worktime entry, Lunch, Sick leave, and Vacation; a task or service request cannot be selected on this general entry form.

  1. Select the user, log type, and required type. For general working time, use the Worktime entry log type.
  2. Under Creation mode, select Single entry.
  3. Fill in Start date, Start time, End date, and End time. For a quantity-based type, enter the date and quantity.
  4. For a time-based entry, select Preview and check the times, duration, and any messages for the entry to be added. Preview does not save the entry yet.
  5. Save by selecting Create new worktime entry.

For a single entry that continues overnight, set the end date to the following day. The end time must not be before the start time. The same start and end time on the same day is allowed and produces a zero-minute entry; it does not represent a full day of work.

Adding the same entries for multiple days in the browser

  1. On the same form, select Same hours for multiple days as the creation mode.
  2. Fill in First day and Last day. The range can cover up to 30 days, including both the first and last day. Weekends are included as well.
  3. Fill in Daily start and Daily end. If the end time is the same as or earlier than the start time, the entry ends the following day. For example, 22:00–06:00 means eight hours, and 08:00–08:00 means 24 hours. For a quantity-based type, enter a daily quantity instead.
  4. Select Preview. Check all the days and remove unnecessary rows using the trash icon.
  5. Select Create new worktime entry. If any days are invalid, correct the details by selecting Back or use the offered Create valid days only option.

A warning that the entered times differ from the working time rule or the default absence times does not by itself prevent a valid row from being created. An error prevents that row from being saved. Creating valid days only leaves out the invalid days: check the result and the skipped days. After changing the form or generating a new preview, check the included days again. See also the working time calendar and handling multiple entries.

Duration calculation, lunch, and saving limits

The saved duration of a completed time entry is calculated as the difference between the end and start times and rounded up to a whole minute. For example, 60 minutes and one second is saved as 61 minutes. The elapsed time shown while the timer is running is not yet the final saved duration. In a quantity-based entry, the start and end timestamps are the same and the duration is zero; the actual recorded value is the quantity.

General working time saved manually or stopped on mobile retains the specified times. The working time rule's lunch deduction is not applied automatically to it, and a separate lunch entry does not change these times. For example, 08:00–16:00 is saved as eight hours. Automatic ending by a rule can, however, deduct lunch by shortening the working time entry and create a lunch entry if needed. Check your organization's practice and the instructions for working time rules and entry types before making corrections.

The duration of a time-based working time entry must not exceed the service setting Max consecutive hours per log entry. The default is 24 hours, but your organization can set a lower limit. A timer that runs too long may be ended automatically at this limit; if this happens, check the actual end time before approval.

Time entries for general working time, sick leave, and vacation are checked for overlaps with one another. An ongoing entry may also prevent a new entry from being saved. Overlapping task and service request time entries are allowed. Absences also have their own duration limits and daily restrictions; see maximum entry duration and absences.

Check the result

In the day's details on mobile or the browser's Working time monitoring → Working time → Log entries view, check the user, dates, start and end times, duration, log type, type, and any quantity and comment. For a job-specific entry, also check that the task or service request is correct. You can find an overnight entry by its start date.

Separately confirm that the timer you ended is no longer shown as running. A completed entry is different from an approved or processed entry. Approval and any later processing follow your organization's practices; see approving time entries.