Read how John hits goals with Timeular πŸ‘‰

Track time spent on specific projects or clients 🏷️

Tracking client and project time in Timeular is a breeze. If anything, it’s the easiest way to identify what to track, but this how-to will help you to organize the data structure in the right way.

1) Identifying what or who to track

Start by identifying the clients/projects, the activities and any other data (such as project codes, or whether a project is billable) that you’d like to go ahead and track. Jot these down in different columns on a piece of paper or on a spreadsheet.

It might look something like this πŸ‘‰

ClientsProject codesTasksBillable?
Acme IncAcme-Code-1MeetingYes
Test LtdAcme-Code-2DocumentationNo
ABC LLCTest-Code-1Coding
123 GmbHQA

2) Picking the data structure

There’s no right or wrong way to approach this and you can change this as you go, so we recommend that you just start.

Have a look at what you wrote down and try to find some sort of hierarchy with the data.

Example:

  1. Tasks (for me these are fixed – my job is these four areas)
  2. Client (these change and I can be called to support a colleague’s client at late notice)
  3. Code (these are fixed, but they’re an attribute of clients and can be unlimited in number)
  4. Billable (this is a binary but is an attribute of the time entry depending on context)

Usually people get torn between whether to pick Client as the activity or Tasks.

Because there are different ways to slice it, a good way to approach it is to look at the number of each or the frequency of change: if you’re a Tracker user there are 8 sides to the Tracker. If you work on 20 clients and they change frequently, but the tasks don’t, then tasks are the better route for what to track.

Or the reverse, if that fits your way of working.

3) Build it in Timeular

Earlier on in this guide we gave a high level summary of how spaces, activities and tags work in Timeular.

Now map what you’ve come up with the Timeular data structure. These guides on how to actually go about setting up activities, spaces and tags might help if you’re a first-time user.

Again, there’s no right or wrong way. Here’s how our example might stack up:

  1. Tasks as activities
  2. Client as a tag or mention (#AcmeInc or @AcmeInc)
  3. Code as a tag (#Acme-Code-1)
  4. Billable as a tag (#Billable)

If you’re a team you might consider tracking in a dedicated ‘shared’ space. This is a separate area containing its own activities, mentions and tags.

As an admin you can limit these so people must track one prescribed by you, ensuring a common data structure and standardization.

Spaces can be set up per client, per project, per team, etc. Check this guide out for more info.

4) Track!

When it comes to adding tags and mentions, there’s nothing quite like Quicktrack our keyboard shortcut (Ctrl+E or CmD+E).

You can start tracking on the Tracker and tag the entry on-the-fly or track with the shortcut itself. What’s more, it’ll remember your entries making it easier to add a ‘pre-filled’ time entry in one go (e.g. Meeting – @AcmeInc #Acme-Code-1 #billable).

From here, you might like to consider integrating your time data into other platforms with our direct integration with Jira, our API and Zapier webhooks to connect to 3.5k other apps.

Tips and final words of encouragement πŸ™Œ

  1. Start by figuring out what’s your most important time management problem that you’d like Timeular to help with (rather than just starting to track random activities).
  2. Don’t try to track every little thing, or be a hard-ass about stopping the clock when you go to the bathroom or get more coffee.
  3. It’s hard to track 100% of your time right away, start easy and track the big things first. Be easy on yourself if you missed little things.
  4. If you have a Timeular Tracker put it somewhere where you see it often – it’s a great physical reminder, e.g. below your monitor or next to your phone
  5. If you don’t have a Tracker put a Post-It or sticker near your monitor as a visual clue to track
  6. Adjust our reminders in the Settings > Reminders & Emails section, e.g. we have a start of day reminder, long time entries reminder aka. Pomodoro reminder, and many others that assist you in our daily workflows
  7. Get used using our CMD+E (Mac) or CTRL+E (Windows/Linux) Quicktrack shortcut to easily start and stop tracking out from any app
  8. Easily fill in gaps in your timesheet and edit wrong time entries with drag and drop functions

Need more help? Get in touch with us and we’ll be glad to help.