> ## Documentation Index > Fetch the complete documentation index at: https://docs.charle.agency/llms.txt > Use this file to discover all available pages before exploring further. # Hours Tracking > How block hours are tracked and displayed Blocks track hours through the tasks scheduled into them. Understanding the difference between scheduled and logged hours helps you monitor work progress accurately. ## Scheduled vs logged hours ### Scheduled hours Hours from tasks assigned to the block: * **Task estimates** - Sum of estimated hours from scheduled subtasks * **Automatic calculation** - Derived from tasks, not manually entered * **Shows capacity needed** - How much work is planned for this block * **Updates as tasks added** - Changes when tasks are scheduled to the block ### Logged hours Hours actually worked: * **Time entries** - Logged by team members as they work * **Linked to tasks** - Attached to subtasks or help desk tickets * **Accumulates over time** - Builds up as work progresses * **Compared to scheduled** - Shows actual vs planned Scheduled hours are your plan (from task estimates). Logged hours are reality (from time entries). They often differ, which is normal. ## How hours are displayed ### On Blocks page The blocks table shows two hour columns: | Column | Description | | ------------- | -------------------------------------------------------- | | **Scheduled** | Total estimated hours from tasks scheduled to this block | | **Logged** | Actual hours logged via time entries | Each client row header also shows the **total scheduled hours** across all their blocks for the month. ### On Client schedule Client schedule shows: * Blocks with their scheduled hours * Tasks with estimated hours * Time entries logged * Budget vs actual comparisons ### On Team schedule Individual schedule shows: * Blocks assigned to them * Tasks scheduled to those blocks * Daily capacity usage * Available remaining capacity ### In reports Various reports show: * Time logged by client * Time logged by block type * Time logged by team member * Scheduled vs logged variance ## Understanding the numbers ### Scheduled hours calculation Scheduled hours for a block equals: * Sum of all task estimates assigned to that block * Includes subtasks linked to the block * Updates automatically when tasks are added/removed **Example:** * Block: Development (June) * Task A: 8 hours estimated * Task B: 12 hours estimated * Task C: 5 hours estimated * **Scheduled: 25 hours** ### Logged hours calculation Logged hours for a block equals: * Sum of all time entries on tasks in that block * Includes time logged to subtasks * Includes time logged to help desk tickets linked to block **Example:** * Task A: 7 hours logged * Task B: 14 hours logged * Task C: 4 hours logged * **Logged: 25 hours** ## Client total hours Each client row on the Blocks page shows their **total scheduled hours** - the sum of scheduled hours across all their blocks for that month. This helps you quickly see: * Total planned capacity for each client * How work is distributed across clients * Which clients have the most scheduled work ## Budget tracking ### For retainer clients Retainer clients have monthly hours purchased: * Compare total scheduled hours to retainer amount * Ensure you're not over-planning * Track logged hours against budget **Example:** * Retainer: 40 hours/month * Scheduled: 35 hours (across all blocks) * Logged: 38 hours * Status: Under budget by 2 hours ### Monitoring budget health **Healthy pattern:** * Scheduled hours within retainer * Logged hours close to scheduled * Work completed on time **Warning signs:** * Scheduled exceeds retainer * Logged much higher than scheduled * Frequent overages **Actions to take:** * Review task estimates * Check if scope is accurate * Discuss with client if more hours needed * Adjust future planning ## Capacity planning ### Daily capacity Each team member has daily capacity: * **Developers:** 6.5 hours (390 minutes) * **Others:** 7.5 hours (450 minutes) * Reduced by leave and holidays * Reduced by other commitments ### How blocks affect capacity When a block is scheduled with dates: * Tasks within the block consume capacity on those dates * Shows as "used" capacity in schedule * Helps prevent over-allocation ## Time entry best practices ### Logging time for block work **Do:** * Log time daily as you work * Attach to specific subtasks * Use accurate durations * Include helpful notes **Don't:** * Wait until end of week * Round excessively * Log time to wrong client * Guess durations from memory ### Billability Time entries can be: * **Billable** - Counts toward client hours * **Non-billable** - Internal time, doesn't count * **Banked** - Efficiency gains, credited back Work on block tasks should typically be billable. ### Activity types Choose appropriate activity type: * **Task** - For subtask work * **Support** - For help desk tickets * **Meeting** - For client meetings * **Admin** - For admin tasks ## Common scenarios ### Scenario 1: Block completed under estimate **Situation:** * Scheduled: 20 hours (from task estimates) * Logged: 16 hours * 4 hours under estimate **Analysis:** * Efficient execution * Good estimates * Client gets more value **Action:** * Note for future estimates * Consider banking hours (if policy allows) ### Scenario 2: Block going over estimate **Situation:** * Scheduled: 20 hours * Logged (so far): 18 hours * Work not complete **Analysis:** * Will exceed estimates * Scope or estimate issue * May need more capacity **Actions:** 1. Review remaining work 2. Estimate additional time needed 3. Communicate with PM/CSM 4. Discuss with client if needed 5. Update task estimates ### Scenario 3: No tasks scheduled yet **Situation:** * Block exists but no tasks assigned * Scheduled hours shows 0 **Solution:** * Create subtasks for the work * Assign subtasks to the block * Scheduled hours will populate ## Reporting and analysis ### Variance analysis Identify patterns: * Which block types consistently over/under * Which clients use hours differently * Which team members estimate accurately * Seasonal trends ### Improving estimates Use historical data: * Average logged hours per block type * Typical variance ranges * Client-specific patterns * Complexity factors ## Troubleshooting No tasks are scheduled to this block yet. Add subtasks and assign them to the block. Ensure time entries are attached to tasks that are scheduled to the block. Time entries on unlinked tasks won't count. Scheduled shows task estimates, Logged shows time entries. Expand the block to see individual tasks. Review remaining work scope, communicate with PM/CSM, and decide if more hours needed or scope should be reduced. ## Best practices summary Base task estimates on historical data Don't wait - log daily for accuracy Check scheduled vs logged regularly Flag issues before they become crises Use over/under patterns to improve estimates Assign tasks to blocks for accurate tracking ## Next steps Back to blocks overview Learn about different block types Configure and schedule blocks Learn about time entries