Logging Time

CharleOS offers multiple ways to log time depending on your workflow. This guide covers all the methods and best practices for accurate time tracking.

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Methods for logging time

CharleOS provides three ways to log time:

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Using the Log Time Wizard

The wizard is the most flexible way to log time. Access it from:

• User menu (top-right) → Log Time
• My Time Tracking page → Log Time button
• Keyboard shortcut (if configured)

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Step 1: Choose work type and client

Internal or Client work?

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Step 2: Add details (conditional)

This step appears based on your activity type: If you selected “Task”:

• Optionally link to a task and subtask
• Use the search to find the relevant task
• Linking ensures the entry is billable

If you selected “Help Desk”:

• Required: Select the help desk ticket
• Search by ticket number or title
• Cannot proceed without selecting a ticket

Other activity types:

• Skip to Step 3

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Step 3: Enter time details

Date:

• Click the calendar to select a date
• Cannot select future dates
• Can select any past date
• Defaults to today

Duration:

• Enter duration in minutes
• Minimum: 1 minute
• Maximum: 720 minutes (12 hours)
• Examples: 30 (30 min), 120 (2 hours), 480 (8 hours)

Notes (optional):

• Explain what you worked on
• Helpful for billing disputes or retrospectives
• Include ticket numbers, feature names, or context

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Review and submit

• Check all details are correct
• Click Log Time to submit
• The entry appears in your My Time Tracking table
• Success notification confirms it was saved

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Logging time from context

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From a subtask

When viewing a task with subtasks:

1. Click the Log Time button on the subtask row
2. The dialog pre-fills:
   • Client (from task)
   • Task and subtask
   • Activity type: “Task”
   • Work type (from subtask type)
3. Enter date, duration, and notes
4. Submit

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From a help desk ticket

When viewing a help desk ticket:

1. Click Log Time on the ticket detail page
2. The dialog pre-fills:
   • Client (from ticket)
   • Help desk ticket
   • Activity type: “Help Desk”
3. Enter date, duration, and notes
4. Submit

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From a project task

When viewing project tasks:

1. Click Log Time on the project task
2. The dialog pre-fills:
   • Project and project task
   • Activity type: “Task”
3. Enter date, duration, and notes
4. Submit

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Logging time when completing work

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Complete subtask with time logging

When you mark a subtask complete:

1. Click Complete on the subtask
2. A dialog appears with fields for:
   • Duration (minutes)
   • Notes
   • Late reason (if past due date)
3. Enter your time
4. Click Complete Subtask

The system:

• Marks the subtask complete
• Logs your time entry automatically
• Updates task progress

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Active Tasks button

Delivery Team members have quick access to active work:

1. Click Active Tasks in the header
2. See all subtasks you’re currently working on (status: “In Progress”)
3. Click Complete to finish and log time
4. Enter duration and complete in one step

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Editing time entries

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Edit your own entries

1. Go to My Time Tracking
2. Find the entry in the table
3. Click the Edit button (pencil icon)
4. Modify any field:
   • Date
   • Duration
   • Activity type
   • Client
   • Task/subtask link
   • Notes
5. Click Save Changes

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Delete time entries

To delete an entry:

1. Find the entry in My Time Tracking
2. Click the Delete button (trash icon)
3. Confirm the deletion
4. Entry is permanently removed

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Management time tracking

Managers can oversee team time entries:

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View team time

1. Navigate to Management → Time Tracking
2. See all team members’ time entries
3. Filter by:
   • Date range
   • Team member
   • Client
   • Activity type
   • Billable/non-billable

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Bulk operations

Managers can:

• Select multiple entries (checkboxes)
• Bulk delete for corrections
• Export data for analysis

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Make corrections

To correct someone’s time entry:

1. Find the entry in the management table
2. Click Edit
3. Make the correction
4. Add a note explaining the change
5. Save

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Time entry validation

CharleOS validates time entries to prevent errors:

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Date validation

• ❌ Future dates not allowed
• ✅ Any past date allowed
• ✅ Today and recent dates allowed

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Duration validation

• ❌ Less than 1 minute
• ❌ More than 720 minutes (12 hours)
• ✅ 1-720 minutes

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Client validation

• ❌ Deleted or inactive clients (unless admin)
• ✅ Active clients
• ✅ Internal work (no client)

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Activity type rules

• Help Desk with client selected requires a linked ticket
• Task entries should link to tasks/subtasks for billability

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Viewing your time

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My Time Tracking table

Features:

• Search - Find entries by notes or task name
• Filters - Filter by date range, client, activity type
• Sorting - Sort by date, duration, client, or activity type
• Pagination - Navigate through large datasets

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Quick filters

Common filters:

• This week - Monday to Sunday of current week
• Last week - Previous week
• This month - Current calendar month
• Last month - Previous month
• Custom range - Pick specific start and end dates

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Best practices

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Common workflows

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End-of-day routine

1. Open My Time Tracking
2. Review tasks you worked on today
3. Click Log Time for each significant activity
4. Link to relevant tasks/tickets
5. Add notes for context
6. Submit all entries

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Completing a sprint of work

1. View your Active Tasks
2. For each completed subtask:
   • Click Complete
   • Enter actual duration
   • Add completion notes
3. System logs time and marks complete
4. Review entries in My Time Tracking

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Weekly review

1. Navigate to My Time Tracking
2. Filter to This Week
3. Check for:
   • Missing days (weekdays with no entries)
   • Unlinked Task entries (mark non-billable)
   • Duration accuracy
4. Edit any errors
5. Prepare for billing or payroll

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Troubleshooting

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Next steps