Time Tracking – CoordinateHQ Support

Enable Time Tracking

Set a Time Budget on a Project

Export Time Tracking Report

Enable Time Tracking

Navigate to Settings > Time Tracking

Make sure that Enable Time Tracking option is on

Now you can begin tracking time manually or automatically on any task in your plan.

If you open any task info modal, you will see on the right hand side 3 options for time tracking

Start Recording Time - starts tracking time on this task automatically. It will keep counting up until you stop the timer. Only 1 task can be tracked in this way at a time.
Time Tracking - manually input time worked
Time Tracking Budget - manually input your time budget on this task

You can quickly start tracking time on any task from the Plan tab. If you navigate to the ... menu on the right hand side of any task.

You can click Start Recording Time and it will prompt you to add a note about what you are tracking. This option will only show up if you are not currently tracking time in this way, remember, you can only automatically track time on one task at a time in this way.

When you are automatically tracking time, you will see a banner at the top of all of your pages to remind you that you are still tracking time on a task. You may press the Stop Timer button at any time to stop tracking.

Once you have recorded some time, the options on the right hand side of the menu will disappear (except for Start Recording Time). You can add more entries by using the + Record Time Manually or + Record Time Budget Manually buttons below your tracked time and budget.

You can edit any entry by using the edit button.

You can see a report of all of your time tracking by navigating to the menu under your name in the upper right and selecting Reports

You will see an overview of all time tracked by user and how any hours each project has budgeted as well as how many hours have been tracked on that project.

Set a Time Budget on a Project

You can set a time budget for any length of time on your projects. For the purposes of this demo, I will use a monthly time budget.

Create a new group for each segment of your time tracking budget. My plan will have a new budget set every month. It is up to you how many groups you wish to make ahead of time, for simplicity, I will have 3 months in my plan.

I am starting with Month 1 Tasks.

The important task to create in this group will be the Time Tracking Budget for the month. This task is recommended be assigned to the project manager for the duration of the month.
In the right hand side menu on the task modal, click on Time Tracking Budget.
In the Time Tracking Budget area that gets created, add your desired budget for the month, or whatever duration you are using. I will be using 45 hours as my example.

When you start creating tasks inside of the current group you are tracking time on, start adding time to the tasks and it will be subtracted from your total budget.

Navigate to the Time Tracking tab in your Project to see how much time is remaining in your current month's budget

If you create a new Time Budget task for every group, it will be calculated in different sections for you on the Time Tracking tab. This is the best way to keep your Projects organized if you wish to use a Time Tracking Budget.

Bonus Automation Step: create recurring tasks

You can create another step of automation to kick off a Time Tracking Budget task to prompt yourself/the project manager on the Project that it is time for the next round of Time Tracking.

In my example, I used a monthly Time Tracking Budget, so I will create a recurring task every month on the first of the month.

If you have a different time frame for time tracking and you would like to use recurring tasks, you can set them to recur every week, every 3 weeks, every 2 months etc. You are not constrained by any of my examples in this walkthrough. Please select a timeframe that works for you.

Navigate to the recurring task modal by clicking the Recurring Task button in the Plan navigation and click on the + New Recurring Task in the modal

Some important features of recurring tasks to note:

Assigning the recurring task to the project manager will automatically notify them via email when the task is created. This will prompt the project manager to kick off the next round of Time Tracking for the Project
Select the 'Repeat every' section to your desired time. I am using monthly as my Time Tracking example, so I set to repeat every 1 month. If your Time Tracking Budget is weekly, select to repeat every 1 week.
Select the Repeat relative to correctly. Depending on the day/date you select, your tasks will generate for example every Wednesday of every week, or every 1st, 2nd, 3rd, 10th of the month etc.
When you select your repeat dates, please check below to see when the next recurring task will be generated, make sure that date matches up with what you want.

Here is my example of the recurring task that I will use:

Read our detailed guide on recurring tasks here

Once you have set your recurring task, as soon as it is created, the project manager (or whoever is assigned that task) will be notified. The task will be created in the ungrouped task section.