Logging time
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Tracket is all about logging time and getting insight in who did what and when. The term time entry will be used when talking about logged time and its details.
Time entries are the core of Tracket. A time entry is always linked to a monday.com item and connects it to time. It can contain additional information using build-in and custom fields, creating more depth and insight in the work done.
A time entry consists of the following fields:
monday.com board,
monday.com item,
monday.com subitem,
monday.com team,
date - the date the hours are logged on,
time - the number of hours,
billable time - the number of billable hours,
description - the description of the time entry,
custom fields - additional selection fields with custom options.
Several fields can be changed to your liking using the time entry template; you can make fields required, create and update custom fields, allowing you to store all the information you need.
Time entries are immutable, which means that, even though it is possible, time entries should not change. They should reflect the situation at a particular point in time.
You can log your time from multiple places and views in Tracket.
In the Tracket board view, you can log your time via your timesheet. This gives you an overview of your weeks and the work that you have done.
In the item view, you can log time on a specific item and fully focus on it.
Supported in both views is the timer. Simply leave it running while you work, and come back when your task has finished!
Finally, the Tracket API is available to retrieve and create time entries.
We value the importance of security and (individual) privacy. In Tracket, each role has specific permissions dictating whose time entries you can view and edit. These permissions are applied when generating reports or using the item view. The viewing permissions can be changed by a monday.com admin via the App settings.
By default, the following permissions apply per role:
Regular member: view and edit your own time entries only,
Tracket team admin: view and edit time entries of all team members of the teams you are the admin of,
monday.com admin: view and edit time entries of all users within in your monday.com account.
Company policies help you manage which boards and (sub)items users are allowed to log time on. This ensures they only see and interact with the right boards and items, whether they are using the board view, item view, or logging time via the API. An admin can configure these settings in the Admin Settings.
The board policy contains three options:
All boards - users can log time on any board they have access to
Subscribed boards - users can log time on all boards they are subscribed to
Selection of boards - users can log time on the selected boards only, provided they have access to them
For (sub)items, you can choose between:
All (sub)items - users can log time on any (sub)item they have access to
Assigned (sub)items - users can log time on (sub)items that have them, or any of their teams, added in any people column
It is possible that the hierarchy of a monday.com (sub)item changes after logging time on it. We talk about a hierarchy change when one or a combination of the following cases occurs:
a (sub)item is moved to another board,
a subitem moves to another item,
an item is converted to a subitem (or vice versa).
Since Tracket's data is immutable, we always display the hierarchy as it was at the time of logging. However, when you edit a time entry using the time entry form, Tracket attempts to detect any hierarchy changes. If we do detect changes, we will give you to opportunity to update the time entry so that it reflects the new hierarchy.
If an item or board cannot be retrieved, because it has been deleted, archived, or due to certain permissions, you will see "Item/board couldn't be displayed" on your timesheet. The time entry itself still exists, as well as the stored board and item ids. However, the details like names cannot be retrieved from monday.com. Please keep this in mind, since it can affect your timesheet and reports in Tracket.
There is one very specific case when moving items. Sometimes, you will be asked to move an item to a board named "Subitems of ..." (or the equivalent in your selected monday.com language). Instead of selecting this, try to find the item by choosing the new board directly, as "Subitems of ..." boards are not accessible. Due to technical constraints, we cannot detect this automatically.
Besides "regular" time, you can log how much billable time has been spend on a monday.com item. To do this, a time entry must include at least one custom field option marked as billable. Billable time is a separate additional field. Regular time must always be filled in, while billable time can be optional.
A time entry consists of hours worked and a part that can be billed to the customer. The billable part can therefore, never exceed the hours worked.