Introduction
With the hour registration module, you can accurately track your hours of all your tasks, appointments and phone calls. Even when you are on the road. You then link these to the right project or client with a single click. The result: overview, correct invoices and clear reports. In this article, you can read more about how to register hours.
How can I register hours through the timer?
How can I register hours afterwards?
How can I register hours through tasks and appointments?
How can I add types of hours?
How can I process hours?
How can I compress hours on the invoice?
1 How can I register hours through the timer?
Within Tribe CRM you have a handy timer that allows you to turn it on during your work so you can accurately track the time you spend on certain projects, tasks or appointments.
To do this, click on the timer in the blue bar of Tribe CRM.
Specify the activity you want to start the time registration for, the hour type and whether the registration is billable (hours can be invoiced).
The timer remains visible in the blue Tribe bar. Once you have finished, stop the time registration by clicking on the alarm clock with the dash through it. The time recording is saved automatically.
Start time registration through the timer in Tribe CRM
Start time registration on your smartphone in Tribe CRM
2 How can I register hours afterwards?
Besides being able to track hours with the timer which is especially handy if you work on many different projects in one day, you can also enter your hours afterwards.
To do so, open the entity to which you want to link hours and click the Hours tab.
Click on Hours to be processed and then click +Hours Registration.
Registering hours from a project in Tribe CRM
Enter the Hour type by choosing from the predefined hour types, or enter a new hour type
Enter the Employee. By default, the logged-in employee is selected, but you can also select another employee.
Enter the Date and from to time. By clicking on the field, you can choose a date through the calendar, enter a start time and set the duration. More information about the date/time field and the scheduler is given in the next section.
If you add a time registration for a project, you can also enter the Milestone. This is a phase within a project that is determined per project.
Slide Billable to the right if the entered time registration should be invoiced.
A time registration rule in Tribe CRM
Period and planner in date fields
Calendar (Period tab)
Click a date field to display the calendar.
Click a date to modify the date.
The start time is automatically selected. Click it to adjust it.
Adjusting dates in Tribe CRM
Under time, you can select hours on the left and minutes on the right. You can scroll up and down to display more. It is also possible to enter the time itself (format HH:MM). Enter the durations.
Changing the time in Tribe CRM
In the planner tab, you can see the availability of you and your colleagues. If you make a selection here (drag and drop), it will be automatically filled in in your time registration with your correct employee.
If necessary, choose a different view.
Planner in Tribe CRM
3 How can I register hours through tasks and appointments?
It is possible to register hours directly with a task or an appointment. When entering a task, you can specify a date, time and duration and these can be automatically registered with the selected activity.
Register hours directly with a task or appointment
When scheduling your tasks or appointments, you can directly indicate whether the task or appointment should be logged in the time registration of an existing activity. To do so, slide Hour registration to the right.
Register hours with an appointment in Tribe CRM
Register hours with a task in Tribe CRM
4 How do I add hour types?
Hour types can easily be added in the configuration or while adding hours. Hour types are linked to products.
Add products for hour types
Go to Configuration.
Click on Products.
All product groups are displayed on the left. Click +Product group if you want to add a product group.
Click +Product.
Adding products in the configuration in Tribe CRM
Recurrence can be filled in, but this is not mandatory. This can be used for subscriptions.
Enter the data. The unit should be Hour.
Under Price information, the Sales price can be entered.
Adding products in the configuration in Tribe CRM
Adding hourly types
Go to Configuration.
Click on Hour registration.
All hour types are displayed on the left. Click on +Hour type.
Adding hour type to the configuration in Tribe CRM
Enter a name and a product and click Save.
Adding an hour type from the time recording
In the hour type dropdown, click +Hour type
Add an hour type from the time recording in Tribe CRM
5 How can I process hours?
After hours have been registered, they still need to be processed. Even hours that are not declared must first be checked by the person responsible for the entity, e.g. the project manager.
To process hours, open the entity to which you want to link hours and click the Hours tab.
Here the Running hours are displayed (in case a time registration has been started through the timer), Hours to process and Processed hours. Under Hours to be processed, the following choices can be made:
+Hour registration: Enter here the hours made can be entered afterwards.
Without invoicing: Process hours that are not billable. Here they are moved to the Processed tab.
To to be invoiced: This is a temporary collection place of hour entries Put here the hours that you want to invoice, but don't want to put on the invoice yet. At a later stage, you can invoice the hours at once.
To new invoice: Instantly create a new invoice from the selected lines.
To existing draft invoice: Choose this option if there is already a draft invoice ready to which these hours should be added.
Processing hours in Tribe CRM
Did you know. You can learn more about how to invoice with the article How do I create and send an invoice?
6. How can I compact hours on the invoice?
To create a better overview of hours on an invoice, you might want to display the hours in groups on the invoice. Adjust the setting below:
Navigate to configuration.
Click on invoicing.
Activate the compacted hours slider when processing.
Do you work with both timesheets and price lists? Then also read the article How do I work with price lists? It describes how to determine the correct price of an item or hour.
In addition to the linked article, the following applies when compaction of time lines is activated:
From each hour record, the individual product price is determined as described in the above article, based on the number and the start and end date in the hour record.
The time records are then grouped by Activity, Product and Price.
Hour records with the same Activity, Product and Price are consolidated into a single product line, with sum of the number of hours, and the previously determined Product and Price.
If a non-invoiced product line exists with the same Activity, Product and Price then hour records are added to it by adding a number to the number of the hour record.