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So where have all these hours gone?
In this article we’ll share ways to:
Fibery is a no-code platform, so there is no certified® way of doing something, including tracking time. Feel free to share your approach with fellow Creators in the Community.
Here are a couple of solutions we suggest:
To capture the time spent, we add a Field to the smallest thing we do. So it’s Task, not Project; Story, not Epic:
Teammates log the time spent manually:
Or with a timer (involves creating extra Date Field, Previous Date Field and some Action Buttons):
Here are the rules that can be used for the Action Buttons:
2. ToHours(Now() - [Step 1 Task].[Timer Started])
3. [Step 1 Task].[Time Spent] + [Step 1 Task].[Previous Value]
To quickly spot the longest tasks, we display the time spent on each card on the Kanban board and turn on the sorting:
To get a sense of how big a Project is, we roll up the time spent with a formula:
Tasks.Sum([Time Spent])
Once we’ve collected the time entries, we are ready to report time spent by project and person:
Once the timsheets are ready, we generate a link for the HR department and stakeholders that avoid Fibery at any cost:
That’s it for the quick-and-easy solution.
🎁 Copy Lightweight Time Tracker to your workspace.
A more advanced solution comes in handy when you’d like to:
Instead of adding a Field, this time we add a whole new Database — Time Log. We also connect it to the lowest level of work hierarchy — Task in our example — and User:
To simplify time entry, we configure a personal timesheet for everyone:
Timer is also an option here: those buttons from above could be re-programmed to add time logs. We are just too lazy to do it for this article — please ping us via Intercom if timer is what you need.
Since Time Log is its own thing now, we are free to add attributes:
Let’s add the Billable checkbox as an example:
We link the Time Entry to a specific Task, and the Task belongs to a certain Project. This means we can show the parent Project on a Time Entry too:
Since a Task has multiple Time Entries, the roll up for a pro starts one level lower:
Task.[Time Spent]
= [Time Logs].Sum(Hours)
Project.[Time Spent]
= Tasks.Sum([Time Spent])
Now that we’ve collected quality data, it’s time to do some analysis. Where have we put most of our efforts in?
The same data from a different angle (just showing off):
So that’s the more advanced solution.
🎁 Copy Time Tracker Pro to your workspace.
🎁 Copy Space.
Here, to track time, we use another principle: instead of personal tables with time logs and automation buttons, we set rules on a User level (which will require being an Admin 👑) to track which tasks a User is working on.
The Time Tracker Space will consist of the following Databases: Project, Task, and Time Log.
Project has many Tasks, and Tasks have Time Logs associated with them.
🔗 Additional relations:
You can also add a couple of formulas to calculate how much time you spent on Tasks and on the Project in general. Don’t forget about other fields as Start and End Time for the Time Log. Here’s what it will look like:
Time Log Duration Formula: ToMinutes([End Time] - [Start Time])
Task Time Worked Formula: [Time Logs].Sum(Duration)
Project Total Worked Formula: Tasks.Sum([Time Worked])
To build the tracker, we need two rules in Users Space. To do that you’ll need Admin privileges 👑 These two rules make the tracker start and stop counting time on a particular Task. Here’s how it’s done.
The purpose of this rule is to recognize when a user is currently working on something. This rule will also stop any other Time Log started before:
This rule applies to the case when a user is no longer working on a Task, so it will just stop the Tracker set for a Task: