Calendar

Recording times via the calendar

Open Organization > Calendar .

1. You can use icons in the calendar header to switch between the daily, weekly and monthly view.

2. Filters allow you to call up a project calendar and/or display the calendar of a person, a contact or a service. For example, you can display the times that employee xy has booked for a specific service in a specific project.

3. In the Calendar area, you can display calendar entries for tasks, projects, open items or time entries.

4. To create a time entry, drag the mouse over the relevant time period in the calendar and right-click. Select New entry on... from the context menu and create the time entry in the time entry form as described below.

5. The time entry is then displayed in the calendar.

You can move an appointment to another time using drag & drop. If you hold down the CTRL key while doing this, you copy the appointment to the other time.

Opening the calendar from contacts, projects or tasks

Add the Add event and calendar icon to your toolbar:

1. Open the drop-down menu to customize the quick access.

2. Select Add event and calendar.

3. The selected options are now displayed in the toolbar. Click on it to open the associated calendar or a time entry with reference to the selected object.

Context menu for time entries

If you right-click on a time entry in the calendar, an extensive context menu opens.

• Associated activities, contacts, employees etc. can be accessed here.

• The notes Done and Accounting approval are quickly created.

• The Parallelize command duplicates the relevant time entry so that you can drag a copy of it to another location in the calendar.

• Splitting an appointment means letting it run until the specified time, interrupting it there (e.g. for a lunch break or another appointment that has been inserted) and then resuming it.

Most of these entries can also be made using the time entry form, which you can open by double-clicking on the time entry, for example

The time entry form

The following numbering refers to the numbers in the illustration.

1. Enter a name under which the time entry will be displayed in the calendar.

2. Enter the duration of the time entry.

3. Specify whether it is a full-day time entry and where the service is performed.

4. Set a reference to a project and/or a contact, a task, an order and a service.

5. You must specify a service; only then can the time entry be invoiced.

6. If the service is billable, select Yes here.

7. The project manager usually issues a billing release. Another field shows whether the service has been provided. Time entries with billing approval are displayed in the calendar with a tick, entries with the note Completed are displayed with a green border. This makes it easier to create the project invoice.

8. The internal note is a practical tool for adding special notes.

9. You can specify specific authorizations for accessing time entries.

Mark services for time accounting

To be able to include services in time accounting, they must meet the following requirements:

• Billability

• Released for billing

• Unit of measurement of the services in the product catalog: Hours or days

You can also leave an internal note on the time entry.

Tip: Instruct your employees to always record their times on a project or order. This will provide you with an excellent basis for planning and budgeting and you will also be able to calculate the DB II of projects better, for example, because the chargeable, non-billable working hours are also allocated to a project.

Two symbols also make it easier for you to find your way around the calendar (as shown below, they are also explained by mouseover texts):

Hourglass

An hourglass indicates that a time entry has been transferred to an invoice.

Euro symbol

A euro sign indicates that a time entry has already been billed.

Private appointments and absences

To enter a private appointment or vacation, make identical entries in the Employee and Contact fields and enter e.g. vacation, doctor's appointment, etc. as an internal note. It is important for personnel scheduling to be able to display absences as well.

Time recording with stopwatch

Record time entries with a single click and update other necessary information later.

This method is useful, for example, if you have to interrupt your current work for a telephone call or want to record a spontaneous customer meeting.

If you have opened a form with a contact or project detail or marked it in the respective overview when you start time recording via the stopwatch, the new time entry is automatically linked to it.

Note: The time entries must be at least one minute long.

To edit the time entry created in this way, open it via Projects or Activities > Time recording or via the calendar by double-clicking on it and enter the required information, such as a description of services or notes.