Time Tracking

Time Tracking

This guide covers creating timesheets, logging time entries, submitting for approval, and using calendar and AI features.

Creating Your First Timesheet

1. In the sidebar, click Time Ledger.
2. Click + New Timesheet.
3. Select the Date Range for the timesheet period.
4. Click Create.

[Screenshot: New Timesheet dialog with date range selector]

Tip: Most organizations use weekly timesheet periods. Check with your administrator for your organization's standard.

Creating a Time Entry

1. In the Time Ledger, locate your timesheet and click Open.
2. Click + Add Row to add a new entry row.
3. Select the Project from the dropdown.
4. Select the Billing Code (task type) for the work performed.
5. Click on the day cell for the date you want to log time against.
6. Enter the Time (in hours) and a Description of the work completed.
7. Click Save.

[Screenshot: Timesheet grid with a row showing project, billing code, and daily hour cells]

Note: You can add multiple rows to track time across different projects and billing codes within the same timesheet.

Submitting a Timesheet

Once your timesheet is complete and ready for review:

1. Locate the Submit icon in the navigation bar at the top of the timesheet.
2. Click the dropdown arrow next to the Submit icon.
3. Select Submit from the dropdown menu.

[Screenshot: Submit icon and dropdown in the timesheet navigation bar]

Note: Once submitted, your timesheet is sent to your approver for review. You cannot edit a submitted timesheet unless it is returned to you.

Viewing Time Entries in Calendar View

The calendar view gives you a visual overview of your logged time.

1. Open your timesheet from the Time Ledger.
2. In the top-right corner, toggle the Calendar View slider to on.
3. Your time entries will be displayed on a calendar layout.
4. Toggle the slider off to return to the standard grid view.

[Screenshot: Calendar view toggle slider and resulting calendar display]

Tip: Calendar view is useful for spotting gaps in your time entries across the week.

Connecting to Microsoft Outlook Calendar

Linking your Outlook calendar lets you reference meetings and appointments while logging time.

1. Open a timesheet from the Time Ledger.
2. Click the integration icon in the timesheet toolbar.
3. Click the Microsoft Outlook icon.
4. Click Connect.
5. Follow the Microsoft sign-in prompts to authorize Octayne.
6. Once connected, your Outlook calendar events will appear alongside your timesheet.

[Screenshot: Integration icon menu showing the Microsoft Outlook option]

Note: You only need to connect once. The integration will remain active for future timesheets.

Using Ask AI for Time Entries

Ask AI helps you generate time entry descriptions from a brief summary.

1. In your open timesheet, click a day cell or start creating a new entry.
2. In the New Entry form, write a short description of the work you performed.
3. Click Ask AI.
4. Review the AI-generated description. Edit it if needed.
5. Click Save to log the entry.

[Screenshot: New Entry form with the Ask AI button and generated description]

Tip: The more detail you provide in your initial description, the better the AI-generated output will be.

Using Note AI

Note AI converts free-form notes into structured time entries for a project.

1. Open a timesheet from the Time Ledger.
2. Click the integration icon in the timesheet toolbar.
3. Click the Note AI icon.
4. Select the Project the notes relate to.
5. Enter your notes describing the work performed (plain text, bullet points, etc.).
6. Click Generate.
7. Review the generated time entries and confirm to add them to your timesheet.

[Screenshot: Note AI dialog with project selector, notes input, and Generate button]

Tip: Note AI works well when you have meeting notes or a daily log that you want to quickly convert into billable time entries.