FAQ

FAQ

Register

Why can't I track time?

There may be several reasons why you cannot register time, e.g.:

  1. Your timesheet is closed. Read how to re-open your timesheet
  2. Your allocation is inactive on the task. Find out how you can enable it again
  3. You are marked as inactive in the resource group on the project. Learn how to activate you again
  4. The task is marked as Done on the project. Find out how you can enable it again
  5. You have marked the task as done via the timesheet. Find out how you can enable it again

I cannot edit my registrations in the timesheet, what to do?

If the field is grey, it means that you have made more than one registration on the task on the same day. This happens if you use several time tracking applications. If you change to the detailed timesheet, you have the opportunity to edit and delete registrations.

mceclip0.png

How do I re-open my timesheet?

If your timesheet is closed, you need to ask your manager to re-open your timesheet. You can read below how you do it.

If only one field is locked, you probably have several time registrations for the same tasks. If you change to the detailed timesheet, you can edit the single registrations from there:

Re-opening timesheets

If you need to re-open a timesheet for an employee, you need to go to the Approve time page. Here you select the period you wish to re-open in the data range, and then click the employee in the list to the left. Your period does not need to match the same interval as the employee has submitted time for.

The employee will be marked with green, if the period is closed. Hereafter, you will see the Re-open button in the detailed overview, where you can re-open the period, which is registered under Comments and actions. If the marking is yellow, it means that not all registrations are approved. Here you will be able to reject the period, which also re-opens the timesheets.

You can read more about approval in TimeLog in our Help Center.

How do I set up MFA when I use TimeLog’s Outlook integration?

To activate the MFA support in the Outlook integration, you need to add a few extra settings to your security model and setup for each user.

We have created a configuration guide and attached it to this post. You may need help from your internal IT administrator to make it work.

We have also added a "register update.txt” file with the details you and your users need. You must

  1. Save the file on your computer
  2. Change the format to a .reg file
  3. Double click it to add the information
  4. Re-start your Outlook

Do you see this message in our Outlook afterwards?

mceclip0.png

Then you need to follow these steps. You may need help from your internal IT administrator to make it work.

  1. Open Registry editor on your computer by pressing the Windows key on your keyboard
  2. Write regedit
  3. Right click the Registry Editor
  4. Select Run as administrator
  5. Add this address in the line at the top: Computer\HKEY_CURRENT_USER\Software\
  6. Find the TimeLog folder. If you don’t have it in the list, you create it by right clicking and selecting New key
  7. Then you create the OutlookAddIn folder in the TimeLog folder
  8. In the TimeLog folder, you need to enter the information from the register update file
  9. You create a new key by right clicking in the white field
  10. Click New
  11. Select key
  12. Select the type you want to create
  13. Enter the information from the register update file
  14. Click OK
    mceclip1.png
  15. In the OutlookAddIn folder, you need to enter the information here:mceclip2.png
  16. Re-start your Outlook

Here you see a comparison of data from the register update file and the Registry Editor:

What to do, if I'm asked to enter my username and password after downloading the integration for Outlook?

This means that you've enabled MFA in your security settings.

You need to follow the same steps as we've described in How do I set up MFA when I use TimeLog’s Outlook integration? to set it up correctly.

How do I remove the Outlook integration?

You may need help from your internal IT administrator to make it work.

  1. Open the file explorer and search for %localappdata%
  2. Delete the TimeLogForOutlook folder
  3. Open the Microsoft_Corporation folder
  4. Delete the folder that starts with OTT.vsto

If this doesn’t help you, you need to:

  1. Open the Control panel
  2. Find Add or remove programs
  3. Search for TimeLog
  4. Remove TimeLog Outlook TimeTracking
  5. Return to the Control panel
  6. Search for Credential manager
  7. Click Windows credentials
  8. Remove OTT:TL:<username from TimeLog>, e.g. OTT:TL:PSU

If you later on need to install the Outlook integration again, you need to log into TimeLog and navigate to Register -> Time tracking apps and download it again from there.

 

Find inspiration in our Help Center

You can read more about the setup options here:

What to do, if I can’t install the Outlook integration?

You may need help from your internal IT administrator to make it work.

 

It may be due to:

  • You running an older version of the integration, where the certificate is no longer valid. Un-install and re-install the integration to make sure you use the latest version
  • Your computer is set up with different settings than the default the certificate trusts. You can read more and get help from Microsoft. If you are not IT administrator yourself, we recommend that you ask your internal IT administrator for help to do the below setup

You can give this solution a try:

  1. Open Registry editor on your computer by pressing the Windows key on your keyboard
  2. Write regedit
  3. Right click the Registry Editor
  4. Select Run as administrator
  5. Add this address in the line at the top: Computer\HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\.NETFramework\Security\TrustManager\PromptingLevel
  6. Here you must change the value for MyComputer from Disabled to AuthenticodeRequired or Enabled depending on your security settings. The default for MyComputer is Enabled
  7. Un-install and re-install the Outlook integration

How does the Outlook Tracker work?

Case:

A customers wants to know how the Outlook Tracker works and what happens, if the customer deletes the app folder on his/her computer.

Solution:

If you remove the Tracker and delete the app folder, the link to previous registrations will be broken. However, all the time registrations that you have already made using the Tracker in Outlook, will stay in the web interface in TimeLog, so you do not risk losing your data.

 

The Tracker has a local database stored on your computer to keep track of “keys”, which makes it possible to synchronise the data with our internal TimeLog database. From here, the system uses that key to find the registrations/bookings from our database and then show the information in the timesheet and the resource planner.
 
The local database on your computer is stored in the app folder. If it is deleted – the keys are deleted too, and the system will not be able to link back to previous registrations no matter what.

Where can I see who approves my hours and absence requests?

Take a look in your timesheet. Click the lightning and select Approval status for period.

mceclip0.png

Then you get an overview of who has approved and when.

You can read more about it in our Help Center.

What happens, if my manager rejects the hours?

If you manager rejects your hours, they are marked with yellow in the timesheet. You will also see why your registrations where rejected, if your manager has written a comment for you.

How do I change hourly rates on registrations?

Case:

A customer would like to change hourly rates on registered hours.

Solution:

There are several ways to change hourly rates.

  1. Via Manage hourly rates in the Project menu


    Here you can select a specific employee, customer, project or project manager and click Show.

    To change the hourly rates, you need to mark the registrations, in the Select action menu select how you would like to change the hourly rates and then click OK.



    When changing hourly rates for allocations, the changes apply only to future time registrations. However, if you change allocated and registered/actual hours, you will be able to change hourly rates as of a specific date. Please note that you cannot set a date in the future. If you select a future date, today’s date will be used instead.

  2. Directly from the project
    You may also select to change hourly rates directly from the project.

    You find the registrations in the project plan and click the little arrow to see the registrations:


    Here you have two options:

    a. You select Change hourly rates on allocations, which leads you to the Manage hourly rates report for the project you were on.


    b. You double click the registration and change the hourly rate. The corrections is changed automatically, once you select the new hourly rate:

How do I enable overtime factor on my time registrations?

Case:

A customer would like to know how overtime factor is enabled. If you do too, please read the answer below.

Solution:

The function is enabled in the system administration under Time and expense tracking -> Time tracking setup. You can read more about it in our help text by clicking here.

Please note: Your version of TimeLog must be Invoicing Advanced for you to be able to enable it.

Reports

Why can't I see a specific report?

There may be two reasons for this.

1. The report is not enabled in the system administration: 

mceclip0.png

2. The report is not enabled on one of your user roles: 

mceclip0.png

mceclip1.png

You can read more about the user roles and rights management in our Help Center.

Which reports should I use?

Case:

Customer wanted to have an overview of which reports were best to use in different departments/user roles.

Solution:

Please note that the reports can be specific to the TimeLog version you have.

Project manager


1. Time registrations

2. Time registrations (new)

3. Budget follow-up

4. Full project overview

5. Project portfolio 

6. Project factor

7. My projects 

Leader / Team Leader


1. Internal/external analysis

2. Time registrations by project/employee

3. Pivot report

4. Employee key figures

5. KPI report


Salary and staff personal


1. Approval flow and reminders

2. Salary management

3. Salary account specification

4. Data extraction: Absence and salary codes

Accounting


1. Debtor list - invoices

2. Payment plans – overview 

3. Resource planner– estimated revenue

4. Accounting – Customers

5. Accounting – Monthly

6. Accounting – Projects/work in progress

Can I easily enter dates in TimeLog?

Yes, when you enter dates in TimeLog, you do not have to enter the entire date and use hyphens. If you need a date in this year, you can do with writing e.g. 1212 which is automatically formated to 12-12-2020. If you need a date next year, you enter the year as well, e.g. 100121 becomes 10-01-2021.

How to connect two reports from TimeLog via Excel?

Case:

Customer needs to connect two report, as they had different data. The reports were exported to Excel.

Solution:

Via Excel, you can use the VLOOKUP function to do this. To emphasise the example, we have created an Excel sheet containing two sheets.

First sheet has a table with some names and postal codes, and the second sheet has postal codes and cities. We want to get the cities by typing the postal codes in the first sheet. (this could be two reports). Essentially there should be a field that is the key and appears in both sheets. In this case it is the postal code.

Click the Fx in the toolbar to add the function:

Find the formula by clicking on the category and choose VLOOKUP:

You will get this picture:

In the attached sample, we entered these values in the formula:

Lookup_value= D3

Table_array= 'Sheet2'!$A$3:$B$91

Col_index_num = 2

Range_lookup = FALSE

Projects

Why do I see "Mixed" as part of the naming of hourly rates in the resource group?

You make the setup in the projects - Resource group.

You see the hourly rates listed as Mixed, if you have more than one contract and the hourly rates don't have the same amounts, but the same names. If you select one of these, the price is decided based on the hourly rates available on the specific contracts. If they have the same amount, you will see the price in the drop down too.

mceclip0.png

Most users only have one contract on their projects, so you'll only see this, if you run a more detailed contract setup with differentiated hourly rates.

Based on your project setup, the system knows which hourly rate to select.

 

Example:

Your employee Peter works as a consultant in your company. You create a new project, where you have three different deliveries. Each delivery has its own time and material contract.

In each contract, you have the same standard hourly rates, but you agreed with the customer that the hourly rate per delivery changes, as you progress in the project.

In the resource group, you select Consultant as the hourly rate, and then it's selected based on the prices set in the contracts.

Setup in TimeLog 

  1. Go to your project and click Resource group
  2. Click the hourly rates list
  3. Select the correct hourly rate
  4. Click Save

Find inspiration in our Help Center 

My employee cannot register time. (S)he has been employed here before.

Case:

My employee can not register time. He was able to do it when he was employed before.

Solution:

When an employee is set as inactive as a user in the system, (s)he will be deactivated on all projects (s)he has registered time on before.

If you reactivate an employee, you also need to reactivate him/her at the projects (s)he was working on before. Otherwise, the timesheet will be empty. You do this by following these steps on the project: 

  1. Navigate to the Resource group 
  2. Mark Inactive resources
  3. Delete the checkmarks on the employees that should NOT be reactivated
  4. Click Select action at the top, select Reactivate and click OK
  5. Click Save below the list of employees to make sure the system is updated with the changes

2017-07-28_15h01_39.png

What to do, if an employee completes the allocation in the timesheet too early?

Case:

A customer wants to know what to do if a employee completes task too early. If you have experienced the same, please follow the guide below to see how you re-activate the employee.

Solution:

If an employee completes the task too early, you can navigate to the given project and change the status for the employee in the project plan.

It is possible that one employee completes the task, while the rest of the resource group continues tracking time on it. You can turn this functionality off in the System administration under Projects -> Project module settings -> Scheduling.

You turn the functionality off in Let employee mark tasks as completed.

Can I move time registrations from one project to another?

Case:

A customer wants to know if it is possible to move hours from one project to another. If you would like to move your hours too, please read on.

 

Solution:

You can move time registrations from one project to another. Users with the Coordinator role can move their colleagues’ time registrations too. In either case, it is only possible if the time registration has not been invoiced yet and the task is still active.

To move hours go to the Projects menu and select Move hours. 

 

Find the project and click Show. Then you can select the project and task that you want to move registrations to. Click Save. 


The report is especially good to use, if you need to move several registrations.

Why can’t I move a task to a sub task position under another task?

Case:

A customer wants to change the tasks in the project plan and place some tasks as sub tasks to others. If you would also like to know how to do it, please read the below description.

Solution:

Main tasks must be empty before adding sub tasks, i.e. contain no allocations or registrations.

In other words, a main task is just an empty box for storing sub tasks, which is why employees can not track their time on it.

If you have time registrations on a task that you want as sub task you can:

  1. Create a new task and and make sure that the WBS number is a main task e.g. 1
  2. Edit the task that you want as sub task. Make sure that the WBS number is as a sub task e.g. 1.1

You can also create a new sub task by clicking the burger menu to the right and then New sub task. 

 You can also make drag and drop via the arrows to the left.

Use of the drag and drop function:

  • Place the cursor next to the task, where you see an arrow cross. The task is highlighted and the cursor changes to the icon
  • Click and hold the left mouse button
  • Drag the task to the desired location. If the cursor is moved to a space between two tasks, it is highlighted so you know where the task will be placed between the two.
  • If you drag the task to another task, it is highlighted. If you drop the task here, it is inserted as a subtask.

In either case, the project WBS number is automatically updated to reflect the new location.

Why am I missing an employee in the task allocation list?

Case:

A customer wants to know why an employee is missing from the task allocation list. If you experience the same, please read the below guide.

Solution:

If the employee has already been allocated to the task, (s)he will not appear in the list. Instead, correct the existing allocation.

Alternatively, the employee may be et as inactive in the resource group.


When an employee is deactivated in TimeLog, the status is automatically changed to inactive in every project resource group. However, reactivating the user profile does not trigger an update of the employee status.

If you want to reactivate an employee for individual projects, go to the project and enter the Resource group tab on the project.

Here you must:

1. Mark Inactive resources
2. Delete the checkmarks on the employees that should NOT be reactivated
3. Click Select action at the top, select Reactivate and click OK
4. Click Save below the list of employees to make sure the system is updated with the changes

 

How to delete a project?

Case:

A customer wants to know hoe to delete a project. If you would like to know too, please read the below guide.

Solution:

When registrations have been made on a project, the Delete option in the action menu next to the project in Search projects is greyed out.


If you want to delete a project, you first need to move all registrations and all allocations.

Read more about how to move hours here!


You can also use the lightning icon directly on the project to delete it:

mceclip0.png

Please note: You cannot delete it, if you have invoices or vouchers linked to it.

How do I change the customer on a project?

Case:

A customer wants to know how to change the customer on a project. 

 

Solution:

Please note: Once a project has been invoiced, recognised as revenue or updated with invoice drafts, you can no longer change the customer. This also applies if all booked vouchers are credited.

 

There are several options dependent on the choices you have made.

  1. You have created a project, added tasks and not yet created invoice or voucher drafts
    When you create a project and add tasks, it is possible to change the customer.
    a. Go to the Settings tab
    b. Change customer and click Save

  2. You have created a project, added tasks, tracked time and invoiced
    Here you can select to:
    a. Credit all invoices (hours are released)
    b. Copy the project and include tasks and milestones
    c. Change the customer on the new project
    d. Click Save
    e. Move all the time registrations to the new project
    (use Move hours from the projects menu)
    f. Complete the old project

  3. You have created a project, added tasks, tracked time and partly invoiced (not all hours need to be moved)
    Here you can select to:
    a. Copy the project and include tasks and milestones
    b. Change the customer on the new project
    c. Click Save
    d. Move all the time registrations to the new project
    (use Move hours from the projects menu)
    e. Complete the old project

I just re-activated a project. Why is it not in the timesheet?

Case:

A customer reactivated a project, but it is not visible in the timesheet. If you experience the same, read how to solve it in the below guide.

Solution:

When you re-activate a project, all tasks are still inactive,a nd you need those to track time in your timesheet.


Therefore, you also need to re-activate the tasks you want to use via the project plan.

Go to the relevant project, mark the relevant tasks and change the status via the Select action menu.

How do I change the currency on my project?

Case:

A customer wants to know how to edit the currency settings. 

Solution:

There are several options dependent on the choices you have made.

  1. You have created a project, added tasks and not yet tracked time
    When you create a project and add tasks, the currency on the project is locked automatically. If you want to change the currency, you can:
    a. Delete the tasks
    b. Change the currency before you add new tasks

    If you have a rather long task plan, you can:
    a. Copy the project
    b. Change the currency on the new project
    c. Delete the old project

  2. You have created a project, added tasks, tracked time and not yet invoiced
    Here you can select to:
    a. Copy the project without including tasks and milestones
    b. Change the currency
    c. Move the tasks from the old project to the new one
    d. Delete the old project

    Please note that the hourly rates are changed to the new currency automatically.

  3. You have created a project, added tasks, tracked time and invoiced
    Here you can select to:
    a. Copy the project and include tasks and milestones
    b. Change the currency
    c. Complete the old project

  4. You have created a project, added tasks, tracked time and partly invoiced
    Here you can select to:
    a. Copy the project and include tasks and milestones
    b. Change the currency
    c. Move the non-invoiced hours from the old to the new project
    d. Complete the old project

Can my employees receive a notification when they are assigned to a new task?

Your employees can receive a notification when they are allocated to a new task.

It can help them to become aware of new tasks and make sure that they do not miss any deadlines.

It also ensures that they are aware of a specific project for the time they spent on it, so you make sure that your time registrations end up on the right projects.

You can enable the notification in the System administration -> Project -> E-mail notifications -> Notification: Allocation Created.

Here you must set a checkmark in Active and remember to click Update.

Maybe there are other automatic notifications you can use as well to make the internal communication easier?

How do I create and edit project templates?

Case:

A customer wants to know how to create and edit in project templates. If you do too, please read the description below.

 

Solution:

Project templates are created from an existing project, and you can edit them in the System administration under Projects -> Project templates.

From here you have the option to change the project template itself or just the template description.

When you have project templates with your frequently used tasks, you can save valuable minutes, when creating and setting up your projects, and in this way quickly get on with your time tracking.

You can read more about project templates by clicking here.

Employee

How do I reactivate inactive employees?

Case:

A customer wants to know how to reactivate inactive employees. If you would liek to do the same, please follow the guide below.

Solution:

To find inactive employees, you first need to navigate to Employees -> Search employees.

Please note that the search filter in the Search employees page is collapsed as default. If you click Filter, it unfolds and you may change the Status to Inactive employees and click Show.

 

Hereafter, you see an overview of your inactive employees. You find the employee and click the edit icon to continue.

 

Now you use the slider going from inactive to active. When the employee is reactivated, the slider will be green instead of grey. 

 

Please note: If you reactivate an employee, you may also want to reactivate him/her at the projects (s)he was working on before. Otherwise, the timesheet will be empty. You do this by following these steps on the project: 

  1. Navigate to the Resource group 
  2. Mark Inactive resources
  3. Delete the checkmarks on the employees that should NOT be reactivated
  4. Click Select action at the top, select Reactivate and click OK
  5. Click Save below the list of employees to make sure the system is updated with the changes

 

 

One last note: You will not see data for the employee, if (s)he has been anonymised in the meantime.

How do I get a new password?

Case:

A customer does not remember the password for TimeLog and wants tp get a new one. If you are in the same situation, please read the guide below.

Solution:

To get a new password, go to login.timelog.com and click Forgot password?.

mceclip0.png

Next, you enter your user name, and an e-mail is sent to the e-mail address linked to your user.

mceclip1.png

The e-mail contains a link which you must click to create a new password.

How do I create new employees?

Case:

A customer wants to know how to create a new employee, and is in doubt about where to do it. If you too are in doubt, please follow the guide below. 

Solution:

You create a new employee under the menu Employees -> +New employee.

Now you enter all relevant information about your employee.

You must select at least one role for the employee, which decides which areas of the system the employee receives access to.

How do I delete an employee created by mistake?

Case:

A customercreated an employee by mistake. The customer is in doubt about how to delete the employee. If you would like to delete an employee too, follow the below guide.

 

Solution:

You can only delete an employee in TimeLog, if there are no registrations saved on him/her.If registrations are saved, you can change their licence status from active to inactive. Inactive employees cannot be selected in TimeLog, but all registrations made until now are saved.

To delete or inactivate the employee, go to Employees -> Search employees.

Find the employee in question and click the edit icon (pencil).

If you would like to delete the employee, you click the lightning and select Delete this employee.

If you would like to change the status from active to inactive, click the slider.

How do I log into TimeLog?

Case:

A customer would like to know how to log into TimeLog.

 

Solution: 

Login

You log in via https://login.timelog.com/ where you first enter your account. Your account is most often your company name, and you can see it in your URL. Here an example: https://app2.timelog.com/timelogfinance, where timelogfinance = account name.

In the next picture you insert your user name and password.

Your administrator can always see in the system which user name you have.

Password

If you have forgotten your password, you can click the link and enter your user name to have an email sent with new option to get a new password.

Please note that some special characters cannot be used in passwords. As more than 40,000 different characters exist, we recommend that you only use the ones you can see on your keyboard.

Why can’t I see the same things as my colleague?

Case:

A customer wants to know why (s)he cannot see the same things in the system as her/his colleague. If you experience the same, please read the below guide.

Solution:

There are different user roles in TimeLog and depending on the roles you have been assigned, you have access to different areas and reports in the system.

In order to check which roles you have been allocated, go to Employees and search for your own name. Then click the edit icon. You only see the pencil, if you have rights to edit employee cards. If not, please contact your system administrator to get help.

In the right side, you can see a complete list of the different user roles that you have been allocated. In order to see the different privileges allocated to the user roles, click Edit user role

Now you can see the different user roles' access to pages and user role privileges.

If you need to access a specific report, please contact your in-house TimeLog system administrators.

Invoices

How can I change non-billable hours to billable hours on time and material contracts?

Case:

A customer experiences challenges in finding all the hours for invoicing for time and material contracts when creating a new invoice. If you experience the same challenge, please follow the guide below.

Solution:

If the hours are created as non-billable on time and material contracts, they will not be shown when invoicing. Therefore, you need to change the hours to billable. You do this by navigating to Invoices and clicking Debtor list – Invoices:

 

Then you find the project in question and click Show.

When the project is shown, you may click the field under Items.

 

Mark Show non-billable. Then you select and mark the projects.

 

It is now possible for you to change from non-billable to billable. Remember to check the settings on the task in the project plan at the same time and make corrections there, if needed.

You should now be able to see the billable hours and invoice them.

How do I create accounting periods?

You do that in the System administration -> Finance -> Accounting periods, where you have several setup options. You need an Invoicing version of TimeLog.

Setup in TimeLog

  1. Open the system administration
  2. Click Finance to the left
  3. Click Accounting periods
  4. Activate accounting periods at the top of the page
  5. Select if you want to create the periods manually or automatically
    • If you select manually, you need to enter the periods by clicking New accounting period, filling out the dates and clicking Save. You need to do this every year
    • If you select automatically, you have the option to decide how to create the periods. If you e.g. want a period per month, you select a Start date, Accounting period type Month(s) and select First Day every 1 Month(s). This automatically creates periods for the entire year plus the next two years

Afterwards you manage the accounting periods monthly via Invoices -> Accounting periods when doing your invoicing.

Find inspiration in our Help Center

You can read more about the setup options here:

How do I invoice in a different currency than the one the project is created in?

Case:

A customer would like to create an invoice in a different currency than the one the project is created in. If you experience the same challenge, please follow the guide below.

Solution:

It is not possible to invoice in a currency different from the one the project is created in. If you would like to change the currency on the project, you can read how to do it here.

Why can't I create an invoice on customer level, but it works on project level?

It typically happens, if the currency on your customer is different from the currency on your project. The period in the potential filter can play a part too.

Once the registrations are done on the project, you cannot change the currency. But you can check and change the currency settings on the customer card.

You can read more about how to edit a customer in our Help Center.

How can I invoice companies with more addresses?

When a company has different postal addresses for their departments, it can be an advantage for your to add the department’s address on the contact or add the different offices as contacts.

When the customer is invoiced, you can select a contact as recipient. The invoicing address is set to Use contact’s address and the invoicing address is replaced on the invoice.

By maintaining the contacts’ addresses, it gets easier to manage your invoicing when the companies have different addresses.

Customers

Can I search out all my customers in one go?

You easily get this list by navigating to Search customers, writing a % sign in the search field and pressing Show. Hereafter, a list of all your customers is shown, and you have the opportunity to export the list in several formats. Depending on the number of customers in your database, it may take a few minutes for the full list to load.

If you want to segment your customer list, you can choose More search options. Then you can search for e.g. customer number, customer status, city or industry code.

Can I send e-mails to my colleagues directly from the customer card in TimeLog?

You can ask your colleagues to provide an update directly from the customer card by pressing Send e-mail… in the Contact details section. When you click the link to send an e-mail, a new window pops up, where the most important information on the customer is already shown, and a direct link to the customer for the receiver.

If you want to send the e-mail to more persons, you can separate the e-mail addresses with semicolon (;) in the Recipient field. You can of course also change the text, if you e.g. have specific questions. At the bottom you can mark if you want to receive a copy of the e-mail, and if it should be saved as a comment on the customer.

Once you get used to using this function, you will notice that you save time on copy-pasting information from your inbox into CRM. Time that you can spend on other value creating activities. Besides this, you make sure that everybody know the customer status at all times.

How do I create a unique hourly rate for a single customer?

You have several options to add specific hourly rates:

  • When creating a new project on time and material:

mceclip0.png

  • Through the hourly rates lists on the contracts

mceclip1.png

mceclip2.png

System administration

Can I test new features in TimeLog?

Yes, with our Preview features you have the chance to test new features and provide us with your feedback, so we together can develop the features that can help to support your business.

You can read more about Preview features in our Help Center.

I miss public holidays in our public holiday calendar, how do I add these?

Case:

A customer is missing public holidays in the public holiday calendar andis in doubt about how to create new public holidays. If you experience the same, follow the below guide.

Solution:

To create or edit public holidays, go to the System administration -> Employees and Public holiday calendars.

From here, you can Edit your public holiday calendar and Add new holidays with the information you need. Click save, once you are done editing.

Can I define default values for mileage?

Case:

A customer wants to know how to define default values for mileage. Please read on, if you would like to do that too.

 

Solution:

On the customer card, you can set default values for mileage for each customer.

To define the default values, you first need to search for the customer either via Search customers or the Super search field in the top to the right. Once you hace found the rigth customer, you open the customer card to read more information about the customer.

When you look at the customer card, click the Finance menu. To the left, you may enter if expenses and mileage are billable or not. Here, you may also enter the default distance to the customer. Afterwards, you click Save.

Can I define default settings for customer invoices?

Case:

A customer wants to know how to define default settings for customer invoices. 

 

Solution:

In order to define default settings for customer invoises, you first have to find the customer via Search customers or the Super search field in the top right corner. Once you have found the customer, you can open the customer card to see more information about the customer.

Here you click the Finance menu, where you to the right may e.g. enter a contact and payment terms, and mark if a discount is given. Afterwards, you click Update. 

How do I import expenses from my financial system?

Case:

A customer wants to know how to import expenses from the financial system. 

Solution:

You take a comma-separated file from the financial system and transfer the data to the project in TimeLog. Read more about how here.

Here, is also a link to an explanation on how to format the import file.

If you use one of Learn more about TimeLog’s standard integrations, it is possible to import expenses directly from the financial system, if the integration is activated and configured.

What browsers can I use?

Case:

A customer wants to know which browsers TimeLog supports. 

Solution:

As default, TimeLog supports the latest two versions of the below internet browsers.

  • Google Chrome
  • Microsoft Edge
  • Mozilla Firefox
  • Safari

We recommend that you always update your browser to the latest version.

Can I change the colours in TimeLog?

Case:

A customer wants to know, if it is possible to change the colors in TimeLog. If you would like to know too, please read the guide below.

 

Solution:

You can select your colour scheme from your personal profile. 

In order to change the colors go to Personal settings.

 

Here you can change the color scheme of TimeLog.

 

The menu bar will remain grey, the rest of the system will appear in your selected colour scheme.

How do I delete cookies and temporary files?

Case:

A customer wants to know how to delete cookies and temporary files. Read the guide below to learn more.

 

Solution:

How you delete cookies depends on the browser you use.

 

Internet Explorer

You delete temporary internet files and cookies following these steps:

  1. Click Functions/Delete browser data or press Ctrl+Shift+Del
  2. Tick Temporary internet files and Cookies. If other fields are ticked, do not remove the ticks
  3. Click the Delete button
  4. Try again: login.timelog.com

 

Google Chrome

You delete temporary internet files and cookies following these steps:

  1. Click the icon with the three horizontal lines to the right (or press Ctrl+Shift+Del and go to step four)
  2. Select History
  3. Click the Remove all browser data button
  4. In Delete these elements from: choose Always
  5. Tick Delete browser historyDelete cache and Delete cookies and other websites and plug in data. If other fields are ticked, do not remove the ticks
  6. Try again: login.timelog.com 

 

Safari

You delete the history following these steps:

  1. Click Safari/Settings
  2. Choose the tab Anonymity
  3. Under Cookies and other data from websites click the Remove all data from websites button
  4. Click Remove now
  5. Try again: login.timelog.com 

 

Firefox

You delete the history following these steps:

  1. Click Firefox/Settings (or press Ctrl+Shift+Del and go to step four)
  2. Choose the tab Privacy
  3. Click the Remove history link
  4. Under Remove choose Entire history
  5. Tick Browser and download historyCookies and Cache. If other fields are ticked, do not remove the ticks
  6. Try again: login.timelog.com 

Integrations and API

What happens, if I change the customer numbers in e-conomic?

Case:

A customer has changed the customer numbers in e-conomic and know experiences errors in the integration with TimeLog. If you have changed customer numbers in e-conomic recently, you can learn how to re-establish the connection to TimeLog again below.

Solution:

When you see the error in transfer of the invoice to e-conomic, it is due to the change of customer number. The integration to e-conomic depends on data in TimeLog and e-conomic being identical, and you will therefore experience errors, if changes are made to the customer numbers. To make the transfer of invoices work again, you need to re-link the customers from the System administration under Integrations and API:

Here you click to edit the e-conomic integration:

Then you click Link customers:


It is now possible to link data between TimeLog and e-conomic. If you have made changes to the customer information in TimeLog, which needs to be integrated into e-conomic, you need to select Link and use data from TimeLog and then click OK. If you would like to integrate the newest information from e-conomic to TimeLog, you need to select Link and use data from e-conomic and then click OK.

Afterwards, you should be able to transfer invoices to e-conomic again.

How do I import my salary file into SLS?

We have created a master file, which you can use to import data into SLS. You find it at the bottom of this text.

  1. You first need to save the file on a place on your computer, where you are able to find it again.
  2. Then you need to download our master file from here, so you can include the social security number for your employees. 
  3.  Create the employees with their matching social security numbers in the “CPR-nr. liste” tab (yellow background colour). Add the employees’ initials from TimeLog in column A and their social security number in column B.
  4. Open the file from TimeLog in Excel and select all salary data with Ctrl+a dn then Ctrl+c to copy the selected data.
  5. Open the master file, select the “Liste indlæst fra TimeLog” tab (green background colour), mark the A2 field (Initials) and paste the copied salary data from TimeLog with Ctrl.+v.
  6.  Excel will now link the imported salary data with the employees’ social security numbers and registrations in the “Til indlæsning i FRAV” tab (red background colour). The salary data in this tab is imported in SLS. Therefore, you are not allowed to edit the data.
  7. If one or more employees are missing in the “CPR-nr. liste” tab (yellow background), the social security number will be replaces by “#I/T” in column A and SLS will not be able to import the registrations. Add the employee(s) and the social security numbers as described in step 3.
  8. Save the Excel sheet in a place from where you can import the registrations into SLS.
  9. Import the file into SLS.

 

Apps

What do the symbols on my registrations in the TimeLog Mobile app mean?

The symbols show the status of your registrations.

 

btn_start_timer_on_card.jpg Start time tracking

 

mceclip0.jpg Stop time tracking

 

mceclip3.jpgPending approval

mceclip2.jpgApproved registration

mceclip4.jpgRejected registration

How do I track mileage and travel time in the app?

You do so by opening the app, pressing the menu and Mileage.

 

Setup in TimeLog

To register mileage in the app, you need to activate a number of settings in TimeLog on web:

  1. Enable Expense and travel registration on the front page of the system administration
  2. Set up mileage rates under Time and expense registrations -> Mileage rates
  3. Set up cars under Time and expense registrations -> Cars. The employees can create their private cars via the app, if they don’t make use of company cars
  4. Check if the employees’ roles have access to mileage registrations in the System administration -> Employees -> User roles and rights management

 

How to use the app for mileage registration

  1. Open the app
  2. Tap the menu
  3. Tap Mileage
  4. Tap the plus to start a new registration
  5. Enter the addresses in the top filter
  6. Tap Save
  7. Tap Start trip, which at the same time starts a travel time registration and provide you with the option to open route guidance in your preferred navigation app

    or

    Tap I already finished my trip to create a mileage registration manually
  8. If you started your trip before, you need to stop it again, when you enter the app
  9. Enter if it was a single or round trip. In the top of the screen, you can see how far you are with your registration
  10. Tap Next
  11. Enter the purpose of the trip
  12. Select your car
  13. Select mileage rate, if you have the option to change it (is determined in the system administration)
  14. Tap Next
  15. Select your project
  16. Select if the trip is billable
  17. Select if you want to add travel time to your registration
  18. If yes, you can at the same time add your time registration to a specific task
  19. Tap Save

Please note: If you delete a mileage registration with a linked travel time registration, you delete both registrations.

 

Find inspiration in our Help Center

You can read more about the setup options here:

Do you use a salary integration with TimeLog?

Then you have no reasons to worry. You can easily transfer your employees’ mileage registrations to your salary system, so you have all the data ready for your salary management.

How do I add cars and mileage registrations in TimeLog Mobile app?

See how you do it in this video:

Can I use the stopwatch in the TimeLog Mobile app?

If you have enabled the stopwatch in the web version of TimeLog, you can also use it in the app.

In TimeLog for web, you or your system administrator need to enable it in the system administration under Time and expense registration -> Time tracking setup:

Then you need to enable it in your personal settings for the timesheet. You first click the gears icon, and then you have the option to select your personal settings.

You find the setting in the app under Settings:

Please note: You need version 1.0.6 or higher of the app to be able to use the stopwatch there too.

Why don't I see my tasks in alphabetical order in the TimeLog Mobile app?

When you search in our apps, you will always first see the tasks you tracked time on lately.

Once you enter characters in the search field, the number of tasks are limited and you can easily find the right task to start your time tracking.

Where can I see the version of the TimeLog Mobile app?

Open the app and tap the menu to the left. At the bottom, you can see the version:

MicrosoftTeams-image.png

Why is my TimeLog Mobile app not updated automatically?

App updates depend on your phone's settings, where you may select which apps to update automatically.

 

You can gain more knowledge and get help via this link: https://www.mangoapps.com/help/how-to-turn-off-automatic-updates-of-apps-on-mobile

Can I use my TimeLog together with other apps?

You can allow external apps access to your TimeLog data. You log in with your user name and password, which provides the app access to TimeLog as you e.g. know it from Facebook and LinkedIn. You decide yourself, if you would like to allow access and to which data and how long.

When you log in, a token is given and it is valid for one hour, we can call it a single ticket for the roller coaster at a theme park. If you mark the Remember my login field, you are given a re-fresh token which corresponds to a season pass for the theme park, as it is typically valid for one year. If you select this option, you do not have to log in again all the time.

Salary management

How do I set up a salary code to be paid out?

You do that in the System administration – Employees -> Salary accounts. You need an Advanced version of TimeLog or BasicPlus with Advanced salary time registration.

Setup in TimeLog

First you need to make sure that paid out codes are enabled in the System administration -> Employees -> Emplyee module settings -> Configuration of advanced salary management.

We recommend you create a salary account matching the name of your salary code. Then you create a new salary code with the below settings:

  • You decide on Sorting, Name and Description yourself
  • Salary account: Here you select your newly created account
  • Salary specification type: Paid out
  • Format: Hours
  • Calculation method: Time is subtracted
  • Factor, salary account: 1

We have customers that select to add a factor of 1.25 to motivate the employees to take time off to secure a better work life balance.

Find inspiration in our Help Center

You can read more about the setup options here:

Do you use a salary integration with TimeLog?

Then you have no reasons to worry. Several salary codes in TimeLog can send data to the same code in your salary system, so you have all the data ready for your salary management.

How do I set up a salary code for overtime?

You do that in the System administration -> Employees -> Salary accounts. You need an Advanced version of TimeLog or BasicPlus with Advanced salary time registration.

Setup in TimeLog

We recommend you first create a salary account matching the name of your salary code. Then you create a new salary code with the below settings:

  • You decide on SortingName and Description yourself
  • Salary account: Here you select your newly created account
  • Salary specification type: Salary specification
  • Format: Hours
  • Calculation method: Time is added
  • Factor, salary account: 1
  • Factor, flex account: 1.5

When your employees register time on the code in the timesheet, the time registration is multiplied with the factor 1.5, and 2 hours turn into 3 hours on the flex account.

Find inspiration in our Help Center

You can read more about the setup options here:

Do you use a salary integration with TimeLog?

Then you have no reasons to worry. Several salary codes in TimeLog can send data to the same code in your salary system, so you have all the data ready for your salary management.

How do I set up a salary code for time off in lieu?

You do that in the System administration – Employees -> Salary accounts. You need an Advanced version of TimeLog or BasicPlus with Advanced salary time registration.

Setup in TimeLog

First, you need to make sure that you have a salary account set up for time off in lieu. Then you create a new absence code with the below settings:

  • You decide on SortingName and Description yourself
  • Reporting group: Absence, compensated:
  • Salary account: Time off in lieu
  • Format: Hours – Or days, if your employees are only allowed to take time off in lieu as full or half days
  • Calculation method: Time is added
  • Factor, salary account: 1
  • Factor, flex account: 0

The time registration counts as work time and the difference on the day will be 0.00.

You will see the registrations in the following reports:

Find inspiration in our Help Center

You can read more about the setup options here:

Do you use a salary integration with TimeLog?

Then you have no reasons to worry. Several salary codes in TimeLog can send data to the same code in your salary system, so you have all the data ready for your salary management.

How do I create a salary account?

You can only create salary accounts, if you have activated the advanced salary time registration.

Setup in TimeLog

  1. Go to the system administration
  2. Make sure that Advanced salary time registration is enabled
  3. Stay in the system administration and navigate to Employees -> Salary accounts
  4. Create a salary account by clicking New salary account
  5. Enter Code, Name, Description and Balance format
  6. Click Save

Then you can add both salary and absence codes to your accounts.

You can read more about it here:

Find inspiration in our Help Center

You can read more about the setup options here:

How do I create a salary code?

You do it in the system administration, where the setup is different depending on your TimeLog version.

Setup in TimeLog

If you don’t use advanced salary time registration, you cannot create more salary codes than the two default codes Project work and Agreed working time.

If you use advanced salary time registration:

  1. Go to the system administration -> Employees -> Salary accounts
  2. Create a salary account for your salary code by clicking New salary account
  3. Enter Code, Name, Description and Balance format
  4. Click Save
  5. Click New salary code
  6. Enter Sorting, Name and Description that are shown to your employees in the timesheet
  7. Enter Salary account, Salary specification type, Format and Calculation method. These fields are only visible to you as system administrator
  8. Enter Factor, salary account that determines how much time is added to or subtracted from the account for each registered hour
  9. Enter Factor, flex account that determines how time tracked on the salary code affects the employee's flex account.
  10. At the bottom, you can mark the code to be activated once you save the code
  1. Click Save

If you do not have access to all pages, you need to take a look at your role setup and add the pages to one of your roles. It is a good idea to create a role for the salary bookkeeper.

Find inspiration in our Help Center

You can read more about the setup options here:

Do you use a salary integration with TimeLog?

Then you have no reasons to worry. Several salary codes in TimeLog can send data to the same code in your salary system, so you have all the data ready for your salary management.

How do I create an absence code?

You do it in the system administration, where the setup is different depending on your TimeLog version.

Setup in TimeLog

If you don’t use advanced salary time registration:

  1. Go to the system administration -> Employees -> Absence codes
  2. Click New absence code
  3. Enter Sorting, Name and Description that are shown to your employees in the timesheet
  4. Enter Absence type, Format and Calculation method. These fields are only visible to you as system administrator
  5. At the bottom, you can select if the code should add to the flex account
  1. Depending on your setup of TimeLog, you have a number of options to the right. You can mark if time registered on the code should be
    - Approved by a manager
    - Deducted as capacity in the resource planner
    - Shown for all in the Holiday calendar report
  2. Click Save

If you use advanced salary time registration:

  1. Go to the system administration -> Employees -> Salary accounts
  2. Create a salary account for your absence type by clicking New salary account
  3. Enter Code, Name, Description and Balance format
  4. Click Save
  5. Click New absence code
  6. Enter Sorting, Name and Description that are shown to your employees in the timesheet
  7. Enter Absence type, Salary account, Format and Calculation method. These fields are only visible to you as system administrator
  8. At the bottom, you can select if the code should add to the flex account
  9. Enter Factor, salary account that determines how much time is added to or subtracted from the account for each registered hour
  10. Enter Factor, flex account that determines how time tracked on the salary code affects the employee's flex account
  1. Depending on your setup of TimeLog, you have a number of options to the right. You can mark if time registered on the code should be

- Approved by a manager
- Deducted as capacity in the resource planner
- Shown for all in the Holiday calendar report

  1. Click Save

If you do not have access to all pages, you need to take a look at your role setup and add the pages to one of your roles. It is a good idea to create a role for the salary bookkeeper.

Find inspiration in our Help Center

You can read more about the setup options here:

Do you use a salary integration with TimeLog?

Then you have no reasons to worry. Several absence codes in TimeLog can send data to the same code in your salary system, so you have all the data ready for your salary management.

I do not have Advanced salary time registration as part of my TimeLog version. Can I still use salary rules?

Yes. Please note that you can only set up two rules.

Setup in TimeLog

  1. Go to the system administration -> Employees -> Salary rules
  2. Click New rule
  3. Fill out the fields
  4. Click Save

Find inspiration in our Help Center

You can read more about the setup options here:

Want to know more about advanced salary time registration?

If you want to explore the advanced part, you can read more here:

Do you use a salary integration with TimeLog?

Then you have no reasons to worry. Several absence codes in TimeLog can send data to the same code in your salary system, so you have all the data ready for your salary management.

We register vacation in hours. How do I set it up with automatic accumulation of vacation?

We recommend that you set up your salary rules based on working time, where you add e.g. 2.08 as accumulation.

You need to follow the same steps as described in My employees have different normal working hours. How can we automatically add vacation to their accounts in TimeLog?.

I have employee groups with different accumulation of vacation days. Can I still set up automatic accumulation?

Yes. You need to set up a salary group with salary accounts and absence codes per employee group.

You can read the details in My employees have the same normal working hours and accumulate a different number of vacation days. How do I set it up?.

I have employees working part time with different workday lengths. Can I set up automatic accumulation of vacation days in TimeLog?

Yes, you can use our salary rules to control it. If your employees have a different number of working hours per day during the week, e.g. Monday-Thursday 8 hours and Friday 5 hours, we recommend that the vacation account runs in hours. This is to ensure that your employees do not accumulate or use too much vacation, depending on which days you are off or accumulate on.

Setup in TimeLog

  1. Go to the system administration -> Employees -> Salary accounts
  2. Create a salary account per setup. The account name is only visible for you as administrator and the salary bookkeeper
  3. Create a salary rule for your salary account with automatic accumulation based on working time with accumulation e.g. 2.08 days per month for vacation days
  4. Create an absence code for vacation and add it to your new accounts. The code name is visible to your employees in the timesheet
  5. Go to the system administration -> Employees -> Salary groups
  6. Create a salary group for your employee group. Name it, so you can differentiate between the different groups. It can e.g. be 30 hours normal working hours/2.08 days accumulation based on work time
  7. Add your new salary account to the salary group
  8. You should also add the other salary accounts valid for the employee group, e.g. flex and illness
  9. Leave the system administration and search for your employee
  10. Click to edit the employee
  11. Select the salary group at the employee card under Work time and salary information
  12. Click Save

You repeat the process for all the employee groups you like to set up in TimeLog.

If you do not have access to all pages, you need to take a look at your role setup and add the pages to one of your roles. It is a good idea to create a role for the salary bookkeeper.

Find inspiration in our Help Center

You can read more about the setup options here:

Do you use a salary integration with TimeLog?

Then you have no reasons to worry. Several absence codes in TimeLog can send data to the same code in your salary system, so you have all the data ready for your salary management.

My employees have different normal working hours. How can we automatically add vacation to their accounts in TimeLog?

If your employees have a different number of working hours per day during the week, e.g. Monday-Thursday 8 hours and Friday 5 hours, we recommend that the vacation account runs in hours. This is to ensure that your employees do not accumulate or use too much vacation, depending on which days you are off or accumulate on.

You need to follow the same steps as we have described in I have employees working part time with different workday lengths. Can I set up automatic accumulation of vacation days in TimeLog?.

I have employees who do not accumulate vacation automatically. How do I manage it in TimeLog?

You must manually add the vacation days as adjustments on the right salary accounts via the Salary management page under Employees in TimeLog.

mceclip0.png

Setup in TimeLog

  1. Go to the Salary management page under Employees
  2. Select account, period and maybe an employee in the filter
  3. Click Show
  4. Click the burger menu next to the employee’s name and select New adjustment
  5. Add the number of hours or days you want to add to the account
  6. Write a comment so both you and the employee can see why you made an adjustment
  7. Click Save

You can also do it for several employees at once, if you need to make the same adjustment for several people.

  1. Go to the Salary management page under Employees
  2. Select account and period in the filter
  3. Click Show
  4. Mark all employees with checkmarks in the checkbox at the top
  5. Click Select action
  6. Select Add adjustments for selected employees
  7. Click OK
  8. Add the number of hours or days you want to add to the account
  9. Write a comment so both you and the employee can see why you made an adjustment
  10. Click Save

Find inspiration in our Help Center

You can read more about the setup options here:

My employees have the same normal working hours and accumulate a different number of vacation days. How do I set it up?

We recommend that you set up one salary group per employee group where you customise salary accounts and absence codes. You need access to Advanced salary time registration with an Advanced or BasicPlus version of TimeLog.

You can see your version in the system administration, where you also enable Advanced salary time registration.

mceclip0.png

You can read more about the different versions of TimeLog here and reach out to us via support@timelog.com, if you have any questions.

Setup in TimeLog

  1. Go to the system administration -> Employees -> Salary accounts
  2. Create a salary account per setup, you can e.g. call it Vacation 2.08 per month. The name is only visible for you as administrator and the salary bookkeeper
  3. Create a salary rule for your salary account with automatic accumulation and add e.g. 2.08 days per month
  4. Create an absence code for vacation and add it to your new account. The code name is visible to your employees in the timesheet
  5. Go to the system administration -> Employees -> Salary groups
  6. Create a salary group for your employee group. Name it, so you can differentiate between the different groups. It can e.g. be 40 hours normal working hours/2.08 days accumulation
  7. Add your new salary account to the salary group
  8. You should also add the other salary accounts valid for the employee group, e.g. flex and illness
  9. Leave the system administration and search for your employee
  10. Click to edit the employee
  11. Select the salary group at the employee card under Work time and salary information
  12. Click Save

You repeat the process for all the employee groups you like to set up in TimeLog.

If you do not have access to all pages, you need to take a look at your role setup and add the pages to one of your roles. It is a good idea to create a role for the salary bookkeeper.

Find inspiration in our Help Center

You can read more about the setup options here:

Do you use a salary integration with TimeLog?

Then you have no reasons to worry. Several absence codes in TimeLog can send data to the same code in your salary system, so you have all the data ready for your salary management.

Can I use TimeLog to manage automatic accumulation of vacation?

Yes, you can use Salary rules in TimeLog to e.g. manage your automatic accumulation of vacation.

You can read more about the setup in our Help Center:

I have created a new absence code. Why doesn't it show in the timesheet for my employees?

f you make use of salary groups in TimeLog, you need to enable the new absence codes for the groups where the employees should be able to track their time on it. It is the same procedure no matter how many salary groups you have in the system:

mceclip0.png

You can read more about advanced salary management and salary groups in our Help Center.

Where do I change the number of flex and vacation hours for employees?

Case:

The customer would like to change the number of flex and vacation hours for an employee, but is in doubt about where to do it. If you experience the same, read our guide below.

Solution:

You make the change under Employees -> Salary management.

You can either fill out Salary group, Employee, Salary account, Standard period and Period, or click Show to view all employees for the selected period and account. 

Then you find the employee, click the burger menu and select New Adjustment.

Here, you can change the number of flex and vacation hours for an employee.

If you would like to change for several employees at once, you can mark them to the right and use the action menu. Read more about it here.

How do I reset flex for employees?

Case:

 A customer wants to reset flex for employees. If you would like to reset flex for your employees as well, please read the guide below.

 

Solution:

You must go to Employees in the menu and select Salary management.

You can either fill out Salary group, Employee, Salary account, Standard period and Period, or click Show to view all employees. 

 

Then you find the employee and click the burger menu to the right. Here you select Reset. 

 

If you need to make a reset for several employees, you may e.g. search for all employees in a department or salary group, mark the employees in the fields to the right and via the Select action menu make a reset for all selected employees. In this way, you save a lot of time on the salary administration.

My TimeLog account

How do I adjust the number of licences?

You make the setup in the System administration -> My TimeLog account -> Purchase licences

Setup in TimeLog

  1. Go to System administration -> My TimeLog account -> Purchase licences
  2. Click the pencil next to How many licences do I need?
  3. Enter the number
  4. Click Save

Find inspiration in our Help Center

You can read more about the setup options here:

How do I change the invoice information for the invoice I receive from TimeLog?

You make the setup in the System administration -> My TimeLog account -> Change invoice information

Setup in TimeLog

  1. Go to System administration -> My TimeLog account -> Change invoice information
  2. Mouse over Company information or Invoice recipient
  3. Click the pencil to edit
  4. Enter your changes
  5. Click Save

Find inspiration in our Help Center

You can read more about the setup options here:

Resource planner

How do I assign a resource / employee to a task?

The assign flow is a bit different in the two main views: 

Employee view  

In the employee view, you click {ICON} on the resource / employee rows to search for the task, which you want to assign to the resource / employee. You can search by project name, project number, task name and task number.  

The assign flow is a bit different in the two main views: 

Employee view  

In the employee view, you click {ICON} on the resource / employee rows to search for the task, which you want to assign to the resource / employee. You can search by project name, project number, task name and task number.  

Project view.  

In the project view, you click {ICON} on the task rows to search for the resource / employee, who you want to assign to the task. You can search by resource / employee name, initials, and job title.  

When adding a resource / employee to a task, the employee will also become allocated to the task in the project with an allocated budget of 0 hours (if not already allocated). 

You can always remove the resource / employee from a task in the resource planner again. 

How do I unassign a resource / employee from a task?

If you want to remove a resource / an employee from a task in the resource planner, you can do this by clicking {ICON} and confirm the removal. 

When removing the resource / employee from a task, the planned workload will be deleted but the employee will still be allocated to the task in the project and can track time, if the task is active. 

You can always reassign the resource / employee to a task in the resource planner and start planning again.

 

What does the colors in the heat map show me?

In both the Employee view and the Project view, heat maps are shown on the resource / employee rows and aim to guide the user when planning. The colors in the heatmap meet different things depending on if you are in utilization or availability view 

In utilization view 

In the utilization view, blue colors mean not fully booked and red colors mean overbooked. The darker the color is the, the more severe the issue is. The numbers shown are the planned hours / man days / % of capacity. 

In availability view 

In the availability view, green colors mean free capacity available and red colors mean overbooked. The darker the color is, the more relevant, the deviation is for the planning user. The numbers shown are the available hours / man days. 

Note: When planning in availability view, you can only plan in hours and man days – not in % of capacity. 

Where do the allocated figures in the employee view come from?

In the employee view, the Allocated column shows the employees allocated hours on the tasks as maintained from the project module.  

To modify the allocated hours, go to the project by clicking the link to project (Expert tip: Right clicking the link and click duplicate to open the project in a new tab). Alternatively, search from the Search Projects or the fast search located in the upper right section of all pages. 

Note: The figure shown on employee, project and parent task rows are summarized from the lowest level in the tree: The allocation rows.  

How does the resource planner distribute the planned work on the different days, when booking in week, month, or quarter view?

When planning in week, month or quarter view, the resource planner will automatically split the booking into the days included in the period, you change.  

The split will be based on the capacity available on each day in the period. If you enter 25 hours in a week, where the person is only working Monday-Thursday, then the resource planner will distribute the hours with 6,25 hours per day from Monday to Thursday.  

For more detailed info, read the help section Planning found here 

Where do the budget figures in the project view come from?

In the project view, the Budget column shows the budgets assigned on the projects in the project module.  

  • On project rows, the figure is the budget entered in the project’s settings page or in the project totals on each project.  
  • On task rows, the figure is the budget entered on the tasks in the Project plan on each project. 
  • On resource / employee rows, the figure is the allocated hours entered on the allocations in the Project plan on each project. 

To modify the budgets, go to the project by clicking the link to project (Expert tip: Right clicking the link and click duplicate to open the project in a new tab). Alternatively, search from the Search Projects or the fast search located in the upper right section of all pages. 

Note: The figure shown on project rows and parent tasks rows ARE NOT a sum of the tasks below. It is coming directly from the budgets entered on the same level in the projects. This to be able to plan individually on each budget level. 

Note: Depending on the unit selected the budgets will show in hours or man days

What happens with the planned work in the resource planner, if I deactivate / remove an employee from the resource group in project?

If you Deactivate an employee in a resource group on a project, then the planned workload will be hidden in the resource planner (still saved in the database) 

If you then Reactivate an employee in a resource group on a project, then the planned workload will reoccur in the resource planner.  

What happens with the planned work if I move a task from one person to another in the project?

If you move an allocation in a project from one resource / employee to another, the planned workload will move along to the new resource / employee.  

This is very usable if you have planned workload on a place holder / role / generic resource and want to move it to the right owner. 

What happens if I move a task with planned work to another project or another position in the project plan?

If you move a task from one project to another or move it within the same project, the planned workload will move along to the new position.

What happens with the planned work in the resource planner, if I change status on an allocation or task in a project?

If you change the status on a project, task, or allocation in a project in the project module to statuses of type Inactive (completed, archived, or canceled), then they will be hidden in the resource planner (still saved in the database). 

If you then change the status again to statuses of type Active (quotation, approved, not started, on hold, and In Progress), then the rows and the eventual work planned work will reoccur.  

How is the utilization % calculated?

When planning in the utilization % view, the workload on all rows in the Employee View are presented as % of the employee’s capacity in the period (day, week, month, quarter). The employee’s capacity equals the normal working time in the period minus public holidays minus planned absence.  

Example: If an employee is working 8 hours per day from Monday until Thursday and 4 hours on the Fridays, you are viewing the plan in weeks and you book 50% workload in a week, then if you change to view in days, the utilization % on all days will also be 50% but if you switch to hours, the booking will be 4 hours Monday to Thursday and 2 hours on the Friday.  

Note: When planning in utilization % view, the budget, planned, registered and unplanned columns are still shown in hours. 

How does the resource planner calculate in man days?

When the resource planner shows workload in man days, the figures are calculated by dividing the planner hours by 8 hours/day. When entering workload in man day’s view, the days entered will be multiplied but 8 and saved as hours.  

Note: Man days is not based on each employees individual normal working time. It is a global budgeting unit for planning resources easily across many employees with varying normal working time. 

Why am I not able to distribute work more than 18 months ahead with the distribute function?

To optimize performance of the resource planner, we only project available capacity 18 months ahead. You can still plan on a later date, but the heat map will not show with colors before the period is within 18 months from today’s date. 

Why is there no input field to enter workload on the rows?

The resource planner support planning on the lowest level in the tree. In the Employee view, it is on the resource / employee rows and in the Project view, it is on the lowest task level.    

The get to the planning level, expand the tree structure by clicking the Expand icon to the left of the tables rows or expand one level down on all rows using the Expand One Level located above the table left.  

Note: When in the Project view, you can only plan, when showing Utilisation. If showing Availability, you can only see but not change the planned workload.  

How can I remove a project from the resource planner?

To remove a project to the resource planner, you can either: 

  • Go to the Search Projects page, select the project(s) you want to remove, select Remove from resource planner from the drop down above the table right and click OK. 
  • Go to the Settings tab on a single project and deselect Add to resource planner in the right side of the settings page and click save. 

When a project is removed from the resource planner, all plans in the past and the future are removed from the resource planner. Please note: The action cannot be undone. 

Why are some of the cells in the grid grey?

The heat map in the resource planner indicates how much of a person’s planned capacity which have been planned. If a period shown has no capacity available for planning though, then a heat map cannot be calculated, and the cells will appear with grey background. 

There might be several situations where employees have no capacity: 

  1. Weekend days  
  2. It is a public holiday (managed under Public holiday calendars in the system administration) 
  3. Planned absence (vacation, time off in-lieu entered by the user) 
  4. The employee is working part time with fixed days of (managed under Normal working time in the system administration) 
  5. The period you are looking at is more than 18 months ahead (TimeLog will only calculate capacity until 18 months ahead

Why can’t I see my project in the resource planner?

The resource planner is designed so that you control, which projects to show and plan on. To add a project to the resource planner, you need to add it first on the project. Too add a project to the resource planner you can either: 

  • Go to the Search Projects page, select the project(s) you want to add, select Add to resource planner from the drop down above the table right and click OK. 
  • Go to the Settings tab on a single project and select Add to resource planner in the right side of the settings page and click save. 

Now, the resource planner will add the project including all tasks, all employee allocations and all budgets and timelines.

Why is the resource planner not completing adding employees and projects?

In some rare cases, there might occur a problem with adding employees and projects correctly to the resource planner. In this case, the migration process will stop before if has finished.  

It this should occur for you, please contact us and we will help you forward. 

What happens if I turn off the Resource Management process in the system administration?

If you turn off the process Resource Management, then all the planned workload will be removed from the resource planner. 

Resources / Employees, Projects and Tasks will not be deleted and will be available if you turn the resource management process back on.