Optimizing Timeneye for Tracking 100+ Projects

Discover the best practices for efficiently tracking time on a large scale with Timeneye for big project portfolios.

In this article you'll learn:

• How to quickly and effectively create multiple projects in Timeneye
• How to add Team members to projects
• How to use tags for categorization and organization
• How to integrate Timeneye with the software you already use
• How to monitor projects, their members and effort performance with automatic reports
  
  

Maximizing Timeneye Features for Big-Scale Project Management

Timeneye offers a range of features that can be utilized to efficiently a large number of projects.

For example: in Timeneye you have the ability to import your projects from other software. You can also manage and control how many people are part of each project, and who is working on which project(s).

Additionally, Timeneye allows you to set categories called "Tags". Tags are versatile labels that can be used to keep your massive portfolio in order and assign the correct time entries to the projects you need.

Furthermore, Timeneye provides real-time project monitoring. This allows team members to track their time spent on each project, and provides managers with accurate insights into project progress. Real-time tracking helps in identifying any issues or delays that may arise during the project lifecycle, and solve them promptly. All this data can be conveniently displayed in automated reports.

Creating your Timeneye projects in bulk

Method 1: manually (not recommended unless you have a lot of free time)

Projects in Timeneye can always created manually in the Projects section. However, creating manually a huge amount of projects is not a recommended operation as it is extremely time-consuming. But if you still need to do it (or, if you need to add projects as the work progresses), here's how you can do it:

1. Go to the Projects section of the workspace;
2. Click "New project";
3. Fill in all the Project information: name, color, team members, billable/non billable status, budget... Then, save.

Method 2: importing from an integration

This is the quickest method for when you already have your projects in your existing Project Management tool. Right now, Timeneye integrates with several PM tools, the most popular being Microsft Planner. (For more information on the integration, see this page).

1. Go to the Integrations section of the workspace;
2. Select the integration with Microsoft Planner;
3. Connect the integration;
4. For the quickest, most effortless connection, turn on the Synchronization setting, select Import projects, and Timeneye will handle it automatically;
5. You can still resort to Manual linking/importing the projects, by clicking the green Projects button.

Method 3: CSV upload

• The columns must be separated by comma;
• The first row has to be titles only;
• One column has to be the Projects column. You can have additional columns for phases and clients, but do not worry about the order for them;
• CSV encoding must be UTF-8 .

After that, all you have to do is follow the step-by-step procedure. You can upload the CSV in the Import data section:

1. In the Import data view, click on CSV-Projects;
2. Drag and drop your CSV file or select it from your Computer;
3. Once the file is uploaded, you will be redirected to the Mapping view, to match each column from the CSV file with the corresponding element on Timeneye;
4. Click on Confirm. You will receive a confirmation email, and when the file is ready, you should see a blue “File processed” label;
5. Confirm the import and you will receive a confirmation email when the Import is finished, and the Import data view will be reset.

Assigning Team Members to projects

When dealing with a large number of projects, it is essential to assign team members to each project accordingly. 

How to assign team members to projects in Timeneye:

• Method #1: manually from the Team Members section

The Team section of the workspace is where you will go not only to add people to the workspace, or archive users, but also to check their status, change their roles and permission, and also add them to projects

1. Go to the Team section;
2. Click on the individual's team members;
3. In the Projects tab, add them to the projects.
4. Bonus step: you can assign one of the team members as PM (Project Manager)

• Method #2: import users from an integration

Once you've connected an integration, you'll notice that among the synchronization option, there is also an option to sync users as well. By activating it, users will be automatically imported from your Microsoft Planner account, and added to the project 

Careful though! This option is automatic so everybody gets added when you turn it on. Everybody. If you want to avoid inviting people to Timeneye by mistake, use the manual Team memebrs option instead.

Creating Custom Tags and Tag Lists for Effective Organization

To better organize the time tracked for your projects, Timeneye allows you to create custom tags and tag lists. Custom tags can be used to label time entries based on their characteristics, such as priority, client, or department, or any other category you may need. This allows for easy filtering and searching of projects, making it convenient to track time for specific projects or groups of projects.

You can create tag lists based on project type, industry, or location (quick tips: if you don't know where to start, use our templates). But most importantly, tags can be used and tracked across different projects. This helps in organizing projects and provides a clear overview of the different types of activites being tracked.

By utilizing custom tags and categories, you can efficiently manage and categorize time, ensuring that each time entry is properly classified and easily accessible.

Step #1 Create tag lists

1. Go to the Management section

2. Click on the 'Add new tag list' button to create a new tag list

3. Give your list a name and save. 

Step #2 Create tags

1. Click the '+ Add New Tag' button to create a new tag.
2. Give your tag a name.
3. Save it.

How to tag entries

You can assign one or more tags to a time entry:

1. Open the Register time dialog;
2. Select your project and phase;
3. Click the Tag's field, and the platform will show you the tags from which you can pick the ones you need;
4. Then, save your time entry or start the timer.

After creating the entry or starting the timer, the tags associated with it will be visible on the card.

How to associate tag lists to a specific project

When creating a new project, you can choose between "no tags," "All tags," or "Select tags" options to efficiently manage tag lists at the project level. This ensures that entries are properly categorized without the hassle of individually editing each project. Additionally, you can require at least one tag for each time entry by selecting the "all tags" option when creating a project.

Utilizing Timeneye Integrations for Seamless Time Tracking

Timeneye offers seamless integrations with various tools and platforms. By integrating Timeneye with project management tools, such as Microsoft Planner you can automatically sync project data and tasks, eliminating the need for manual entry.

Timeneye also integrates with Microsoft Teams. This allows team members to track their time directly from these platforms, reducing the need for switching between different applications.

Lastly, Timeneye integrates with calendar applications, such as Outlook calendar, allowing you to easily schedule and track time for meetings, appointments, and other time-related events. This is particularly important for those team members who spend their days in multiple meetings with clients and colleagues.

How to activate the Timeneye Planner integration

This integration can be activated from the Integration section of Timeneye:

1. Go to Integrations>Microsoft Planner;
2. Click the green Approve Microsoft Planner integration button;
3. You have approved the integration. Now, click the new green button, "Link Microsoft Planner."
4. To actually track time, you and your need will need to add the Timeneye Browser Widget as well.

How to download and install the Microsoft Teams app

The Timeneye app for Microsoft Teams can be easily downloaded from the App Store in the Teams desktop app. All users need to do is to download and install it.

(Here's also a quick link to install the Timeneye app for Microsoft Teams)

How to activate the Outlook Integration

This integration must be activated at an individual level, by each team member, and it will automatically sync the user's calendar events. All they have to do is to either click the Link Calendar button at the top of the dashboard or go to the Integrations section.

Analyzing Time Reports and Adjusting Strategies for Optimal Efficiency

One of the key benefits of using Timeneye for tracking time on large projects is the ability to generate detailed time reports. These reports provide valuable insights into how time is being spent on different projects and tasks.

By regularly analyzing time reports, you can identify any inefficiencies or areas for improvement. For example, you may notice that certain tasks are taking longer than expected or that certain team members are consistently falling behind schedule. This allows you to take necessary actions, such as reallocating resources or providing additional training, to optimize efficiency.

Additionally, time reports can help in identifying patterns or trends across projects. For example, you may notice that certain types of projects require more time or resources than others. This information can be used to adjust strategies and allocate resources more effectively in the future.

Report #1 How to create automatic Project reports 

1. Select the Projects report;

1. Using the filter, set the report to show exactly the project (or projects), team members, timeframes, and any other information you need;
2. Run the report to see the output;
3. Use the Schedule button on top to decide the frequency you want to receive the report

Once you have done that, you will receive the report automatically via email.

Report #2 How to create an automatic Team report

1. Select the Team report;
2. Using the filters, set the report to show exactly the team members, timeframes, and any other information you need;
3. Run the report to see the output;
4. Use the Schedule button on top to decide the frequency you want to receive the report

Once you have done that, you will receive the report automatically via email.

Best practices recap: How to use Timeneye for big-scale project management

1. Import projects from integration, or a CSV file;
2. Assign team members to the project via the integration;
3. Set up roles of PM and GM for better team management;
4. Connect the integrations with Timeneye and Microsoft Planner (and other PM tools), Microsoft Teams, Outlook Calendar;
5. Create tags for better categorization;
6. Make tags compulsory in tracking time;
7. Schedule reports to track project and team members' activities.

Conclusion

In conclusion, utilizing Timeneye for large-scale project management offers a comprehensive solution for efficient time tracking and organization.

By following the steps such as importing projects, assigning team members, creating custom tags, and integrating with various platforms, you can streamline your project management process.

Analyzing time reports and adjusting strategies based on insights gained from the data can further optimize efficiency and productivity.

Remember to make use of the provided best practices and tools to make the most out of Timeneye for your project management needs.  Start implementing these strategies today and see the positive impact on your project outcomes.