June 24, 2022

Timeneye PRO features: how to best ways up set up Phases and Tags

To become a PRO at time tracking with Timeneye, let’s explore one of our software’s more underrated features: Phases and tags

This guide will teach you:

  • What are phases
  • What are tags
  • Which ones you should use and how
  • What’s the best way to set them up (with examples)

What are phases?

Phases break down the projects into smaller steps. They can be the actual phases of the project or the single activities you perform for that client within the project. Remember to create at least one phase per project!

timeneye project phases breakdown

Examples:

  • A project called “Marketing” can have phases like “social media”, or “Content creation”, “Market research”.
  • If you build an app, the phases can be “App 1.0”, “2.0”, and so on.

Not sure what phases to use? Select the option “Copy from…” and use our templates!

Best practices

  • Try to keep your phases consistent, also from a naming point of you: avoid having a phase called “Development” that’s also called “dev”, “Devs”, “dvlplt”… and so on
  • If you use similar phases or tasks for your projects, make use of the “copy from” option, and copy your phases from one project to another
  • Avoid hyper-specific phases. If you need to be extra detailed, use the tags (more of that later)
  • On the other hand, also avoid super generic phases like “phase2” or “general” because they would not be useful for analyzing work

What are tags?

You can’t track time if you don’t know where you spend it. Better yet, where exactly do you spend it.

With tags, you can add another level of classification for your time, so you’ll have more order in your timesheets, more accuracy in billing your time, and even more data to run reports on and measure productivity.

How do Tags work?

Tags have to be assigned to a specific time entry. They cannot be assigned to projects, or phases, or phase categories, or clients.

The best thing about Tags is that they are very flexible: you can create tags for literally anything. Then you simply select any tag from the lists and assign more than one tag to each entry.

Tag lists help you manage your tags and keep them organized.

How to set tags in Timeneye

Only owners and admins can create Tag lists and Tags. Once created, the rest of the team will be able to select the ones they need.

In Management>Tags, there’s a dedicated dialog to create and manage Tags:

You can create, manage, and delete your Tags there.

First, create your Tag lists. Then create all the Tags that belong in that list.

How to assign Tags to a time Entry

Open the Register Time Button. Select the project and phase as usual.

You’ll notice a new Tag field. Start typing the name of your Tag, and select the one you need from the list.

(Note: because of the limited space, the menu only shows 20 tags at a time, so if you don’t find the tag you need on the menu, just start typing the tag and it’ll appear in the suggestion.)

If you’re not sure which one you need yet, simply click the file and you should see a menu to pick your Tags.

Tag reports and Tag list reports

Time reports are very effective in showing people where their time goes, helping them see time and costs sinks.

Now you can run reports on your Tags and Tags list.

If you want to know how much time you tracked for a particular tag you used, simply run a report and see for yourself. You can also run reports to see how much time was tracked for whole Tag lists.

Best practices

  • Make smart use of the tag list to group your tags and keep them organized
  • Avoid having rogue tags that aren’t really assigned to the correct t list.
  • Color code! This way you can see the tags at a glance
  • Don’t make the tags too similar to the phases, and vice versa. Keep them distinct as they are distinct features in Timeneye

Stefania

Marketing Manager at Timeneye. She’s passionate about technology and finding better, smarter ways to work. In her free time, she enjoys reading books and belting out tunes from Broadway musicals (although the neighbours don’t seem to appreciate that). Connect with her on LinkedIn and Twitter.

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