How to set up Timeneye based on your company’s needs

In this article, you’ll learn how to set up the Timeneye workspace based on your company’s needs and workflow

Timeneye will help you and your company work better and achieve your business goals. 

But how do you set up the workspace so that you’re tracking exactly what your business needs? 

In this guide, you’ll find:

  • A short recap of Timeneye’s main features for tracking projects and tasks 
  • A few practical case studies 
  • The best ways to use Timeneye to perform your daily work 

Before we begin: Timeneye vocabulary (what is what?) 

  • Time entry: the individual unit of time you register in Timeneye 
  • Project: the core of Timeneye time tracking, every time entry you create must be assigned to a project 
  • Phase: a sub-level of project, to break down projects into smaller steps 
  • Billable project: a project that is billed by the hour, with an hourly rate 
  • Client: the person you’re doing the project for. 

Use cases: how Time tracking adapts to your needs

Use case  #1: the Marketing agency

A digital marketing agency creates modern websites for its clients. 

While using Timeneye, the agency creates projects like “Manodoodle new website” for each website, and then assigns a client to it with the “Client feature”.

Use case #2: the Software house

A software agency is developing a new time tracking software.  

To track time and keep productive, they can create projects that reflect all the different activites of developing a new software: “Development”, “Marketing”, “Technical support”, and “Administration”. In this case, the client feature isn’t used at all. 

Use case #3: the Consulting firm

A consulting firm provides clients with professional advice and guidance on a number of topics. 

 In this case, we’d recommend naming the Projects as the actual clients and then using the phases as the actual field of expertise in which they offer counseling (“Business strategy”, “Social media strategy”, “Training”…). In this case, the client feature isn’t used. 

The projects are also set as “billable” so that the firm can invoice the clients correctly based on the hours of consultancy provided and the consultant’s hourly rate.

Use case #4: the Web designer

A web designer offers a website development service that includes some support hours.

The hours are charged hourly so that the client only pays for the actual work performed. 

In this case, in Timeneye it’s necessary to mark this project as billable and set the hourly rate in the system. The Timeneye user can track the billable hours, mark them as billed as the invoice progress. They can also track how many billable hours are still to be sent in the invoice to the client, and how many have been already billed. 

How do I track all the work effectively? 

You have to set up projects, clients, and phases  

The projects can reflect, well the projects you’re currently working on. 

Then you break down your projects into steps: these will be your phases. 

Phases 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! 

Examples of how to set up the phases 

  • 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! 

Sometimes some businesses don’t have actual projects, but perform a portfolio of activities for their clients. 

In this case, we recommend still using the Projects feature, but give the projects the name of your clients. The phases can be the activities you do for your clients. 

What if I need to classify my time with multiple labels? 

In Timeneye, you can assign tags to your time entries 

The tags are basically “labels” that you use to further categorize your time. They’re very flexible, really, as you can create tags for anything. 

Tags are grouped in tag lists for order and reporting purposes. 

Examples of tags related to the tag list called “Marketing”: online promotion, paid promotion, offline events  

Examples of HR/administration- related tags: remote work, in-office work 

An active Timer will automatically appear in your calendar.

You can recognize an active timer by the small green dot blinking in the bottom right corner. Timers are also bigger than entries and paused timers.

What if I don’t want my team to access or edit certain core data? 

You can replicate the hierarchy of your team in Timeneye using roles and permissions. 

In Timeneye, different permissions change what users can and cannot visualize in the workspace, and what features they can and cannot use.  

The top-level of permission is Owner, who has access to all of Timeneye’s features. Then there is the Admin, who has access to all of Timeneye’s features, except starting a subscription or deleting the workspace. 

Simple members can only track time for the project they’re part of, and do some reporting but only of their own time. 

I have many departments in my company and want insights on how they work. Can I replicate my company’s departments in Timeneye? 

Yes, you can use a feature called Groups 

We recommend this feature for big teams especially. In the Team management section, there’s a feature called groups. 

You can use this feature to replicate the teams or departments in your company. You can create a “Dev team” group or a “Marketing” group. 

The benefits of using groups are: 

  • More order in your Timeneye workspace 
  • You can assign whole groups to specific projects in one click 
  • You can run a specific report on a group to see how the teams have been working 

You can also assign a group manager to help you run reports on the groups if you need to. 

How do I get the reports for my daily, weekly, and monthly meetings?  

You can automate and schedule any report and receive it directly in your inbox 

Every report has an automation feature called “schedule”. All you have to do is click the automation icon, set the frequency that you want, and save. 

We recommend this option if you need to run many reports regularly. It’s much better to let Timeneye do the work and just open the reports in an email, don’t you think? 

I need to bill my clients for the hours worked. How do track billable hours in Timeneye? 

You can easily track the billable hours, and also mark them as billed 

First you have to remember to set all your projects as “billed by the hour”, and to set your hourly rate. As you track time for that project, the platform will calculate the totals for you.   

You can extract all this data in a report from the Entries section: this report is an itemized list of all the time entries you have created, with the billable total as well. You can attach this report to your invoice, or simply give it o your client to show proof of your work. 

In the Entries section, you can select the billable entries you have tracked, to mark as billed as your client is paying you. The platform automatically updates to show you the difference between the billed and yet-to-be-billed amount 

Productivity awaits!

Now, go to your Timeneye Workspace to try all these tips

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