Set Up Time Tracking for Remote Members

Time tracking lets a remote member log the hours they work, for your clients or as internal work. You turn it on per member, choose their clients, and set what they are paid and what the client is billed.

Overview

This guide shows how to turn time tracking on for one member, choose what they may do, set their pay rate and client rates, and follow their hours.

Who Can Access

The workspace owner can always set this up. A remote member can also do parts of it when their role allows it, for example Turn time tracking on/off for members or Manage pay rates.

Prerequisites

• The member under Remote Members, with a remote role
• The clients they work for under Clients

Step-by-Step Guide

1. Open the member

   Go to Remote Members, open the member and click the Time Tracking tab. While time tracking is off, the member sees nothing new.

2. Choose their clients

   Pick the clients this member works for from Add client…. This is optional: with no clients, the member can still log internal work, and you can add clients later. Then click Turn on time tracking.

   

3. Choose what they may do

   Tick the Time Tracking permissions and click Save and turn on. The member sees Time Tracking in their menu only while Track own time is ticked.

   These boxes are saved on the member’s remote role, so every member on that role gets the same ones. You find them again under Settings → Remote Roles. For what each box does, see Time Tracking Permissions.

   

4. Check it is on

   The bar at the top now says Time tracking is on. Use Permissions to change the boxes later, or Turn off to hide Time Tracking again. Hours logged before it was turned off are kept.

   

5. Set the pay rate

   In the Pay rate card, click Change rate. Enter what the member is paid per hour, the currency, and the day it starts. Hours worked from that day on use the new rate. Hours already sent for approval keep the rate they were sent with.

   

   

6. Check the client rates

   Clients for time tracking lists the clients in the member’s timer, with the client’s hourly rate, the member’s own rate and the hours this month. + Add client adds one, and the bin icon removes one. This list is separate from order assignment.

   

   To bill this member’s hours to one client at a different rate, click the pencil icon and enter their rate. Leave it empty to use the client’s rate.

   

7. Follow their hours

   This month shows the member’s hours, what is billable to clients, their pay and the billable value. On the same tab, Time entries lists every entry week by week, and Timesheets lists what they sent for approval.

   

Tips & Best Practices

Common Issues

Frequently Asked Questions