When you get assigned to projects, the Time + Expenses page allows you to track actuals that impact the project budget. You can track time against projects you’re scheduled on or expenses (non-labor related costs). We also have a mobile site optimized for time tracking.
Track Time in Week View
There are three ways to track time in Resource Management.
1/2 Day Tracking: Designed for teams with little variation in daily activities, this setting tracks time in 4-hour increments.
Hours + Minutes Tracking: This option allows teams to confirm hours for the week or modify hours to show actual time spent on projects.
Itemized Time Tracking: This option captures the most detail, allowing people to track time against categories and add notes to time entries.
Regardless of your time tracking settings, the time tracking module is pre-populated with the hours assigned to you each week. These suggested hours help you budget your time for the week.
Your timesheet is complete when you enter all the time you’ve worked for the week.
Resource Management suggests the hours you’re scheduled to work on a project, but you should always record your actual time, even when these hours differ from the plan. Tracking your time accurately improves project estimation in the future.
1/2 Day and Hours + Minutes Tracking
If you worked the exact hours assigned for each project, click the Confirm at the bottom of your timesheet.
To confirm time:
Go to your Personal Page.
Make sure the hours indicated for your time are correct. Enter any changes as needed.
Click Confirm. Hovering over the Confirm button will highlight the entry, indicating you can confirm this time entry.
You can retroactively make changes to the time entry until a Portfolio Editor or Administrator locks the hours.
To change suggested hours, click on the time entry and enter your changes.
You might have assigned time entries for more than one project in a day. When you make changes to one of your assignments, Resource Management will assume that the other suggested time entries are correct. If they aren’t correct, edit or remove these time entries separately.
If you need to report time for something else, click the Report Time for Something Else, select the appropriate project, and add your hours.
Itemized Time Tracking
Your team may require you to add more detail to time entries using itemized time tracking. Itemized time tracking is enabled in Account Settings.
With Itemized time tracking, you can assign Categories and add notes to each time entry. These categories and notes will appear on the reports in Analytics and allow your team to better understand where time is being spent. Speak with your Administrator if you can’t see Categories listed that match your activities.
Ex. Category: Client Meeting / Notes: Review of Kickoff Concepts
To enter Itemized time:
Click the plus icon (+) on the right-hand side of your timesheet to select a Category of work. You will see a list of Categories specific to your project and general account Categories.
Select the category that best describes the work you completed.
Click on the white time entry field in the Category row to add time. These time entry fields appear below the suggested hours for your project.
Add notes to record a task or comment on work completed.
When you add time for a Category of work, you will see the total hours confirmed for the project or phase listed above.
Click on the project row to expand or collapse Category rows.
After selecting a category for a project or phase, you can add notes in either Week View or Day View.
To add notes in Week View, press the down arrow on your keyboard to navigate to the field for adding notes. To add multiple notes to one category on the same day, switch to Day View. When you view a time entry that has more than one Category row associated with it in Week View, you will be prompted to switch to Day View to make edits.
On the Week View, you can see weekly budget information to help you understand how closely your confirmed hours map to your scheduled hours.
When you hover over the blue bar graph on your timesheet, you will see a summary menu with your hours scheduled, hours worked, hours remaining, and any surplus or deficit hours recorded for that project.
Clear or restore suggestions
Resource Management will pre-populate your timesheet with suggested hours for each project or phase for the week.
When you record time for actual hours spent on a project, you may want to clear any incorrect suggestions. Clearing suggestions will clear all suggested hours for the week or day that is in view. It will not change your assignment from the Schedule, however. If you incorrectly clear suggested hours, you can restore them as well.
There is no way to turn off suggested hours on the timesheets.
Deleting a row
If you add a row to your timesheet incorrectly, use the Trash Can Icon to remove the row from your timesheet.
If your account’s Time Tracking setting is set to 1/2 Days or Hours + Minutes, removing a row with suggested time will clear the suggestions for each time entry in that row. You cannot remove project rows for projects or phrases that you’re assigned to.
Modifying locked time
Locking time in Resource Management happens automatically based on the project settings. Once your timesheet has been locked, contact an Administrator or Portfolio Editor to unlock and modify the hours. Check with your Account Administrator to understand when you’re required to submit time entries before they become locked.
Confirming time for other people
Administrators and Portfolio Editors can enter and confirm time on behalf of all Licensed Users. Timesheets of Managed Resources are read-only, regardless of permission level.
Track Time on Day View
To track your activities for a specific day, click Day in the upper right corner of your timesheet.
Track Time for Multiple Categories
If your account uses Itemized time tracking, Day View allows you to track time for multiple categories on one project.
- On the Day View, select the + icon next to y our suggested time.
- Select a pre-defined project or time category. If your account does not have categories select + Add new blank row to add multiple notes and for that day's project(s).
Using the Timer
If your account uses Hours + Minutes or Itemized Time Tracking, you can use a timer to record your daily activities. You can start Timer for today, only, and you can only have one Timer running at a time.
To start the Timer:
Go to Day View on your timesheet.
Hover over the row beneath the project or phase you want to work on and click Start Timer. The spinner indicates your time is being recorded.
When you're done, you can add time to your timesheet or close the Timer without adding the time.
- If you forget to stop a Timer, close the Timer and estimate the correct number of hours worked.
- If you try to start a new Timer while another Timer is running, the active Timer will automatically add the tracked time to its project, and the second Timer will start.
- You don’t need to keep your browser window open; the Timer keeps running. You can work in other browser tabs or minimize the timesheet page while you work.
Reporting expenses helps budget and track project related hard costs.
Expenses are any non-labor related project costs. You can track both reimbursable and non-reimbursable expenses.
To add expenses:
On your Personal Page, click Time & Expenses and then click Expenses.
Select Add an Expense.
Fill out the expense form. Include the project, phase, date, and an Expense Category if there is one.
Click Submit for Approval and then click Submit.
Resource Management mobile site
Resource Management is optimized for mobile phones. You can track your time and set your status while on the go.
Launch the site at rm.smartsheet.com.
The timesheet shows suggestions for today. If you work according to suggestions, tap Confirm at the bottom of the list.
Tap the hours for an entry to change the settings.
Time Entry Shortcuts
The shortcut grid shows a series of single-tap time entries so you don’t have to use the keyboard to enter your time. The column on the left shows whole hours. The other columns allow you to enter additional fractions of an hour, for example, 2.5 hours.
Custom Time Entries
If the entry you want is not in the shortcut list, tap Custom and enter the exact hours and minutes.
Non-Itemized Time Tracking
To track hours & minutes for each project:
- Tap Report time for something else.
- Select Project and/or Phase.
- Enter time via the shortcut grid.
To delete an entry, set it to 0 hours.
Itemized Time Tracking
If you use itemized time tracking, select Category and Notes:
- Tap Report time for something else.
- Select Project and/or Phase.
- Select Category.
- Enter time via the shortcut grid.
- Enter and optional notes or tap Done.
Tap a project name to add a new itemized entry; you'll go directly to Category for that project.
To change Category, Notes, or to delete the entry, tap the left side of the entry.
To enter time for days other than today, scroll the date list.
Change your status, project, and enter notes at the top of the app.
Confirm or Adjust Time for Other People
Administrators and Project Managers can track time for other people in Resource Management, so long as those people have been invited and have a licensed seat.
How to track time for other people:
- From your company page, go to the profile of the person you want to track time for. Or, search for the person using the search bar (upper right).
- On the profile page, click Time & Expenses > Time Tracking.
- Enter your changes and then click Submit for Approval.
If you are an Administrator or Project Manager in your account and nothing happens when you click on timesheet, that person is most-likely not a licensed user. If they are a Managed Resource, you cannot track time on their behalf.
Visit Account Settings > People to see a list of your Licensed Users and Managed Resources.
Create a Report for Incomplete Timesheets
Time has different states in Resource Management. Time can be:
- Suggested or unconfirmed: Time scheduled but not submitted; the person has not entered scheduled time into timesheets.
- Confirmed: Time entered into timesheets.
In reports, you can see time in either or both states.
To see a report for people who have not updated their timesheets, review Unconfirmed time for the week. To see who has updated their time sheets, review Confirmed hours.
To find people who haven't updated their timesheets:
On the top of the screen, click Analytics and use the following settings to create your report.
- View: Time and Fees (hours)
- Time Frame: This week (or whatever duration is desired)
- First Group by: Team Member
- Then Group by: Project
- Show: Time Entry Type: Unconfirmed
Click Save this report so you can access it whenever you need it.
Remove Suggested Time Entries
Suggested hours on timesheets show your team their budget of time for the week; they should try to work according to the plan. The suggested entries help the team understand expectations for how much time they'll spend on their assignments.
Some teams find the plan is different from the actual hours worked. Use Clear Suggestions to start from a blank time card each week.
It is not possible to turn off time suggestions for all users in your account.
Track Non-Billable Time
The goal of Resource Management is to show you how long work actually takes.
At times, you may need to record hours without some of those hours impacting the fee budget. To track non-billable hours, create a non-billable phase you can schedule people on, or have your team ad-hoc select to track those hours.
To track non-billable time on projects:
- On the Project Schedule or Worklist, create a phase called Non-billable. It should span the duration of the project.
- Click on the phase name on the project Worklist, then select Edit Phase Settings.
- On the Phase Settings page, choose Set different bill rates for this phase.
- Update everyone’s bill rate to $0.
Track Time Off or Leave
Organizations typically have an approval process to check a person's leave balance before scheduling their time off.
You can set up an internal project to see your team’s vacation time taken versus how much time off they're allowed to take .
To set up an internal project for leave planning:
Create an internal project to represent the vacation time for the year, for example "Vacation 2020".
Set the start and end dates of the project to run the duration of the year (January 1st to December 31st).
Create a phase for each person that runs the duration of the year.
In Project Settings, set a time budget (in hours or days) per phase to represent each person's allowed vacation time in 2020.
When a person takes vacation, assign them to the phase that corresponds with their name on this project.
Now, you can create a Time report, grouped by Phase Name and then by Team Member, to see remaining vacation time for each person.