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Track Time on Tasks

Organize
Updated

Setting a planned time on a task tells you what you expected the work to take. Registering hours against that task tells you what it actually took. The difference between those two numbers is what turns guesswork into pricing you can defend.

Note: Using the time you tracked on tasks in a time registration form is not mandatory. You have the option to only save it in the task.

In this article, you will learn what you need in order to track time on tasks, how to register hours in the web app and in the app, how to clock in and out on a task, and what to do when someone forgets to clock out.

Note: A task is a type of activity, so your crew do not have two places to look. Their hours on functions, shifts, and tasks all appear together in the Time registration module.

Track hours on a task in the web

 Use this when you are filling in your hours afterward, rather than timing the
 work as it happens.

  1. Open a task.
  2. Under total tracked time, click on Duration.
  3. Enter a duration.
  4. Save.
Rentman tip: If your day was spread across several projects, add one registration per task. You can also add multiple durations for one task.

Clock in and out on a task

Instead of writing up your hours afterward, you can start a timer when you begin and stop it when you finish. Rentman then turns the timer into a time registration.

To clock in and out on a task:

  1. Navigate to a task.
  2. Click on the timer button.
  3. Once you are done working on the task, click on the timer button to stop time tracking.

You can clock in from several places:

  • The task itself
  • A task board
  • The tasks widget on your dashboard
  • The Rentman app
  • The clock-in button in the top bar in Rentman web
Rentman tip: Web and app stay in sync. You can start a timer on your phone in the workshop and stop it at your desk, or the other way around. There is only ever one running timer, wherever you started it.

Create a time registration with the task's tracked hours

Once you are done with a task, you can register the time spent on the task.

Note: This step is optional. You can skip it and still see the tracked times in the tasks, task overviews and services.

To make a time registration with your task:

Manual time registration.gif
  1. Click on Convert into time registration next to the clock-in option on the top bar in Rentman.

  2. In the time registration form, the details of everything you tracked today are prefilled. Adjust the details if necessary and confirm the changes.

    Note: If you adjust the details of tracked hours of a task when creating the time registration, the tracked hours are automatically adjusted in the task itself.
  3. Save.

Approve hours registered on tasks

Hours registered on tasks go through the same approval process as hours on functions and shifts. They appear as Pending in the Time registration module until someone approves them.

Approval matters more for tasks than it does for scheduled work. A function has planned start and end times to compare against, so an odd registration stands out. A task has no scheduled period, only a planned time, so the check is between the hours registered and the hours you expected the work to take.

Learn more about Time Registration Approval.

See the hours you have tracked

Once hours are registered, you can compare them with your planned times on a task board, on a service, or in an export. See Reports and exports for time tracked on tasks.

FAQs

Do I need a Crew Scheduling plan as well to track time on tasks?
No. Registering hours on tasks is part of Organize. Registering hours on functions and shifts is part of your crew plan. If you do both kinds of work, you need both.
What is the difference between planned time and registered time?
Planned time is what you expected the task to take, set when you plan the work. Registered time is what it actually took. Comparing the two is the point of tracking time on tasks at all.
What happens if I forget to clock out?
If you are clocked in longer than 12 hours, you will receive reminder notifications via the app and email.
Can hours registered on tasks be approved?
They follow the same approval settings as your other hours. Once approved, a registration becomes read-only until someone sets it back to pending.
Can I track time on a task that does not belong to a project?
Yes. Office and internal tasks can carry hours in the same way. Those hours are recorded for reporting, but they do not appear in a project's financial overview, because there is no project to attach them to.
Where do the hours end up?
On the task, where they can be compared with the planned time. If the task is linked to a service, they also roll up into that service, which is how pre- and post-production work reaches a quote or an invoice. See Services.
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