The Duration Tracker is an essential tool for project-based organizations. It allows you to monitor exactly how much time employees spend on specific tasks or client projects, ensuring accurate billing and productivity tracking.
Setting Up the Project
Before employees can log time, you must create the project in the backend:
Navigate to Settings > Duration Tracker. Click Add Project.
Enter the Project Name and a brief Project Description.
Click Confirm to save.
Policy Configuration (Mobile Access)
To allow employees to see and use the tracker on their mobile phones, you must enable it within their specific policy:
Go to Settings > Policies > [Select Specific Policy].
Locate the Duration Tracker section.
Toggle Visibility: Switch the "Make button visible on Mobile App" to ON.
Enable/Disable: Choose which specific projects should be active for this policy.
Click Update Policy.
Employee Workflow (Mobile App)
The system prioritizes data integrity by using real-time timestamps.
Actual Time Tracking: Employees tap "Start" and "End" on their mobile app.
No Manual Edits: Employees cannot edit the times; the system automatically collects the exact time of submission to prevent time-theft.
Monitoring and Reports
Administrators can review project data in the Project Based Payment & OT module.
Reviewing the Data
Navigate to Project Based Payment and OT > Duration Tracker to view:
Start & End Times: The precise timestamps submitted by the employee.
Total Hours: The system displays this in two formats: Timestamp (HH:MM) and Decimal (e.g., 1.5 hours) for easier payroll calculation.
Status: See if a task is currently "Approve" or "Pending."
Reason: Review any notes the employee included with their submission.
Location Verification
To ensure employees are working where they say they are:
Click Show Map next to any entry.
The system will display a map with a GPS pin showing exactly where the employee was when they clicked start/end.
[!TIP] Data Filtering: Use the Date Range selector at the top of the report to pull data for specific weeks or monthly billing cycles.
How to Submit a Duration Tracker from the Mobile
Duration Tracker feature is fully supported starting from mobile app version v4.0.7. This update introduces a structured workflow for both employees logging project hours and managers reviewing them from the field.
1. Employee Guide: Submitting a Duration Request
Employees can easily track their time directly from their smartphones. The system automatically secures the exact submission time to maintain data integrity.
Steps to Submit:
Open the mobile app and enter the Duration Tracker module.
Select a Project: Tap the project you are currently working on from the list.
Automatic Timestamp: The system will automatically capture your "Duration Start" time. Note: You cannot manually choose or edit this time.
Select Approver: Choose your designated manager or supervisor from the list.
Add a Request Details: Tap Add a Request to include any necessary notes or reasons for the entry.
Send Request: Tap Send Request to push the entry to your manager's inbox.
2. Approver Guide: Reviewing Requests in the Inbox
Managers can review, track, and authorize duration entries directly from their own mobile inbox, ensuring that project hours are verified in real time.
Steps to Approve or Reject:
Open your mobile Inbox and locate the pending Duration Tracker notification.
Verify Timestamps: Review the employee’s exact Duration Start and Duration End times.
Check Location Tracking: Tap Show Map to open an interactive map detailing exactly where the employee was positioned when they submitted the request.
Provide Feedback: Use the Add Message field to type any internal notes or feedback for the employee.
Final Action: Tap Approve to finalize the hours for project-based pay, or Reject if the details are incorrect.
Mobile Workflow Summary
Action | Employee Side | Approver Side |
Time Capture | Automatic, uneditable timestamps. | Displays exact Start/End hours. |
Location Verification | Captures GPS coordinates upon submission. | Tap Show Map to view the exact location. |
Communication | Can add a request reason or description. | Can add a message explaining approval/rejection. |