Time tracking

Find out how time tracking works on the smartphone app and what options you have on the web version.

Updated over a week ago

All employees can record their working hours on the smartphone app. There is a separate tab ("Time tracking") at the bottom to the right of "Appointments". Tap on this tab to either start the stopwatch when you begin working, or manually enter your working hours and/or your absence.

As soon as you start the stopwatch, the app will start tracking your working hours. You can also record breaks: click on the break symbol ( ⏸ ) and the duration of the break will be recorded until you resume work ( ▶️ ).

To end the time tracking, click on the stop icon ( ⏹ ). The entry will automatically appear in the overall overview after completing the appointment, which employees can use to log the hours they've worked.

Time entries are automatically stopped at midnight. If, for example, you have been called out for an emergency job, you can simply start a new time entry for the next day.

Alternatively, you can also enter times directly under “Enter working time”, add a description and link the working time to an appointment. In the browser version, you can then later check how many working hours were spent on an appointment or project.

Recording absences

Enter any absences directly via time tracking. Select “Enter absence”, then select a reason (personal holiday, public holiday, education, illness, other), set the date, enter the time and save the entry. This is immediately synched to the web version.

Editing and deleting time entries and assigning appointments

In the general overview, you can tap on all entries to edit or delete them. You can edit the date, start and end time and the duration of the break and add a description (e.g. journey, type of activity or important information for admin). You can also assign an appointment to the time entry.

Enter as many time entries as you like each day and assign them to appointments. You can also assign several entries to one appointment.

Create time entries directly from an appointment

You can start time tracking directly from an appointment so you can see exactly how long the actual time worked was for a particular appointment.

Just go to an appointment and click on the stopwatch icon. You can then start the stopwatch or enter the working times manually.

Transferring time entries to services

Time entries don’t automatically appear on the work slip. However, you can transfer the time recorded by the stopwatch from the app directly to the services.

The time previously recorded in the appointment now appears as a suggestion in the services under the "Working time" tab. You can transfer this directly with one click, customise and name it as required.

Talk to your employees about whether these hours worked should actually appear on the work slip, as this can no longer be changed once it has been signed.

Each team member can only transfer their own working time to the services.

Time tracking on the web version

You can access ToolTime's time tracking function from on the web version.

Find a list of all entries recorded by employees. You can select a period, employee and/or project and sort by name and date.

If required, you can also select whether absences should be displayed or not.

You can export any time tracking selection from the browser version as a CSV or Excel file under "Export". The export will show your selected filter settings, allowing you to individually determine whether you want to export e.g. for an individual employee, a specific project and/or a specific period.

Time tracking within appointments

In the appointment view, you can see, at a glance, which items have been transferred from the time tracking sheet. These also appear on the work slip and are automatically transferred for invoices that are created from the appointment.

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