What is Time Tracking by Project?
With the right settings, employees can select a project when clocking in for work, making it possible to log and follow time worked on specific projects.
Note: contact our team for more information.
Creating a New Project
Start using Projects by creating as many project entries as you need.
Go to Attendance > Setup > Projects.
Note: If the Projects icon does not show on your screen, ask your Admin to assign the permission set TA_Project.
The first time you access Projects the screen will appear as below, alerting you that there is no data present.
Click on File > New Project.
Fill in the project information in the resulting pop-up.
Project Information:
Description: this field is compulsory. Enter the name of the project.
Project Number: give the project a number. This can be alphanumerical. (optional)
Start Date: enter the date the project started. (optional)
End Date: enter the date the project should finish. (optional)
Additional Info: here you can include any extra information you might need. (optional)
Active/Inactive: status of the project. Only Active projects are shown in the Clocking widget's projects list.
Once a project is created, it is listed in the grid.
You can view additional information and edit or delete entries using the action buttons.
Note: the Additional Information button appears in black when an entry is present, otherwise it is greyed out. Clicking on the button opens the information in a pop-up:
Import Project/s
Go to Attendance > Setup > Projects > Menu and click on Import Projects.
Press Export Template on the bottom left of the modal.
Open the template once it downloads and enter the data required.
When you're ready, upload the populated template back into the modal.
Click Import.
Employee Settings
Project Selection Type
For an employee to be able to clock in or out of a project, the correct setting must be configured in their Employees profile.
Go to HR > Main > Employees > Attendance Details.
Select the employee you wish to configure, and click on Form View and then Edit.
In the Attendance Details field 'Project Selection Type', choose 'Required' for employees who must choose a project to log in, or 'Optional' for employees for whom it is not essential. (Note: This cannot be set before at least one project has been created in Attendance > Projects.)
Click Save.
The employee can now choose a project when clocking in/out.
You can also set this for multiple employees simultaneously from within the Projects grid.
Go to Attendance > Projects > File.
Click on 'Set Employees Selection Type'.
In the resulting modal, you can make your changes in 2 ways:
Method 1: Configure each employee that requires a change to their setting by choosing from Optional, Required, and Hidden under the 'Project Sel. Type' column, then click Save.
Method 2: use this to update all employees to the same setting. Click the Set all as button on the bottom right of the modal and select the desired setting. Then click Save.
After clicking Save, Indigo will prompt you to confirm the changes, click Save or Cancel as needed.
Hourly Cost Rate Setting
To view an employee's hourly cost rate in the Time Tracking by Project report, you need to set the field 'Hourly Cost Rate' in Employees > Attendance Details.
Note: only users with the permission set HR_EmployeePay can view and edit this field.
Clocking Widget
Once at least one project has been created and the employee's configuration has been set, the employee can select a project when clocking in and clocking out.
Search: employees can search for projects here. This is handy when the project list is long, as the employee will not need to scroll through the list to find their project.
All: this view shows all active projects.
Recent: this shows all projects the employee has clocked in or out of recently.
Favourites: this lists all starred projects, that is, those projects the employee has marked as favourite by ticking the star.
Changing Project Mid-Clocking
Once clocked in, you can change project at any time by clicking on a different project. Indigo will warn you that you are about to change your selected project mid-punch, and will ask whether you want to create a new punch or if you want to only select the project.
Choosing 'Start New Project' will clock out of the previous punch and create a new punch under the selected project. Choosing 'Modify Current Project' simply changes the project for the active clocking without clocking out.
Clocking Data
Administrators can view which project employees selected while punching via the Clocking Data grid. The administrator will first need to add the column 'Project Description' to the grid via the column selector.
The 'Project Description' column will then be visible in the grid.
If necessary, administrators can edit the project description of any punch by clicking the Edit icon and updating the Project entry.
Import Clocking Data
When importing clocking data into Indigo, administrators can set the default project for a device. This is useful when a device is tied to a specific project, such as a particular construction project, and on which all employees' punches would only apply to that project.
However, there may be cases where more than one project is related to a specific device. In this case, if an employee chooses a different project to the default while punching in, the CSV file will retain that information rather than the device's default project.
A clocking device's project can also be set directly from the Clocking Devices screen.
Go to Attendance > Setup > Clocking Devices.
Select the device you wish to amend and click the 'Edit' icon.
Choose or type in the project required in the 'Project' field, then click Save.
Reporting
To access the Time Tracking by Project report, users need to have the following permission set assigned by their company Admin: TA_TimeTrackingByProjectReport.
Once this has been assigned, the Time Tracking by Project report can be found by going to Attendance > Reporting > Time Tracking by Project.
You can choose to filter the report by Project, Employees, or Company, by clicking on the respective tab. You can then either select one or more entries to run the report only for the selection, or leave unselected to run the report for all entries in the tab.
The report is available in two types: Clocking and Daily Attendance.
Report Type: Clocking
Choose this report type if you want to view employees' time in and time out.
Report Type: Daily Attendance
Choose this report if you want to see more detail alongside employees' clockings, such as any excess worked or if you wish to exclude any breaks.
Before generating this report type, make sure to recalculate Allocations for all employees to be included in the report for the desired date range.
Options
Date From/Date To: enter the date range to be shown in the report.
Report Type: choose between a Clocking report or a Daily Attendance report.
Include Employee Hourly Cost Rate: check this box if you want to see the hourly cost rate for each employee. Note: this option is only visible to those users who have the correct permission (HR_EmployeePay) to view employees' salaries.
Summary Report: check this box if you want the report to be generated as only a summary. A summary will only display the report groups' totals without displaying the clocking or attendance details.
Sort Order: choose to order employees in your report by their code or their full name.
Grouping: you can choose up to three groupings for the report, with the choices being Company, Cost Centre, Department, Section, Unit, and Project.
Template: only Standard is available for this report.
Actions: tick the option 'remember generated report settings' if you want Indigo to save your chosen settings for future Who's In reports.