Clockify Invoice for Building Services Made Simple

Clockify invoice for Building services

foreign .com today I'm going to teach you how to make and manage a project in clockify but what is clockify clockify is a great time tracking app developed and distributed by cake.com it's a fantastic way of keeping track of all the hours you've worked on and in this case all the people who are working on a project with you and that's exactly what we'll be talking about today how to manage a project in clockify in an easy and approachable way to successfully manage projects you need to know where your team's time goes once you know how long each task and project takes you can better manage deadlines plan future projects and identify unprofitable activities clock-fi helps you plan your team's capacity and assignments on a timeline and then track that time on projects and monitor their progress too so to start this is your projects page here you can see all the projects you have and their statuses you can see how much time was tracked the total billable amount of project has generated and how close it is to going over budget or over the estimate you can sort them by status so you can see which ones are closest to overage like this one when you have a new project you can create it here if there's already a similar project you can choose it as a template and all the settings will be carried over you can categorize projects by clients and subdivide them into tasks don't forget to apply the filter you can track time on projects or when you create tasks you can track time on those as well so you can analyze the time tracked in more detail in the access tab you define who can track time on this project everyone can see public projects but if you make it private you need to add people here so they can see the project when they're tracking time on it you can also set assignees on tasks only certain people can track time on that particular task in settings you can set whether the project is billable or non-billable which transfers to time entries each project can also have its own hourly rate if you need more granularity you can set those things on a task level as well or set up a unique hourly rate for a person working on this particular project if you wish to set up more information you can use custom fields for example you can create a project ID custom field and all the time tracked on this project will inherit its project ID which you get when you export a report before people can start tracking time you need to invite them here on the team page here you can see everyone who has access to your clockify workspace as well as their role and rates you can also assign people into groups so you can grant access to projects to the whole group or breakdown time in reports by group if you'd like to give someone a project manager role you can do it here then this person can edit all their projects like creating tasks and managing access and see all track time on that project also as an aside did you know that you can drag and drop the sections on the left side of the screen to fully customize your clockify workspace and make it easier to find and use the things that are the most important to you moving on CE you invite someone to clockify they'll get access to the time tracker page they can write what they're working on select a project or task and start the timer as they work on that thing if they forgot to start the timer they can manually add the time by switching to the manual mode here if you're using a project management app like Trello Jita Asana or playkey members can add the qualify browser extension and a timer button will appear for each task on those websites to make time tracking that much more convenient if you don't need real-time tracking people can use the timesheet page to enter their daily hours you just need to select a project or task and enter the time under the corresponding day when you have some data you can see it reflected in the status of your project on the projects page you can click on the total or the progress bar and you'll see the status tab for that project here you can see the total track time billable versus non-billable breakdown billable amount Project's estimate and remainder if you have a task you can see a detailed breakdown for each one down here now these charts show progress based on the estimate you define in Project settings a project can have a time estimate in which case you define the total hours you've set aside for that project or you can put in a budget estimate in which case you need to define the total fixed billable amount and clockify will calculate billable time on this project and their hourly rate and compare it against the budget you can set an estimate for the total project or choose to set an estimate for each task in particular if you have a retainer project you can reset its progress each month another way you can track progress is by viewing the forecast tab here you can see all the tracked time on a timeline with estimate being at the top once you've scheduled your assignments you'll also see the forecast line but we'll cover that a bit later to make sure your projects don't go over budget you can set up automatic alerts and workspace settings for example you can create an alert so that project managers get an email when their projects reach 90 of the budget or that task assignees get an alert when they're close to going over the loaded task estimate if people forget to log time you can set reminders on the team page so they get an email when they don't track enough time when you're finished with a project you can archive it here people won't be able to track time on it anymore but all the time for it will remain available in the reports you can also Mark tasks as done to achieve the same thing but only on a task level reports help you analyze where your resources go here in the bar chart you can see a project breakdown for each day and down here you get a more detailed breakdown for example you can group data by project and subgroup by user to see who worked on what project and by how much or you can Group by month and subgroup by project and sub subgroup by task to get a monthly work breakdown if you turn on the show estimate you can compare the track values against the estimate you can choose a different time range here like previous week month or custom period by choosing the dates yourself Additionally you can filter the report to see only data for a particular project clients or any other criteria then you can share that filtered breakdown by creating a shareable public link here when someone opens it you'll see the exact same data as the one you had when you created the link with all the filters and settings applied so far we've been tracking and analyzing past work let's Now cover how to plan for the future on the schedule page you can see all the projects we are planning to work on for this month when you expand each one you can see who's assigned to work on it when to work on it and how much to plan a new project add it here and choose a member and you'll get the create an assignment screen here you can specify when they should work on this project if you have a specific start time you can choose it here next you specify how long they should work each day their daily capacity is 7 hours so if you leave seven here it means you plan for them to work on this the whole day you can also add a note for them if there are some instructions you want them to have once you create the assignment you can see it here you can also move it or even split it into two if for some reason the project is delayed you can move all its assignments with one click here by choosing shift timeline when you plan projects sometimes you want to see major events directly on the timeline to do that you can create a milestone by clicking anywhere on the Project's timeline the projects tab is great when you're planning projects interconnectedness and deadlines but to analyze available resources you can switch to the team tab the team tab shows you the same assignments only from the perspective of Team capacity people who have their schedule fully planned will have full for that period if someone has open it means you can assign them more hours and if they have over it means they have too many assigned hours that go over their capacity when you expand their schedule you can see all their planned projects and can even rearrange their schedule when need be if someone has time off or there's a holiday during some period that block will be great same thing for the users weekend days you can still assign work to them but they'll be automatically over capacity you can also plan capacity on a weekly level by choosing it here once you're satisfied with your plan you can publish the assignments so people get a notification and you can track time on them when a person opens their calendar via web or mobile app they'll see their assignments here they can start a timer for them or copy them as time entries like this later you can run the assignments report to check your utilization rate you can compare each person's scheduled versus tracked hours in the table here and even sort it like this or you can instead analyze hours by client and subgroup by project to see the utilization from a different angle finally now that we have hours scheduled on a project we can go to its forecast tab as you can see there's a scheduled line here which shows our plan time across the timeline and here's our completed time which follows it closely and stops on today because we have track time up until today and here's the forecasting line which takes into account the future scheduled hours on top of the completed if we continue like this the project will remain on track and within estimate but if we tracked more time than we planned we can see our forecasting line will go over budget if we continue like this like this forecast for example clockify helps thousands of companies keep projects and budgets on track as long as you and your team track time daily either using a timer or the timesheet you'll have a good basis from which you can plan your future activities you can look back on past projects to see how good you are at estimating by Consulting data in reports better plan new projects and see who's available to work when a new project comes in by looking at a schedule and make sure that you keep an eye on the progress by watching the project status and forecast I hope this video helps you learn more about clockify and how we can help you manage projects better to learn more be sure to check out our other videos or consult our blog where we have more resources for you to check out foreign