Need to see how much time your team's tasks are taking across your boards? The Time Tracking Widget shows the total time spent on items across multiple boards—both on an individual level (for the people assigned) and for the entire team! ⏱

It's great for resource management, making sure there’s a fair spread of work across the team, and for easy reports for billable hours.

 

How to add the Widget

To add a widget to your Dashboard, click the "Add widget" button in the top left-hand corner of the dashboard welcome page, as seen below. From within the Widget center, find and select the 'Time Tracking' widget. 

  

 

How to set it up

In the top right-hand corner of your widget, click on the three dots, and select the "Settings" option from the dropdown menu. From the right-hand panel in the settings window that opens, you can set up your Time Tracking Widget with completely customizable settings! Let's go through each of the categories of settings together!

• Boards and Groups

First, under 'Boards', we can choose up to 5  boards we want to see in our widget, and under 'Choose groups', we can pick which groups we want to display data from.

We've selected just one board to display in our Time Tracking Widget. Our board represents all of the dogs we walk in our dog walking company, and uses the Time Tracking Column to track how long their walks are, to make sure everyone's getting the right amount of exercise!  Each group is a different walk time, ranging from weekday mornings, afternoons, and evenings, to weekend mornings and evenings. Each item is one of our clients (the pups, of course!) We assign a dog walker to each dog using the People Column and indicate which day of the week the walk will occur on in our Status Column.

 

 

• Time Tracking

If you have more than one Time Tracking Column, choose which ones you want to display in your Widget under 'Time Tracking'. 

Next, choose how you wish to group your tracked time. You can group them by any Column on your boards! In the example below, we've grouped our tracked time by our Status Column, showing us the total amount of time our dog walkers walked on each day of the week. 

 

In the example below, we chose to group our time tracked by the People Column. This way, we can see how much time total was tracked under items assigned to each person.

 

Below, we chose to group our time tracked by time tracking sessions. This way, we can see how much time was actually logged by each person, regardless of who was assigned to that item. For example, this week Lea was scheduled to walk 6 dogs, which totals around 6 hours of walking. She couldn't make one of her walks this week, so she asked Kayla to fill in for her! So in this case, grouping by the People Column shows the scheduled walks, while grouping by time tracking sessions shows the actual walks!

This is super helpful for both the employer and employee when it comes to billing hours!

 

• More settings options

Next, under 'More settings options', we can choose a timeframe! Here, we choose whether we want to see all of the time tracked over a day, week, month, or even year! We chose "Weeks" in the example below, and we can use the arrows to move back and forth in our calendar to display different weeks!

 

We can also optionally activate an alert when a group reaches its threshold! In our company, we want our dog walkers to try to stay under 8 hours of walks per week, so we set our threshold at 8 hours. Then, we chose the color red to highlight the time tracked that has exceeded our threshold. As you can see below, Lindy walked for almost 10 hours this week, passing our threshold by almost 2 hours! Now we'll know to stay on top of this next week so that everyone stays under the threshold.

 

 

Choose how to display the Widget

After we finish outlining our settings, we can choose how we'd like this Widget to be displayed in our Dashboard! We can display it as:

• "Time Tracking" showing just the total time tracked from our boards
• "Table" displaying the groups of time tracked across all of our boards exactly how they would appear in each of their boards. This is a really great option if you want to track time across several boards and need to glance at all of them together
• "Split Mode" (as seen in the image below) combining both views together so you can see the totals along with the original data!

 

Filter Time Tracked

If we don't want to see a summary of all the information on our board, we can click the filter icon to filter out our information! 

When billing hours, we take weekends into consideration and the easiest way to do that is to filter our weekend walks per dog walker! In the image below, we filtered by groups, choosing "Weekend Morning Walk" and "Weekend Evening Walk", and then we filtered by one of our dog walkers to see how many hours she walked last weekend! If we want to return to this view the next time we open our Dashboard, we can click 'Save filter', in the top right-hand corner, and our Widget will remain will this filter until we click 'Clear' in our filter menu. 

 

Our Time Tracking Widget looks great in our Dashboard next to our other Widgets!

 

Time Tracking summary

Wanting to see a summary of times tracked in both your items and subitems on your board? At present the Time Tracking Widget will only display the summation times for your items and not your subitems. However, as always, we have the simplest solution for you 😉

By adding a Formula Column to your board, you can create a quick solution to see the total summary of time tracked across both your items and subitems. 

• Create a summary on the parent item 

Firstly, you will need to create a summary of your subitem, on the parent item, to reflect the time tracking column from within your subitems. Select the three dots within the Time Tracking Column of your subitem, and from the drop-down menu select "Show summary on parent item". 

 

• Add a Formula Column

You can then add the Formula Column to your board which, once set-up with the precise formula, will allow the data from the subitem time tracking to be summarized. Select the "+" icon to the right of your last column to create a new column and select "Formula Column" from the dropdown menu. 

Input the following formula into the formula box that appears and select the blue "Set Formula" button": DIVIDE(SUM({Subitems Time Tracking}, {Time tracking}),3600)

• Create a new chart 

Within your Board View or in your Dashboard, create a new chart. To access the settings of the chart, select the three dots in the top right-hand corner of the widget. Under "X Axis" settings, select "Name" to appear for for the column type. 

Under the "Y Axis" settings, select "Formula" under the column type. 

And just like that, the data displayed in the chart will now show you the summary of the Time Tracking in both your items and subitems 🪄

 

If you have any more questions about the Time Tracking Widget, please don't hesitate to reach out to our Customer Success Team anytime. We are here for you 24/7! 

If you have any questions, please reach out to our team right here. We’re available 24/7 and happy to help.