Time tracking

• 1: Track time from Time tracking entries
• 2: Time tracking calendar
• 3: Sync Outlook calendar appointments
• 4: Working with descriptions
• 5: Update timesheet

1 - Track time from Time tracking entries

In the Time tracking entries you can start tracking time without specifying the project or task. This feature is especially helpful when you don’t have a defined task, as it allows you to track the services you’re providing.

If you’ve been tracking your time for the purpose of reporting and invoicing, you can select the entries and transfer to a timesheet for the corresponding period.

Watch our short demo how to track time in prymeTime (starts at 2:09).

To start time tracking

1. Choose 🔎 icon, enter Time tracking entries, and then choose the related link.
2. Fill in the fields if it is needed.
3. Clicking on the Start button or manually entering Start time will start tracking.

To stop time tracking

1. Choose the 🔎 icon, enter Time tracking entries , and then choose the related link.
2. Fill in the fields if it is needed.
3. Click on the Stop button or fill End time.
4. Update the entry with any modifications that may be needed.

To view details of starting and stopping time

After you have stopped the timer, you can see the detailed lines that are associated with the Time tracking entry. This lets you track actual time spent on working on the task, with all breaks in between. For example, at some point, you may have begun working on a task and spent 8 hours on it, during that time took a couple of breaks in between.

On the Detailed Time tracking entries is allowed to adjust Start, Ending time and Description as well, or to delete it.

Be aware if there is only one Detailed Time tracking for the Time Tracking entry, changing the Description on one of them will update both the Time tracking entry and Detailed Time tracking. If there are multiple details with the same Description, and you update the Time tracking entry then all Detailed Time tracking will be updated.

Changes in Start or Ending time and deletion of some of detailed entries will affect the Time tracking entry accordingly.

By clicking on the value in Tracked column, you will be able to see a list of Detailed Time tracking entries associated with the entry.

Tracking time in BC mobile

Users can start and stop timers directly from their Progressus Role Centers with just a tap. Clear indicators show when timers are active, and users can easily stop multiple timers if needed.

Time tracking totals

When looking at a period of time tracking it can be hard to see what all the entries sum up to and how that aligns with the expected working time.

The Time tracking totals factbox shows summary information about the period in view:

• Total tracked - the total time tracked for the period.
• Total tracked (rounded) - the total time tracked for the period rounded according to the rounding rules.
• Tracked on Time entry - the total time tracked for the period for entries connected to a time entry on the timesheet.
• Tracked not on Time entry - the total time tracked for the period for entries not connected to a time entry on the timesheet.
• Time entries - the total quantity on time entries for the period, including timesheet entries created manually.
• Norm time - the number of hours of expected work for the period.

2 - Time tracking calendar

The dynamic calendar view that transforms time tracking, allowing users to manage, create, and distinguish tasks with drag-and-drop functionality and vibrant, colorful visuals for a more intuitive and organized user experience.

In the calendar view, color boxes represent detailed time tracking entries, enabling users to easily identify entries belonging to the same time tracking entry by sharing identical colors. This visual distinction enhances organization and clarity.

Watch our short demo about the time tracking calendar in Pryme Time (starts at 3:13).

To create time tracking

1. Choose 🔎 icon, enter Time tracking calendar, and then choose the related link.
2. Doble click on the empty cell or right-click on the empty cell and then choose option Insert from the menu.
3. Update the Time tracking card with any modifications that may be needed.
4. Click OK button.

Within the calendar view, you can adjust the duration of your detailed time tracking entries. Resize with ease, extending or shortening your tasks to better align with your dynamic schedule. Running entries are now clearly distinguished with a red shadow, reducing confusion during manipulation.

For users requiring precise adjustments, the Time scale settings can help. This setting empowers to expand or decrease time periods by increments smaller or bigger than the default, allowing for meticulous control over your schedule.

Working hours representation in the calendar

Working hours representation involves highlighting working hours based on individual norms, rather than a fixed schedule. Days with exceptions to the norm adjust accordingly: no hours when set to zero, and regular hours otherwise. More about setting norm times read here.

Time Entries in the date header

Within the calendar interface, untracked time entries originating from the timesheet are visibly organized under the corresponding date header. These entries lack associated time tracking entries and therefore have no start and end time. Users can change this by drag-and-drop functionality to position them precisely within the desired timeframe. Upon relocation, the system seamlessly generates a time tracking entry for the specific time segment. Consequently, users can effectively commence tracking time for these entries.

Create/Update Time entries

Additionally, you can create and update time entries in the timesheet directly from the calendar, just as you would in the time tracking entries page. More about it read here.

Cerate Time Entry Indicators

In the right bottom corner you can see color indicators. Three colors are possible to have: green, yellow and white. The system uses color-coded indicators to reflect the status of time entries: Green 🟢 indicates that a time entry is connected to the time tracking entry and all fields (Date, Project, Task, Work Type, Customer) are matched and updated; Yellow 🟡 indicates that a time entry is connected but there are discrepancies between the fields; and Empty 🔘 indicates that there is no time entry connected to the time tracking entry.

Time Tracking Calendar Integration

Outlook Appointment Integration

The Time Tracking Calendar now features an integrated Outlook appointments column, enhancing your ability to manage schedules efficiently. This addition provides a clear overview of both tracked time entries and Outlook events side by side, making it easier to align tasks and meetings. Appointments from Outlook can be selectively converted into time-tracking entries with just a click, offering flexibility and control. By double-clicking any event, you can seamlessly access details in Outlook, ensuring streamlined scheduling and better time management.

To enable Outlook synchronization

1. Choose 🔎 icon, enter Time tracking calendar, and then choose the related link.
2. In the action menu click Show/Hide Outlook Calendar.

To create Time Tracking Entry of Outlook appointment

1. Choose 🔎 icon, enter Time tracking calendar, and then choose the related link.
2. In the action menu click Show/Hide Outlook Calendar.
3. Click the ‘plus’ icon located in the lower-right corner of the desired Outlook appointment to create a corresponding Time Tracking entry.
4. Alternatively, right-click on the appointment and select Create Time Tracking from the context menu.

Time tracking totals

When looking at a period of time tracking it can be hard to see what all the entries sum up to and how that aligns with the expected working time.

The Time tracking totals factbox shows summary information about the period in view:

• Total tracked - the total time tracked for the period.
• Total tracked (rounded) - the total time tracked for the period rounded according to the rounding rules.
• Tracked on Time entry - the total time tracked for the period for entries connected to a time entry on the timesheet.
• Tracked not on Time entry - the total time tracked for the period for entries not connected to a time entry on the timesheet.
• Time entries - the total quantity on time entries for the period, including timesheet entries created manually.
• Norm time - the number of hours of expected work for the period.

3 - Sync Outlook calendar appointments

The feature allows you to convert Outlook calendar appointments into time tracking entries. The function searches for appointments that meet the specified filters on the request page, including current resource and the date filters. Upon running the action again, it will synchronize previously imported appointments that meet the specified filters. The synchronization will update the Date, Start and End time, while preserving the original description.

This can be a useful tool for accurately tracking and reporting your work hours spent in the meetings.

To setup sync of calendar appointments

To sync calendar appointments

1. Choose the 🔎 icon, enter Time tracking entries, and then choose the related link.
2. Choose the Period type and Date filter at the top of the page to specify the timeframe for the import process.
3. Choose the Sync Calendar appointments from Outlook action.
4. Choose the import options that determine the presentation (Show As) of appointments in the Outlook calendar.

Watch our short demo how to sync calendar appointments in prymeTime (starts at 2:47).

4 - Working with descriptions

Improve Descriptions

Clear, detailed and professional descriptions on invoices are essential for effective client communication and minimizing misunderstandings. However, descriptions from Time Tracking Entries and Time Entries often appear on invoices without sufficient refinement, potentially leading to confusion.

To address this, Copilot has been introduced to rewrite descriptions, making them concise, easy to understand and aligned with business standards. This ensures that the descriptions presented on invoices are both professional and meaningful, improving the overall approval and invoicing process.

In the Pryme Time setup you define specific Copilot commands to refine the text. These commands should:

• Use clear and precise wording
• Ensure grammatical accuracy
• Follow a structured format
• Remove redundant or unnecessary details

For more details on Copilot and Business Central, visit.

Benefits

This feature enables users to request Copilot’s assistance in rewriting descriptions for Time Tracking Entries, Time Entries and Invoice Suggestion Lines. It provides suggestions to:

• Improved Clarity: Ensures descriptions are concise and well-structured.
• Consistency: Maintains a uniform writing style across all entries.
• Professional Tone: Enhances readability and adherence to corporate communication standards.

To run Improve descriptions copilot

1. Open the Time Tracking Entries, Timesheet, or Invoice Suggestion page.
2. In the action menu, under the AI action group, select Improve Descriptions.
3. Copilot will analyze and suggest improved descriptions
4. Review the suggested descriptions and modify them if needed.
5. Click Keep Changes to apply the refined descriptions

Example Use Case

A user creates a Time Tracking Entry with a lengthy or unclear description. Before finalizing the invoice, they select Improve Descriptions in Copilot. The tool generates a refined version that is clear and professional. The user reviews the suggestion and applies the changes.

Extended description

The Extended descriptions feature allows users to enter more detailed explanations for time entries. By default, the description field has a character limit of 100 characters. However, with this feature enabled, up to 2,000 characters can be entered.

Once enabled, the following features can be used when reporting time:

• Standard text
• Extended description rules

These features help maintain consistency and professionalism in time entry descriptions.

For details on enabling Extended descriptions, see Basic Setup.

Extended Description Rules

To maintain professionalism and appropriateness, Extended description rules allow the management of specific words or phrases.

In the set up you configure the rules:

• Block certain words or phrases (highlighted in red).
• Display a Warning when certain words or phrases are used (highlighted in blue).
• Require Confirmation before submitting the description (highlighted in yellow).

How It Works

1. When using the Extended description field, words and phrases found in the Extended description rules are highlighted in different colors. Note: The Description field does not support highlighting.
2. When leaving the Extended description or Description field, the text is checked against the Extended description rules.
3. If a blocked word is detected, a pop-up window appears showing the blocked word.
4. After confirming the pop-up, a new page opens where the flagged words or phrases are highlighted in different colors.
5. Edit the blocked words and update any necessary text.
6. When leaving the page, approve and confirm any words found in the Extended description rules.

Standard Text

In the context of time tracking, predefined descriptions refer to a set of Standard text entries that users can select from a list when logging their time. This feature enhances consistency and efficiency in time entry, allowing users to quickly choose a description that accurately reflects the work performed without needing to type it out each time.

Benefits of Predefined Descriptions

• Time Efficiency: Users can select a predefined description from a list, saving time and effort.
• Consistency: Predefined descriptions ensure consistency in time entries, making it easier to track and categorize work activities.
• Accuracy: Users can choose descriptions that best reflect the work performed, reducing the risk of errors in time tracking.

How it works

1. Navigate to the Description field.
2. Click on the ellipsis (…) button on the right-hand side of the field.
3. Select the desired Standard texts to insert it into the Description field.
4. Edit the inserted text if necessary.

5 - Update timesheet

When you have tracked time or modified an existing entry in the Time tracking entries, your timesheet is not automatically updated. To do this, use the function Create/Update Time entries. You can do this from the timesheet or from the Time tracking entries.

You can transfer entries to the timesheet under the following condition:

• The Time entry created is disabled.
• The Create/Update entry is enabled.

You can update existing entries in the timesheet under the following conditions:

• The Time entry created is enabled.
• The Create/Update entry is enabled (must be checked in manually).
• The corresponding time entry exists in the timesheet.

To Create/Update Time entry from the calendar view

It’s possible to create and update time entries in the timesheet directly from the calendar, just as you would in the Time tracking entries page.

To Create/Update Time entry for single Time tracking entry

1. Choose the 🔎 icon, enter Time tracking calendar, and then choose the related link.
2. Right-click on the tracking box of the Detailed Time tracking entry for which you want to create or update.
3. Choose Create/Update Time Entry action from the context menu.

To Create/Update Time Entry for multiple Time tracking entries

1. Choose the 🔎 icon, enter Time tracking calendar , and then choose the related link.
2. Open tracking boxes of the Detailed Time tracking entries for which you want to create or update.
3. Check Create Time entry option to on.
4. On the action menu of Time tracking calendar, select Create/Update Time entries. It will run action for all Detailed Time tracking entries presented in the current view with checked option Create Time entry.