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Overview of the PeopleTime Module
Updated over a week ago

In order to start using the PeopleTime module, you should first create your projects. To do this, you need to open the Projects tab on the sidebar.

Clicking on Manage clients, you will see already existent clients and also, you will be able to create new ones, and later attach them to the project. For this purpose, we have two tabs at the top - Projects and Clients.

Now let’s create the project:

  • Select the client, the project name

  • code

  • brief description

  • type of the project ( “Time and materials” , if the cost is paid for the hours actually spent), “Fixed price” or “Unpaid project”

  • the budget type: e.g., “Total cost”, if you specified “Fixed price” above

  • next, indicate the budget and save it.

Open the project you've created.

  • Add task groups

  • Tasks (billable/non-billable)

  • Team members

By default, a project manager will be created, which can be edited later. On the left side we see the “Cost rates”, they mean the cost of the person who works on this project. (The amount that the company pays him / her).

Here in the “Paid rate” we indicate how much the client pays for this project, and how much profit we make.

This information can be filled in the employee card in the “Time” tab. Here we enter how many hours per week the person works, his / her hourly rate and hourly pay.

In the project itself, depending on the amount paid by the client, you can enter your own rate, and how much profit you will make. The Cost rate will be calculated from the Paid rate. Then you can select additional participants of the project, after that payment and costs appear automatically for the employees. This information also can be changed. After creating the project, we go to fill out the timesheet. The timesheet shall be filled on the main page of the employee. In the “Time” tab in the panel, you can see the timesheets that your employees have filled out, pending or draft mode (those that you filled out and those that your employees filled out, but did not have time to send them for confirmation). Here you will be able to see how much time was spent on which project, etc.

To add a schedule, click “Add row”, select the project and select the task. Then you can enter how much time was spent on this task. In this form, you may not send the schedule for confirmation, but leave it as a draft until the week is over. The schedule will be in this status all this time, and you will be able to see it in the report. Throughout the week, you can see in real time how the employee fills out the schedule, which tasks he / she performs, and how much time he / she indicates.

You can add a row, specify another task and set the time on it. You can then send the schedule to your manager for approval. He / she will receive an email that you have filled out the schedule; he / she can click the link in the PeopleForce email, see the tasks that the employee is doing, see the time spent on it, and approve the schedule. You can also write comments to the schedules, and the manager can read them.

Let’s take the example of one of the projects, how they look when the schedules are filled. On the diagram, we see the columns: blue - paid hours, black - unpaid. At the very top is the total hours spent on tasks on the project, then the total cost, that is, how much cost was spent, which was paid by the company, and lastly - the balance of this budget (budget remaining). At the bottom, you can see how much time was spent on which tasks. You can also see the costs that were on those projects and the team’s actions (persons and their tasks, how much time was spent, what the cost was for each task, etc.).

You can keep track of tasks through the reports. There are two main ones: hourly (by task) and daily. Let’s take the example of the first one (hours by task report), what we can see on the project. Here we select our project, select the time period - for example, a month, and specify the user (if several employees are assigned to the same project). The report at the bottom will show the name of the employee for whom the results were displayed, the top line will show the total time, and below the hours for each task. You can download this data in XSLX, CSV format and see how many hours were spent on each task.

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