Time tracking in OneSuite lets you log hours against a project and task, either by running a timer or by typing the duration in afterwards. Billable time you track is what your client invoices are built from, so an accurate timesheet means accurate billing. For a five-minute walkthrough, see Tracking Your First Hours.
In this guide you’ll learn how to:
- Open your timesheet and switch between its four views
- Log time with Add Time or in the Week grid
- Run a timer and handle the 8-hour limit
- Copy rows from a previous day or week
- Submit your time for approval and reopen sent-back entries
Before you start
- If you don’t see Timesheet in the sidebar, an admin can switch it on in Settings, Customize Navigation.
- You must be assigned to the project you want to log time to. If you are not, OneSuite tells you: You are not assigned to this project, so you cannot log time to it. Ask a project manager to add you.
How to open your timesheet
Click Timesheet in the sidebar, under Track. The page opens on one of four views, and you switch between them with the tabs at the top.
What are the four timesheet views?
The timesheet has four views: Day, Week, Calendar and List. They all show the same entries for the period in the date navigator.
| View | What it is for |
|---|---|
| Day | One day at a time, with columns for Project and client, Task, Status, Time and Hours. Each row can run its own timer. |
| Week | A grid of rows against days. The fastest way to fill in a whole week. |
| Calendar | Your entries as blocks on a calendar, across 1, 5 or 7 days. |
| List | A flat list of entries for the period, with filters. |
Note: the Week tab is greyed out if your business sets Timer mode to Start and end times or turns on Require notes. A week cell has nowhere to put a start time, an end time or a note. Hover the tab to see which setting is the cause. See How to Set Timesheet Preferences.
How to move between days and weeks
Use the date navigator at the top right of every view.
- Click the arrows either side of the date to step back or forward. In the Day view they move one day (Previous day, Next day); in the Week view they move one week (Previous week, Next week).
- To jump straight to a date, click the date label. A calendar opens (Choose a day or Choose a week) and you click the day or week you want.
- Click Return to today or Return to this week to come back to the present.
How to use the Calendar view
The Calendar view draws your entries as blocks, and a menu next to the date navigator sets how many days it shows.
- Click the Calendar tab.
- Open the span menu and choose 1 day, 5 days or 7 days. OneSuite remembers your choice.
- Use the arrows, or click the date label and pick from Choose a day or Choose a week, to move through the calendar. With 1 day the arrows step one day; with 5 days or 7 days they step one week.
- To add time to an empty day, hover over its column and click Add time.
5 days shows the first five days of your week. Your week start comes from Week starts on in Preferences. If your business tracks durations, blocks stack in the order they were logged. If it tracks start and end times, blocks sit at the clock time each entry was tracked.
How to log time with Add Time
Add Time is the button at the top of the page, next to the page title, and it works from every view.
- Click Add Time.
- Choose the project.
- Choose a work type from Select work type if the project offers work types. If it does not, the list says No work types on this project and you can skip it.
- Choose a task from Select task, and a subtask if the work sits under one.
- Type a note in What are you working on?
- Enter the duration, or the start and end times if your business tracks that way.
- Click Save entry.
If you leave the duration at 0:00 on your own timesheet,
the button changes to Start timer and starts a timer
instead of saving an entry.
If no rate applies to the work, OneSuite warns you that it will be tracked at zero and suggests setting a rate on the project’s Billing tab or on the person in Team, Rates. The entry still saves.
How to fill in the Week grid
In the Week view, you add a row once and then type hours into each day.
- Click Add row.
- In Add row to this timesheet, choose the project, the work type (if the project has work types) and the task.
- Click Save row.
- Click the cell for a day and type the hours.
A cell accepts 1:30, 1:30:00,
1h30, 1h30m, 1h,
90m, 45min, 2, 1.5
or .5. A colon always means hours and minutes, and a bare
number is read as hours. Clearing a cell sets it to zero.
To add a note for a row across the week, click Weekly notes on that row.
Limits on a single entry
| Limit | Value | What OneSuite tells you |
|---|---|---|
| Shortest entry you type in | 2 minutes | Enter a duration of at least 2 minutes. (for zero) or An entry has to be at least 2 minutes long. |
| Longest entry | 24 hours | A single entry cannot be longer than 24 hours. Split it across the days it was worked. |
| Running timer | Stops at 8 hours | Stopped at the 8-hour limit. Keep it or discard it to start another. |
How to run a timer
You can start a timer from the timer icon in the top bar, from Add Time, or from a row in the Day view.
- Click the timer icon in the top bar (Open timer).
- Under Start timer, choose the project, work type and task. A project is required.
- Click Start.
- Click Pause to hold the timer and Resume to carry on.
- Click Stop & keep to save the time as an entry, or Discard to delete it.
In the Day view, each row has its own start, pause and stop controls. Only one timer runs at a time: if another task already has one running, OneSuite says Another task/subtask has a timer already running.
What happens at 8 hours?
A running timer stops at 8 hours. It does not resume, and you then choose Stop & keep to save the time or Discard to delete it. Until you do, you can’t start another timer.
How to copy rows from last week or yesterday
Copying brings last period’s rows across so you don’t rebuild them.
- In the Week view, click Copy from last week. This brings the rows across without the hours.
- To choose, open the arrow beside it and pick Copy without hours or Copy with hours.
In the Day view, Copy from previous day offers the same two choices. With Copy with hours, it leaves out entries still on the clock, entries under 2 minutes, and entries with no note when notes are required, and the menu tells you how many.
How to submit your time for approval
If your business uses timesheet approvals, you submit a week for review once it is complete.
- Stop any running timer. A running or paused timer entry cannot be submitted.
- Click Submit week for approval.
- To submit a single day or a different span, click the arrow beside the button (More ways to submit) and choose Submit day for approval or Submit custom range for approval.
The status beside the week changes to Pending approval. Once a reviewer approves it, it shows Approved. The submit button appears only when timesheet approvals are switched on for your business.
How to fix time that was sent back
A reviewer can return entries with a reason, and those entries show Sent back.
- Click Reopen 1 entry (or Reopen N entries) at the top of the week, or choose Reopen entry from a single row’s menu.
- Correct the entries.
- Click Resubmit week for approval.
You can’t resubmit a week while it still has sent-back entries. OneSuite asks you to reopen them first so they are not left behind.
Note: you can’t withdraw your own submission. While an entry is Submitted you can still edit it, but you can’t delete it. If you need it back, ask a reviewer to send it back.
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FAQs
What is the shortest time entry I can log in OneSuite?
The shortest entry you can type in is 2 minutes. OneSuite refuses anything shorter with An entry has to be at least 2 minutes long. and skips shorter entries when copying a day across.
Does the OneSuite timer stop automatically?
Yes, a running timer stops at 8 hours. You then choose Stop & keep to save the time or Discard to delete it before you can start another timer.
Why is the Week view greyed out on my timesheet?
The Week view turns off when Timer mode is set to Start and end times or Require notes is on, because a week cell has no room for either. An admin can change both in Settings, Time Tracking, Preferences.
How do I jump to a specific date on my timesheet?
Click the date label in the date navigator and pick a day or week from the calendar that opens. Return to today or Return to this week brings you back.
Can I edit time after it has been approved?
Not usually. An approved entry is blocked with This entry has been approved. A reviewer can reopen it, or withdraw the approval on the Approvals page, if something needs correcting.
Can I just keep my hours in a spreadsheet instead?
You can, but hours in a spreadsheet don’t reach approvals, project budgets or invoices. Time logged in OneSuite flows straight into the project’s Timesheet tab and the invoice wizard, so nothing is retyped.
What to do next
Get your time signed off: Learn how submission and review work in Timesheet Management & Approval.
See the project totals: Check hours, budget and uninvoiced amounts in How to Track Project Hours and Costs.
Bill the hours: Turn tracked time into an invoice with Invoice Generation from Billable Hours.