You can do reporting in Time Tracker using the Reports page. Reports page in Time Tracker
Reporting works differently depending on user role.
Regular Users can create and view reports for themselves.
Supervisors can additionally do reporting for lower rank roles.
Clients can do reporting for a single client.
Top manager, Managers and Co-managers can do reporting for the entire group and have access to advanced features such as labor cost and assigning report items to invoices.
The above applies to unmodified user roles. For customized roles the ability to do reporting depends on having view_own_reports, view_reports, view_all_reports, or view_client_reports in user role.
Fields and options available in reports depend on which features are enabled for your group. For example, when Clients plugin is enabled, you can filter or group reports by client. To configure Time Tracker and to turn on extra features use the Plugins tab.
Selecting Time Period
Use controls in the Select time period block to select a time interval for reporting. For example, you can select intervals like this month, previous month, or select a range between specific dates.
Selecting time period for reporting
Selecting Users
The Select users section on the Reports page allows you to select users for reporting. Use checkboxes to select / deselect individual users. Clicking the Select all will mark them all for reporting. Click Deselect all to unselect everybody. Selecting users for reporting
Note: if inactive users exist in group, then active and inactive users will be shown in separate blocks.
Filtering by Client
Client dropdown control is available when clients are enabled. Use it to filter report items for a single client. Selecting a client for reporting
Billable vs Not Billable Records
The Billable dropdown is available on reports when you use the Invoices plugin. It allows to select billable, not billable, or all records for reporting. Filtering report by billable flag
Invoiced vs Not Invoiced Selector
The Invoice dropdown is available on reports when you use the Invoices plugin. It allows to select invoiced, not invoiced, or all records for reporting. Filtering report by invoice status
Paid vs Not Paid Items
The Paid status selector is available on reports when you use the Paid status plugin. It allows to select paid, not paid, or all records for reporting. Filtering report by paid status
Filtering by Project or Task
Use the Project and Task dropdown controls to filter report by project or task.
Projects dropdown is available in both projects and projects and taskstracking modes.
Task dropdown is available in projects and tasks tracking mode.
Filtering report by project or task
Approved vs Not Approved Items
The Approved selector is available on reports when you use the Report approval plugin. It allows to select approved, not approved, or all records for reporting. Filtering report by approved status
Filtering by Timesheet Status
The Timesheet status selector is available on reports when you use the Timesheets plugin. It allows to include records that are assigned, not assigned, pending approval, approved, not approved, or all in report. Filtering report by timesheet status
Filtering by Content in Notes
Reports allow you to optionally filter what is included in them by content users put in their notes. If you want to use this feature, enter a case insensitive search string in the Note containing field. Only items with notes containing the search string text will be included in report. Filtering report by content in user notes
Selecting Fields to Display
Use the Show fields block to select columns for report. Show fields block in report options
Project - project name, available in projects and projects and taskstracking modes.
Task - task name, available in projects and taskstracking mode.
Start - item start time, available for start and finish or allrecord types.
Finish - item end time, available for start and finish or allrecord types.
Duration - item duration, available for duration or allrecord types.
Note - comment for a time record, item name for an expense items.
Work units - a number of work units items take when Work units plugin is enabled.
Cost - associated cost for an entry. Expense items are reported with all taxes included. Labor items do not include tax. When report is viewed by a regular user (not manager), cost is shown only for expenses. In other words, regular users see blank cost for their labor items, managers see cost values for all items.
Cost per hour - an optional column to see cost per hour on reports. Whether or not to display it depends on two factors: first if we are displaying cost, and second if the Cost per hour checkbox is set in group display options. You can access display options from Group settings.
Approved - approval status for items when Report approval plugin is enabled.
Paid - paid status for items when Paid status plugin is enabled.
IP - IP from where items were created along with creation date and time.
Invoice - invoice number for items when invoices are enabled.
Timesheet - timesheet name for items when timesheets are enabled.
Files - a column to indicate whether items have associated files when the Attachments plugin is enabled.
Show fields block does not include custom fields. However, you can configure whether or not to include each custom field by marking checkboxes on the right in relevant custom field blocks below (Time fields, User fields, and Project fields). Marking a checkbox makes the field printed, using the info to the left of checkboxes provides additional report filtering as explained below.
Using Custom Fields in Reports
Custom fields is a powerful plugin that allows you to add an unlimited number of text or dropdown custom fields to time items, users, and projects. When you do so, you have an ability to print these fields on reports, filter by them, or group your reports by them. These report options show up in their respective blocks below Show fields.
Suppose we create one text and one dropdown field for each entity: time items, users, and projects. Now we have 6 additional optional fields to display on reports as shown below, two for each entity. Custom field report options
To print a custom field, mark a checkbox on the right.
To filter a report by content in a text custom field, type in a text to filter by in a relevant box.
To filter a report by a dropdown option of a custom field, select it.
Grouping Report Items
Time Tracker reports can be optionally grouped using up to 3 levels of grouping using the following entities:
date
user
client
project
task
any custom field
Groouping selectors in report options
Grouped records are shown in a contiguous block in report. For example, if you group by date, then all entries for each date will by shown in a separate report segment with a subtotal.
When you group items, you can optionally mark the Totals only checkbox. Checking Totals only will display only totals for each such segment, without items.
Using Favorite Reports
To save time with report generation, you can configure and save a report as a favorite. Do it like this:
Configure report options.
Type in a name in the Save as favorite field and click Save. Once saved, it appears in the Favorite report dropdown on top of the page. Select it and click the Generate button to view a favorite report.
Save as favorite controls in report options
Example Report without Grouping
The following example shows a report without grouping. In this report:
All items are in one table.
You can export it to a PDF, XML, or CSV file using the links above the report table.
There is one expense item for JavaScript book. For it, there is no duration value. The Note field carries expense item name.
The bottom line shows totals for time and cost for all items.
You can edit individual items using the pencil icon on the right.
You can email report using the Send by e-mail button.
Example report without grouping
Report with Grouping by Project
Here is another report example for the same set of data as above, now grouped by project. Notice that the report now contains two segments of data, one for Start Wars Game and another for Time Tracker.
Items are grouped by project in two blocks.
There is a Subtotal line for each block of grouped records.
Example report grouped by project
Totals Only Report
If you group report items, you can tick the Totals only checkbox on the Reports page. In this case, only the subtotals for grouped items will show up, as one line per segment, without items themselves. Here is an example that does this for the same data as above. Example report showing totals only
With Totals only report, just as with other reports, you can:
Export data to PDF, XML, or CSV file.
Send report by email.
PDF Reports
PDF export feature utilizes TCPDF library, which is expected to be installed in WEB-INF/lib/tcpdf/ folder. Because of the library size, we provide 2 download options: one with the library and another without. The only difference is the availability of WEB-INF/lib/tcpdf/ folder and TCPDF files inside it.
To use PDF reporting, either install Time Tracker with PDF option from the appropriate download link, or use the regular version and download TCPDF library separately into WEB-INF/lib/tcpdf/ folder.
Auto Email Reports
You can configure reports for automatic delivery on schedule by email. See notifications for details how to configure automatic report emailing.
