Knowledge Base/Admin / Staff Portal/Timesheets & Time Tracking

Timesheets & Time Tracking

Colo provides two ways to track time: a built-in live timer and manual time entry. Time entries are linked to projects and customers for accurate billing.

1. Using the Live Timer

The timer lets you track time in real time as you work.

Starting a Timer

From the Task List:

  1. Open a task.
  2. Click Start Timer.
  3. The timer starts and a running clock appears in the top navigation bar.

From the Timers page:

  1. Click the clock icon in the top navigation (or go to Timers in the sidebar).
  2. Click + New Timer.
  3. Select a Project and/or Task.
  4. Click Start.

Stopping a Timer

  1. Click the timer icon in the navigation bar.
  2. Click Stop.
  3. The elapsed time is saved automatically as a time entry.

Pausing a Timer

  1. Click the timer icon in the navigation bar.
  2. Click Pause.
  3. The timer freezes. Click Resume to continue.

2. Manual Time Entry

Use manual entry when logging time after the fact.

Adding a Time Entry to a Project

  1. Go to Projects and open the relevant project.
  2. Click the Timesheets tab.
  3. Click + Add Time.
  4. Fill in:
    • Date
    • Hours — total hours worked (e.g. 2.5 for 2 hours 30 minutes)
    • Hourly Rate — defaults to your rate; override if needed
    • Description — what was done
  5. Click Save.

Adding a Time Entry to a Task

  1. Open the task.
  2. In the Time Log section, click + Add Time.
  3. Enter date, duration, and description.
  4. Click Save.

Adding Time to a Customer

  1. Go to Customers → open the customer.
  2. Click the Timesheets tab.
  3. Click + Add Time.
  4. Select the relevant Project.
  5. Complete the form and save.

3. Viewing Timesheets

By Project

  • Open a project → Timesheets tab.
  • See all time entries with date, member, hours, rate, and total.

By Customer

  • Open a customer → Timesheets tab.
  • All time logged on any project under that customer.

Timesheet Reports

  • Go to Reports → Timesheets.
  • Filter by date range, project, team member, or customer.
  • View charts and totals for billable vs non-billable hours.

4. Editing a Time Entry

  1. Open the project or customer timesheets tab.
  2. Click the Edit icon next to the time entry.
  3. Update the fields.
  4. Click Save.

5. Deleting a Time Entry

  1. Click the Delete icon next to the time entry.
  2. Confirm.

6. Billable Hours and Hourly Rates

  • When creating a time entry, you can set an Hourly Rate.
  • The total billable amount = Hours × Hourly Rate.
  • This feeds into project expense summaries and can be used when creating invoices.

7. Timer History

Go to Timers in the sidebar to see:

  • All timers you have started (active, paused, and completed).
  • Time logged per timer with project/task reference.
  • Delete or edit timer entries.

Tips

  • Use the live timer while working to capture time accurately. Manual entry often results in underreporting.
  • Set the Hourly Rate at the project level to pre-fill it on all entries.
  • Export timesheet reports before billing to verify hours before sending invoices.