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DocumentationGuides & TutorialsTime Tracking for Teams

Time Tracking for Teams

Time tracking in Projexia works in two parts: team members log their time, and managers review and approve it. This guide covers both sides of the process.

For Team Members

Starting a Timer

The easiest way to log time is with the built-in timer.

  1. Go to Sidebar → Time Tracking in your Team Portal
  2. In the Timer Card at the top:
    • Select a project from the dropdown (required)
    • Optionally add a description of what you’re working on
  3. Click the Start button

The timer begins counting immediately. You’ll see:

  • Elapsed time in HH:MM:SS format, counting up in real time
  • A pulsing green dot to indicate the timer is running
  • The project name and start time

Stopping the Timer

When you’re done working (or taking a break):

  1. Click the red Stop button
  2. The time is automatically logged as a new entry
  3. A confirmation shows how long you worked (e.g., “Logged 1h 45m”)

The entry appears in your daily timesheet below with a Pending status.

Get in the habit of starting the timer when you sit down to work and stopping it when you step away. It’s the most accurate way to track your time.

Adding Manual Entries

Sometimes you forget to start the timer. Manual entries let you log time after the fact.

  1. Click the “Manual Entry” button in the top-right corner of the Time Tracking page
  2. A dialog opens with a form:
    • Project (required) — Select which project the time was for
    • Start Time (required) — When you started working
    • End Time (required) — When you stopped working
    • Description (optional) — What you worked on
  3. Click “Add Entry”

The entry is added to your timesheet with a Pending status, just like timer entries.

Manual entries are useful for meetings, phone calls, or any work you did but forgot to track in real time. Just make sure the times are accurate.

Viewing Your Daily Logs

Below the timer, you’ll see your daily timesheet. It shows all time entries for the selected day.

  • Use the left and right arrows to navigate between days
  • Today is shown by default
  • You can’t navigate to future dates (only past and present)

Each entry shows:

  • Status icon (amber hourglass = Pending, green checkmark = Approved, red X = Rejected)
  • Project name
  • Start and end time
  • Duration (e.g., “2h 15m”)
  • Description (if you added one)
  • Status label (Pending, Approved, or Rejected)

At the top of the timesheet, you’ll see the total time logged for that day and the number of entries.

Understanding Time Log Statuses

StatusWhat it meansWhat to do
Pending (amber)Your time log has been submitted and is waiting for manager reviewNothing — just wait for your manager to review it
Approved (green)Your manager has reviewed and approved the entryAll good, no action needed
Rejected (red)Your manager has rejected the entryCheck with your manager to understand why and re-submit if needed

For Managers

Reviewing Time Logs

As a manager, you approve or reject time logs submitted by your team members.

  1. Go to Sidebar → Time Logs in your Agency Dashboard
  2. You’ll see a list of time log entries from your team

Filtering

You can filter time logs by:

  • Team member — See logs from a specific person
  • Project — See logs for a specific project
  • Status — Filter by Pending, Approved, or Rejected
  • Date range — Focus on a specific time period

Approving Time Logs

  1. Review the entry details — project, duration, description, start/end times
  2. If everything looks correct, click Approve
  3. The status changes to Approved and the team member can see the update

Rejecting Time Logs

  1. If something looks off (wrong project, suspicious duration, missing description), click Reject
  2. Optionally add a reason so the team member knows what to fix
  3. The status changes to Rejected

Review time logs daily or at least a few times a week. Letting them pile up makes it harder to spot issues and frustrates team members who are waiting for approval.

Best Practices

For team members:

  • Log time daily — Don’t wait until Friday to log the whole week
  • Always add descriptions — “Bug fixes” is better than nothing, but “Fixed checkout page payment validation bug” is much better
  • Use the timer when possible — It’s more accurate than manual entries
  • Check your statuses — If you see rejections, follow up with your manager

For managers:

  • Review promptly — Aim to review time logs within 24 hours
  • Give reasons for rejections — Help your team understand what needs to change
  • Look for patterns — If someone consistently logs unusual hours, have a conversation
  • Be consistent — Apply the same standards across the team
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