Tracking your time from the desktop

Getting started with My Time Desktop
Written by Dan Gubler
Updated 10 months ago

For time tracking from a desktop computer or laptop, use the desktop version via your Internet browser. To log in your personal credentials have been provided by email invitation from the administrator. This access is enabled if you have installed the mobile smartphone app 'My Time' and logged in at least once.

The personal login consists of the email address and a 6-digit password. For security reasons, we recommend regularly updating the password in the Employment Profile menu item, as shown below:

First steps

The administrator has provided your weekly working hours, annual holiday quota and activity names for recording your working day and leaves (absences). You can check this information in the employment profile page.

Use the left bar as shown above to navigate between the menu items.

You have the following menu items to choose from:

  • Dashboard: a summary of accrued balances and the last four week's balances as well as the annual leaves report (non-basic users).

  • Employment profile: employee details and tracking mode. Here the user photo and the password can be updated.

  • My reports:

    • Daily history: Daily totals with accumulated balance

    • Detail report: detailed time entries with daily balance

    • Overtime stats: Weekly view of overtime balances

    • Overtime graphic: Overtime history in graphic representation

    • Annual leave: leaves quota, leaves reported and remaining balance

      The reports can be downloaded in PDF, Excel and CSV format. The period can be limited using a date selection.

  • Timesheet input: record your working hours and absences. See further explanations in the following sections.

  • Public Holidays: the paid holidays set up by the administrator. For these dates a timesheet has been prefilled which offsets that day's plan hours (paid working day).

Manage timesheets

This menu item enables the tracking of attendance times, project tasks (if set up) and the submitting leaves (absences) using a dialog (pop-up) which is opened via the corresponding icon shown below. The timer (stopwatch) can also be started on the current day using the check-in icon. In the heading, the total of the logged hours is matched against the daily plan hours and forms the daily balance (exception: tracking mode 'Basic'). There is also a weekday bar, a dropdown for hiding data fields, a calendar for selecting dates and a link to the reports page.

Timesheet dialog

Use this dialog for recording working hours, select the appropriate activity name from the dropdown and enter the time values

  • Level:

    • General: Selection of activity names that are accessible to all users

    • Team: Selection of activity names accessible for specific teams

    • Group: Selection of activity names configured for specific groups (projects/clients).

  • Activity name: contains all activity names which can be used for the timesheet

  • Time values and hours: the input format (whether flat totals or with start/end/break time) is linked to the timesheet

    • Start time and end time: please enter the time using the keyboard and jump to the minutes using the tab key. Use the arrows provided to adjust the value.

    • Flat hours: fill in the total hours.

    • Break: this hours value is subtracted from the start and end time or total hours.

  • Upload file: click and select the desired file from the computer and upload it with Upload document. A maximum of two files in image or PDF format may be attached (security precaution).

  • Designation: free text enabling line breaks.

Check in with timer

On the current day, use the check-in icon to easily create a timesheet with a default activity name and enable the timer display, as shown:

Now the timer starts with a floating widget. Put a tick below to keep the widget in the lower right side of the screen. The timesheet will appear highlighted in red until it is completed. Click on Check Out to complete the timesheet or click the edit icon on the far right of the row to adjust or delete the sheet.

Report leaves (absences) including vacation

To report a leave please click on the 'manekin' symbol to start the following dialog:

The reason for absence can be selected from the drop-down list. The absences can then be recorded in half days, full days or short absences. All-day absences can be recorded for a date range (click date range option). The half-day and full-day absences create a timesheet with an hourly value that offsets the plan hours of the day by 100% or 50% respectively. Short absences are recorded in hours and apply to the selected day only. Please note that there is no approval process, i.e. the submitted leave is saved directly and a notification is sent to the administrator or team leader. Incorrectly recorded absences can be subsequently deleted in the dialog as long as they are not in a locked period.

Monthly close and locking period

Please note that at the end of the month there the prior month will be locked based on the settings made by the administrator. This means that if you use the calendar icon to navigate to a date that is in a locked period, the locked date will be hidden and this view will appear:

You have the option of switching to the reports and querying the locked period using the Detail report. If you need to edit a time entry from a locked period, please contact your administrator.

Special features of the detailed report (My reports)

This report provides full details of timesheets logged as shown:

In this report, data fields that are not required can be excluded from the display using the Hide dropdown field.

The search field at the top right of the report header lets you type in any string of characters or numbers to filter the report by. To find forgotten or missed working days, you can search for 'missing timesheet'.

Special Features:

  • Attachment: uploaded files are available for display here by clicking on them (new window opens).

  • Days with multiple timesheets are grouped with a daily subtotal

  • The report total is at the bottom of the report and total balances are displayed in the report heading

In the report heading you will find three balances:

  • Balance at range start: shows the accumulated overtime at the beginning of the selected period

  • Balance for range: shows the accumulated overtime of all timesheets within the selected period

  • Balance at range end: shows the accumulated overtime at the end of the period. This results in the overall accrued overtime at the end of the selected period.

This report can be downloaded using the export function for further analysis as well as for transferring your data to downstream tools. Look out for the option to include and exclude data fields.

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