Team Time Tracking, Part 2: Capturing Time to Projects

Note: In Part 1 of our series, you learned the basics of Chrometa’s Team function and how to get started with your own free trial account. In this part of the series, we’ll move on to two important features: automatically capturing time and assigning time to shared clients and prospects. Click here for Part 3 in which you’ll learn how to use keywords for easy organization, as well as invoices and reports.

This is what makes Chrometa for Teams the best team time tracking software on the planet…

Now that you’ve gotten started with Chrometa for the very first time and you’ve poked around its advanced timekeeping methodology (fancy-speak for “cool features”) it’s time to hone in on the main function you’ve been waiting for:

Team-based timekeeping.

Timekeeping, after all, isn’t too difficult when it’s just you tracking yourself. Heck, a pen and a paper could do that for you. It’s when you add in the additional element of actual team members that things start to go awry. Setting up an effective system that can handle every aspect of project assigning, automatic timekeeping, and report generation from the very beginning is essential to ensure you keep every hair on your head.

Luckily for you, that’s exactly what we’ll tackle in this part of our three-part series: the nitty-gritty. Let’s start with a crowd-pleasing favorite, automatic time capturing.

Capturing Time Automatically

There’s nothing better than automation—when it works.

Whether you’re talking about robots building car parts or a software program that keeps tabs of all of the work you’re doing today, automation is where it’s at. But there’s just one small catch: until human beings develop artificial intelligence, we’re the ones who are going to have to set the automation up from the very beginning.

Luckily, Chrometa makes this process very, very easy for you.

Let’s start with a basic overview.

Automatic time keeping is actually quite simple. Chrometa will ensure that none of your Team Members have to manually log the time they spend on any specific project—even if they’re managing multiple projects in a day.

How is this accomplished? All they need to do is install our automatic time collector—available for Mac, PC, iPhone, and Android—and Chrometa will handle the timekeeping for them.

The tracker will keep tabs on their activities whether they’re using an Internet browser or not. It accomplishes this by recognizing file names. For example, if your team member spends time on Adobe Photoshop for your client, the tracker might look a little something like this:

best team time tracking software

Of course, as the Team Leader, you will be required to set the parameters. Otherwise, how will Chrometa know which project goes where? What’s more, yes, you’ll have to actually get each team member to download Chrometa and track their time. Luckily, that can be accomplished in a matter of minutes before you’re set.

Setting Up a Project for Automatic Time Capturing

Okay, so you like the concept—but you still aren’t sure how to actually apply it with your own version of Chrometa. Let’s take a deeper look.

If you followed along in Part 1, then you’ve already opened up the program and poked around a bit. Now go to your dashboard and click Move to Project. Because you don’t have any available projects yet, this will bring up a prompt screen to create your first one:

team time tracking

Go ahead and fill in your respective information—or even create a test project just to get familiar with the process. From there, you’ll click “Create and Categorize Time.”

You can also head over to the Projects tab on the top of the page to set up your first project and client. You can enter in a Client Name and Email—once again, fill in your own email if you want to test this function out first.

After that, simply let Chrometa run. It will automatically create a time entry for you every hour or so. If you’re having trouble, you can always add a manual time entry of your very own (simply so you can keep things moving if you have an extra client.) But we highly recommend getting used to automatic time capturing first.

You can also right-click the Chrometa icon running along your function tab and click “Upload Now” to see if your time reports are filing accurately.

Assigning Time to Shared Clients and Projects

Now, what you’ve really been waiting for: assigning time to shared clients and projects across the scope of an entire team.

It’s easy to set up a new team member with Chrometa—simply install Chrometa on their respective machine and the software will “hum in the background” collecting their data. This will input into the Team Leader’s page easily.

As the Team Leader, you’ll be able to view and organize this data into the appropriate projects. You may end up with a summary screen like this:

Once you start filling Chrometa with data, it’s easier to sort and organize all of the available timesheets so you know exactly what’s going on with each project. You can access graphs like these by clicking Time -> Graphs from the top of your page. This will present you with several options for organizing and viewing the information you have available to you, and each graph will be color-coded for easier reading. No generating reports, no downloading—just easy, automatically-generated graphs.

Feel free as the Team Leader to handle the sorting and organizing of this information yourself. However, we encourage you to read the rest of our series to find out how much of this sorting can actually be done for you as long as you make full use out of our team functionality.

The Next Step

Now that you have an idea of how to create, organize, and get started using the team functionalities on Chrometa, it’s time to take it to the next level. In our next part of the series, Keywords, Timesheets, Invoices, and Reports, you’ll fill in the missing pieces and learn how to make Chrometa a one-stop time-keeping software for you and your entire team. Stay tuned.