Time Tracking

At Lyquix, we use Clockify to track time across all client and internal projects. Time tracking is a critical practice to ensure accurate billing, maintain project budgets, and improve future project estimates.

Please Note

Lyquix switched to Clockify in 2019. Before that Lyquix used ProWorkflow as its time tracking system. We no longer have access to ProWorkflow but all the data was exported.

Importance of Time Tracking

Accurate time tracking is essential for several reasons:

• Billing Clients: It ensures that we bill clients for all the work performed, including every task and consultation.
• Budget Management: It helps us monitor project budgets, preventing overages and enabling more precise resource allocation.
• Future Estimates: Historical time tracking data is invaluable for creating accurate estimates on future projects, improving our planning and profitability.

All team members are expected to track their work time accurately and completely.

Clockify Overview

Clockify is the tool we use for time tracking. It is available through:

• Web Application: Accessible at app.clockify.me
• Chrome Extension: A convenient tool for tracking time directly from your browser.
• Mobile App: Available for both iOS and Android, allowing you to track time on the go.

Using Clockify

• Clients and Projects: All clients and projects are pre-loaded into Clockify. If you're unsure which project to track your time under, please ask for clarification.
• Task Groups: Instead of loading every single task, we use task groups to categorize work. For example: Graphic Design, Development, Technical Support, Content Management.

Select the task group that most closely aligns with the work you are performing.

Creating Time Entries

When creating a time entry, follow these guidelines:

• Add a Description: Always include a description for each time entry. This description doesn't need to be long, but it should be detailed enough to identify the specific work associated with the time entry.
• Internal Projects: For non-client work, use the Lyquix Internal project to track your time.
• Time Off: Do not track your time off (e.g., vacation, sick leave) as work time in the system.

Best Practices for Time Tracking

• Take Advantage of the Clockify Browser Extension: The Clockify browser extension provides integrations with ClickUp, Google Calendar, Gmail, and other websites, that allow creating new time entries directly from those websites. These integrations have the added convenience of pre-filling the time entry description using the title as the description of the time entry (in the case of ClickUp, the task ID in included too).

  Clockify in ClickUp:

  

  Clockify in Google Calendar:

  

  Clockify in Gmail:

  

  Additionally, the browser extension enables a context menu that allows you to start a new time entry using any selected text as the description:

  

• Track in Real-Time: It is best to track your time while you are working on a task to ensure accuracy.

• Create Separate Entries for Set Up and Preparation Work: In cases where there is substantial set-up or preparation work needed in order to start the actual task work (e.g. set up local development environment, migrating design files, getting familiarized with the project), track this time with separate time entries and provide a clear description of the preparation work done. This is necessary because, in some cases, we may not be able to bill the client for such time.

• Weekly Logging: Make sure all your time entries are logged no later than one week after you perform the work. This ensures that our records remain up-to-date and accurate.

Clockify Video Tutorial

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