Logging Billable Time #
Time logging is how staff record the work performed on a request. Each time entry deducts hours from the linked contract’s balance.
Who Can Log Time #
Users with the log_service_time capability can add time entries. This capability is included in the service_staff role by default.
How to Log Time #
- Open the service request from Services > Requests.
- Scroll to the Time Log section.
- Click Add Time Entry.
- Complete the time entry form.
- Click Save Entry.
Time Entry Fields #
| Field | Description |
|---|---|
| Date | Date the work was performed (defaults to today) |
| Duration | Hours and minutes worked |
| Description | What was done during this time |
| Billable | Whether this entry counts against the contract balance (checked by default) |
Time Granularity #
The system enforces minimum time increments set in Services > Settings > General under Time Granularity. Common options include 6-minute (0.1 hour) and 15-minute increments. Entries below the minimum increment are rounded up automatically.
How Hours Deduct from the Contract #
When a time entry is saved:
- The system reads the duration from the entry
- It identifies the contract linked to the request
- If the entry is marked Billable, the duration is subtracted from the contract’s remaining hours
- The contract’s balance updates immediately
Non-billable entries are recorded in the time log but do not affect the contract balance.
Editing and Deleting Entries #
Administrators can edit or delete time entries. Staff can edit only their own entries. Editing a billable entry that has already deducted hours will recalculate the deduction based on the updated duration. Deleting a billable entry restores those hours to the contract balance.