1. Types of Time Entries
Bezala supports two types of time entries:
Work-time entries: Record when you started and finished work for the day, including breaks. Required fields: Date, Start time, End time, Breaks, Work type. Used by most companies for general time tracking. (Read more down below section 2).
Project time entries: Track time spent on specific tasks and projects. Required fields: Project/cost center, Task, Date, Hours, Description. Commonly used by consulting companies for client billing. (Read more down below section 3).
2. Creating a Work-Time Entry
To log your working hours:
Go to Work time-section
Click "New Work time Entry"
Fill in the required fields:
Date: default setting is today's date.
Start: When you began working, set time of day in HH:MM format, where H stands for hours and M for minutes.
End: When you finished working (set time of day in HH:MM format).
Breaks: Total break time (e.g., lunch break in time HH:MM format).
Type: Regular, On call, Travel, Workplace training, or Staggered
Description: (optional) Notes about your work
Lastly remember to click "Create".
Tip: If your company has configured default settings, the form may be pre-filled with your standard start time and break duration.
Note that the "Net working hours" is calculated automatically based on values set in b) start, c) end and d) breaks.
2.1. Work-Time Entry Types
Depending on your company settings, you may see different entry types:
Regular: Standard working hours (always available)
On call: Time spent on standby
Travel: Business travel time
Workplace training: Workplace training or education
Staggered: Shifted working hours
3. Creating Project Time Entries
Go to “Project time”-section and click “New Time Entry”:
Select Project (required)
Select Task (required); if you can't find the task you want, it may be under a different project (ask your finance/payroll/HR team which project it's under).
Task notes: here you can read your instructions regarding this task, to make sure you log your work under the correct task.
Enter Date (required)
Add Description (required)
Enter True hours (required): enter the time in the HH:MM format, where the time indicates how long you've worked; for example, 07:15 means 7 hours and 15 minutes. You can also enter the time in decimal format, so 7,25 or 7.25 then means 7 hours and 15 minutes.
If you'd like, you can enter Billable Hours if they differ from the hours worked. (If this field isn't available in the project time entry, you can contact your finance/payroll team and let them know that task x needs the billable field enabled.)
Finally, remember to click the "New time entry"-button.
4. Understanding Your Time Balance
Your time balance (work time balance) shows the difference between hours worked and hours required:
Positive balance: You've worked more than required (flex time available)
Negative balance: You've worked less than required (hours owed)
Zero balance: Hours worked matches requirement
The Balance view shows:
The Balance view appears in both the Project time and Work time views.
Work Time: the flex-balance is called ...hours positive/negative flex-balance (3b. in image 1a).
Project time: the flex-balance is called Total Balance (3b. in image 1b).
Today's hours and balance are shown most clearly in the work time calendar
In the Project time view, you need to click the arrow to see the work time calendar (2a. in image 1b).
Work Time: i.e. hours worked
Expected Work Time (mandatory working hours)
Daily Balance
Paid overtime (if paid overtime has been selected instead of flex time, which does not increase the balance, see 4.1).
a) Total Hours and b) Total Balance.
Billing Level (only visible in the Project time view).
4.1. Flex Time and Overtime
1) Flex time (enabled by default): Extra hours worked can be taken as time off later. Your positive balance represents available flex time.
2) Paid overtime (if enabled): When creating an entry with overtime hours, you can choose between flex time compensation or paid overtime.
3) If both options are available and you work overtime (e.g., 9 hours on an 8-hour workday), you'll be prompted to select your preferred compensation method. In screenshot above "Paid overtime" is selected.
5. Editing and Deleting Entries
You can 1) edit (pen icon) or 2) delete (trash icon) your time entries unless they have been:
Invoiced: Entry was billed to a client
Reported to payroll: Entry was included in payroll processing
3) Locked entries display an eye icon and cannot be modified or deleted:
This means that the time entry has already been sent to another system (e.g. payroll or billing system). To delete a locked entry, do this:
Your company's main user (e.g. accountant/manager) should send us an email at [email protected] and put in the following information:
I want to delete the following time entry:
Name of user
Date of time entry (if same user has many time entries on the same date, tell us which time entries should be deleted or if you want to delete them all).
Remember to delete the same time entry in the other system.
6. Permissions
All users can view and edit their own time entries
Approvers can see entries for users they approve
Cost center managers can see entries for their cost center's tasks
Managers and accountants can view all company entries
7. Copying Project Time Entries
To quickly create similar entries, you can copy existing project time entries. You can copy entries even if they're invoiced. We recommend you do this in the mobile app.
7.1. Mobile app:
Open app, click main menu icon in the upper left-hand corner.
Click “Project time”.
In the list of time entries, hold click with your finger on the time entry you want to copy.
Click “Copy entry” in the lower left-hand corner.
Change necessary information, usually at least date of time entry.
Click “Add time”.
7.2. In webversion:
Go to Time & attendance in main menu ==> Project time-tab.
Click “+”-button on the row for the time entry you want to copy. This action copies project, task and date. Fill in hours and description.
Lastly click “Create time entry”, to save new time entry.
8. You can ensure that employees cannot enter the wrong time entry type
In most cases, time is tracked using Work time entries OR Project time. A user with the Manager role can hide the unused option as follows:
Main menu ==> Company settings
Basic settings-tab
Time & Attendance features section: uncheck the checkbox for the option your company does not use. It is recommended to keep the "Absences" checkbox checked, as it allows employees to request absences. Read more about absences here.
Project time + Absences
Work time + Absences
X. FAQ
What timezone are my entries recorded in?
Enter times in your local timezone. The system automatically converts to your company's payroll timezone.
Why can't I see certain projects or tasks?
You only see projects and tasks you're assigned to. Contact your manager if you need access to additional projects.
How do I correct a time entry mistake?
Find the entry in your Time Tracking list and click to edit. Entries reported to payroll cannot be modified.
My time entries overlap and I get an error. What should I do?
Work-time entries cannot overlap. Edit the end time of the earlier entry or start time of the later entry.
Where do I see my time balance?
Your current time balance is displayed on the Work time/Project time page depending on where you usually enter your time entries. It updates as you add entries.
What do the work types mean?
Regular = normal work hours, On call = standby duty, Travel = work travel time, Training = workplace training, Staggered = shifted hours. Your company may have some types disabled.
Why can't I select "Paid overtime"?
This feature is not available in project time entries. If you make an entry in work time entries, but the "Paid overtime" option doesn't appear (see point 4.1 above and the screenshot), it may be due to the following reasons:
Paid overtime has not been set up for your company. Ask your payroll or finance team whether paid overtime has been enabled.
Your time entry doesn't exceed the overtime settings. For example, paid overtime may only start after 1 hour of overtime, or overtime may be calculated weekly instead of daily. Ask your payroll or finance team what your policy is regarding paid overtime.
You don't belong to the correct work time group. Let your finance or payroll team know that you should be entitled to paid overtime, and that you need to be assigned to the correct work time group.
So ask your payroll or finance team about points 1–3 above, and make sure you're entitled to paid overtime and that your time entries meet the requirements of the applicable regulations.
Why can't I select billable minutes?
Also see section 3, point 6 above. The task you've selected is not billable, which is why you can't select billable minutes. Ask your payroll or finance team whether the task you selected should be billable. If the answer is yes, they need to edit the task's settings so that the task becomes billable.