Quick Start Guide Project Hours

Logging in

Log in to Project Hours via https://projecthours.online.

Creating projects and activities

Start by creating your projects and activities. This lays the foundation for clear time tracking and allows you to easily assign and monitor worked hours.

1) Go to the menu item ‘Administration’ -> ‘Projects and Activities’.

2) Adding a project:

Click ‘New’ to create a new project.

Give the project a name, and optionally enter a code and description.

Click ‘Add’. The project will now appear in the list.

3) Adding activities

Select the project in the list for which you want to add an activity.

In the section below (‘Activities for the selected project’), click ‘New’ to create a new activity.

Give the activity a name, and optionally enter a code, description, and hourly rate.

Click ‘Add’. The activity is now visible in the list when the corresponding project is selected.

Adding users (optional)

ou can start logging hours immediately with your own account, but if you want multiple team members to be able to log hours, you can add extra users.

1) Go to the menu item ‘Administration’ -> ‘Users’.

You’ll be taken directly to the screen for creating a new user.

2) Creating a new user:

• Fill in the required fields:
• Username
• Email address
• Password (you set this for the new user)
• Choose a role for the user. The most common roles are:
• Administrator: has access to all functions
• User: can only enter hours and view their own data

• Optional: If you want to copy settings from an existing user, use the dropdown ‘Select user to copy settings’ and choose the user you want to copy from.

• Click ‘Add user’ to create the new user.

3) User Active/Inactive:

By default, a new user is created as ‘active’. To make a user inactive, select the user in the list, click ‘Update’, choose ‘Inactive’ under ‘Active’, and click the ‘Update’ button. Inactive users cannot log in. 

Time registration

Now that you’ve created projects and activities, you can start logging hours. There are several ways to enter your hours in Project Hours..

1) Enter hours via the homepage (most common method):

• On the homepage, you’ll find a form for entering hours
• Fill in the following details:
• Date (default is the current date)
• Project
• Activity
• Hours
• Minutes
• Any comments

• Optional: tick ‘Travel time’ if the hours are travel time

• Click ‘Add hours’ to save the hours

• Entered hours appear in the list below, which you can view by day, week, or month

• To manage entered hours, select the relevant hours in the list and click ‘Update’ or ‘Delete’.

2) Using the timer:

The timer is useful if you want to track how much time you’re spending on a task in real-time.

• Go to the menu item ‘Time Tracking-> ‘Timer’

• Choose a project and then an activity

• Click ‘Start’ to begin the timer
• Click ‘Stop and Save’ to add the recorded time to your time registration
• Or click ‘Cancel’ if you don’t want to keep the recorded time

2) Using the timer:

The timer is useful if you want to track how much time you’re spending on a task in real-time.

• Go to the menu item ‘Time Tracking-> ‘Timer’
• Choose a project and then an activity
• Click ‘Start’ to begin the timer
• Click ‘Stop and Save’ to add the recorded time to your time registration
• Or click ‘Cancel’ if you don’t want to keep the recorded time

The timer continues running on the server, even if you close the page or log out.

3) Entry per month:

In addition to the above methods, Project Hours also offers the option to enter hours via a monthly overview. This function, found under ‘Time Tracking-> ‘Entry per month’, can be useful for efficiently entering hours over a longer period, especially when registering hours retroactively or for regular work patterns.

When you move to a new month, created projects are automatically copied and carried over, unless disabled in the settings.

Getting started!

You’re now ready to start using Project Hours for your daily time tracking. As you become more familiar with the system, you can explore the additional features we describe below. These extra functionalities help you get even more out of Project Hours, but aren’t necessary to get started.

If you have any questions while using the system, don’t hesitate to contact our support via support@projecthours.net. 

Enjoy using Project Hours!

In addition to the basic features, Project Hours offers extra possibilities to optimise your time tracking and project management. Below you’ll find some additional features that you can explore when you’re ready.

Hours per users

As an administrator, you can manage the hours of all users. 

Go to ‘Administration’ -> ‘Hours Per User’

Here you can add, edit, or delete hours for each user in the organisation.

• Select the desired user and the relevant period
• Make the necessary adjustments to the registered time.

Exploring administration settings

In the menu item ‘Administration’ -> ‘Settings’, you’ll find an overview of various features that you can enable or disable for your organisation.

1) Go to ‘Administration’ -> ‘Settings’

2) You’ll see a list of different features that you can show or hide, and activate or deactivate by ticking or unticking the relevant boxes.

3) Some examples of features you can manage are:

• •  Materials input
  • Leave overview
  • Expenses and mileage registration
  • Holiday calendar
  • Visma integration
  • And more…

Note: Changing some settings can have significant consequences for the functioning of Project Hours. If you’re unsure about a setting, please contact support.

Reports and exports

Project Hours offers various options to export and analyse your time tracking and project data.

1) Generate a PDF report (e.g., an overview of totals and costs):

• Go to the menu item ‘Reports’ -> ‘Overview total hours and costs’
• Choose the desired parameters
• Tick ‘As PDF file’
• Click ‘Download Export report’

2) Generate an Excel Report (e.g., for detailed time tracking):

• Go to ‘Reports’ -> ‘Download Excel report’
• Enter the desired period and parameters.
• Click ‘Download Excel report’

You now have an overview of the basic and some additional features of Project Hours. Start with the essential features and gradually explore more possibilities as needed. Do you have questions or want to know more? Our support team is ready to help you via support@projecthours.net. 

We hope you find Project Hours invaluable for your time tracking and project management needs. Best of luck with your projects!