WiseTime Console - Team

The team area on the WiseTime console contains shared pages and shared information. Once your time is posted from your private timeline, it will be available for you and your team managers to view. If you are a team manager you will also see the team settings, team member management and tag management pages below the reports page.

The pages will show the information for the team that appears in the team selector (2). If you have multiple teams, this will be a drop down and you can move between teams using the drop down selector.

Team Console Nav

Listed below are the team pages and the permissions required to view them:

  • +Create (1) - accessible to all

  • Reports (3) - accessible to all, but only managers and owners will see other team members posted time. If you are a member you will only see your own posted time here

  • Tags (4) - managers & owners can view and manage team tags here

  • Manage Team (5) - managers & owners can manage team member roles and invite new members here

  • Team Settings (6) - managers & owners can adjust global team settings here


Creating a Team

WiseTime is designed to use with teams to utilise all the benefits of its features. Even if you are just a team of one, you can still create your own team. You must have a team in order to post time to it and manage tags. You can belong mutilple teams.

To create a team, click on the "+ Create" link in the left hand console menu next to 'Team'.


Team Reports

On the team reports dashboard, you have the following graphs available:

  • Total team time

  • Top ten tags used

  • Top ten applications used

The graphs are able to be filtered by users (4) and date (1). The total team time bar graph can also be toggled to view by:

  • Date of Activity: (2) this means you will see the time posted by selected team members which happened in the specified date range

  • Date Submitted: (2) this means you will see the time that was posted in the selected date range but the entries could have been captured at any date outside of this date range

The different views for the team timesheets make it easy to manage both full time and contract team members. For contract, or hourly rate, team members you can easily view their posted hours as they are submitted, rather than as they are performed. This means that if a team member ever posts some time late, for example after a pay cycle, it can easily be captured in the next cycle by using the 'view by date submitted' toggle.

You can also use groups to filter (4) your graphs quickly by a selection of team members. To create a group, simply select all the team members you would like to include in the group and click 'save selection as group' (6) below the list.

Inactive users will by default be filtered out of the view, however to view their details select show inactive users (5) and you will then be able to view them in the list of users and select as usual.

Team Reports

Exporting individual and team reports

To export a team report, select the date range (1) and the selection of team members (4) you wish to export the report for. Then click on the download report icon (7) Download a report in the top right corner of the total team time bar graph. You will then get a pop up window that allows you to filter the report by a specific tag (8) if desired. Once you click 'submit' the report will generate and you will receive an on screen link to download as well as an email containing the requested report.

Exporting individual and team reports

To export an individual report, you can use the icons that appear in the team members bar graph (3).

  • The magnifying glass icon View individual timesheets lets you view the individual timesheet

  • The PDF icon View individual pdf timesheet will begin a download of the individual PDF report, based on the date range already selected

  • The CSV icon View individual CSV timesheets will begin a download of the individual CSV report, based on the date range already selected

Report Types

CSV/Excel Detail Report Example:

email firstName lastName userTimeZone segmentHourLocal segmentHourUtc appName windowTitle durationSec userGroups totalGroupTime groupName groupID description numberOfTags tag1 tag2

alexander.pacific.1@practiceinsight.io

Alexander

Pacific1

UTC

2018-08-13 09:00:00

2018-08-13 01:00:00

Slack

Slack - Thompson & Peters LTD

562

N/A

7545

Case preparation

5b7e2d074cbfa00001d244fc

Case preparation

1

78201-P14363EPPC

alexander.pacific.1@practiceinsight.io

Alexander

Pacific1

UTC

2018-08-13 09:00:00

2018-08-13 01:00:00

Microsoft Outlook

Re: Inquiry Our Ref: P14059CAPC-QP7CG

449

N/A

1

P14059CAPC-QP7CG

alexander.pacific.1@practiceinsight.io

Alexander

Pacific1

UTC

2018-08-13 09:00:00

2018-08-13 01:00:00

Microsoft Word

Ref P118227DE - Proposed response to Office Action: P13524DE00-NC3MM

307

N/A

P118227DE

P13524DE00-NC3MM

2

P118227DE

P13524DE00-NC3MM

CSV/Excel Summary Report Example:

email firstName lastName startDateHourUtc endDateHourUtc postedHours userGroups

amy.pacific.1@practiceinsight.io

Amy

Pacific1

31/07/2018 16:00

01/09/2018 15:00

46.18

General Law, Patents Dept, Trade Marks

charles.pacific.1@practiceinsight.io

Charles

Pacific

31/07/2018 16:00

01/09/2018 15:00

36.73

N/A

alexander.pacific.1@practiceinsight.io

Alexander

Pacific

31/07/2018 16:00

01/09/2018 15:00

36.6

N/A

Individual PDF Report Example:

Individual PDF Report

Team Tags

Creating & Editing Tags

A tag can be as simple as a label to describe an activity e.g filing, invoicing or client references, such as names or account numbers. Each time entry can have multiple tags assigned to it.

For example, a time entry for time spent drafting an email about an upcoming client meeting with "Acme & Co" could be tagged as 'Email' and 'Acme'. You may then later run a team report filtered by the tag 'Acme' to see all time & activity spent for that company.

Tags can be organised into folders. Folders are just holding containers for tags and cannot be tagged themselves. You can create a folder within a folder, up to three levels deep.

To create a tag or folder (1), select where you would like the folder to appear first. If you have no folder selected, the new tag or folder will be placed in the first column. Click on the create button, type the name and hit 'enter'.

Team Tags

You can also add a description (4) to your tag, which will appear on hover in your timeline, and multiple keywords (5) or aliases. Whenever that tag title (3) or any of the keywords (5) are found in the your time logs WiseTime will automatically apply the tag to the activity. These fields, as well as the tag title (3) can be altered or added to at any time by clicking edit (2) next to the relevant tag.

Tag Setup

Keywords & Auto-tagging

Tags can have keywords (5) setup to allow for auto-tagging of your activity log. When a keyword is matched in your activity’s title, it will automatically assign the tag. You can setup multiple keywords for any tag which may consist of phrases, email addresses, phone numbers, client numbers, text characters, etc. Special characters are not recognized, ie []{}-/&.

To edit the keywords for any tag, clikc on the edit (2) next to the relevant tag. You can then add or delete keywords (5) and save. Changes will be automatically applied to the tag for all team members, however the changes will not be applied retrospectively.

Deleting Tags

To delete tags, hover over the tag and you will see a trash can appear to the right. The tag will disappear from the list. This will remove the tag from the tag list and stop any future time entries being tagged with it, however it will still be visible in your previously posted team time logs and reporting.

Tag Delete

Manage Team Members

Team managers and owners will have access to this page and will be able to manage the team members and their settings here. To invite new users to the team, click invite people (1) in the top right.

Member Roles

To change the member roles, click on edit (2) next to the relevant member. Member roles available are:

  • Member roles can access their own personal posted time reports from the reports tab in the team menu but cannot view other team member dtata, team settings or member settings.

  • User admin has the ability to access team settings but not team data. This is ideal for IT personnel that will manage users and team settings but shouldn’t have access to the sensitive time data.

  • Manager will have access to all team reporting and can view team member posted time entries. They can also view the team member page and have the ability to edit team member roles or invite new members. Managers also have read only access to the team settings.

  • Owner has full control, with the ability to set and edit team settings as well as all other manager rights.

Manage Team Members

Job Titles & Experience Weighting

Job titles are able to be set up by team managers and assigned to team members. These titles can be used to add more detail to the reports which can be used for billing, as well as to connect to integrated systems.

Experience rating is only used in integrated systems. When you have an active integration, you can use this to determine the percentage of time that is posted to the integrated system. For example, you can set a junior team member to have an experience rating of 80%, meaning that their 80% of their time will be charged at their hourly rate, as opposed to 100%.

Deactivating a user

To deactivate a user, click edit button next to the relevant user. A pop up will appear with the team member settings. Underneath the 'update' button you will see the actions to 'deactivate user' or 'invoke right to be forgotten'.

If you deactivate the user, they will no longer have access to the team however their existing posted time will continue to appear in the reports. If you invoke the right to be forgotten the user will be disassociated from their data and instead turned into “Anonymous User”. So their posted time will remain in the team however displayed as ‘anonymous’.


Team Settings

Team owners will have access to the team settings page. Here they can adjust global team settings and manage their plan. Team managers have read only access to this page but cannot make alterations.

To edit your team name (1) click on the pencil icon. Here you can also upload your team logo (2), which will be displayed on your team reports

You can view the number of active members (3) in your plan, as well as you current plan type (5). To view the plan costs in a different currency use the currency selector (4). If you wish to upgrade your plan (5) you can do so by clicking the relevant upgrade button.

Team Settings

Global settings:

  • Data retention period (6)

The data retention period is the period of time that we will store your data for you. There are limits for the time period based on the type of plan you are on.

  • Require tags to submit time (7)

Here you can choose if your team members are able to post time to the team without any team tags selected. If you choose 'yes' it means that an error message will appear if team members try to post time without at least one tag applied to it. This setting is a useful prompt to the team to tag their time. If you are integrated with your billing system, untagged time may be lost, so this is a great way to ensure this does not occur.

  • Require activity type (8)

The activity type is used for integrated systems. Some systems require an activity type to process the entry correctly or to correspond to billing settings. Here you can set the global team setting to 'yes' to ensure that team members do not post time without a relevant activity type.

  • Integration settings

These are used by system administrators for integrations to your existing billing or docketing system. These will vary depending on your active integrations.