Activating Time tracking
To use Tempo Timesheets as your time tracking tool, you must activate it from the JIRA Administration > Issues page, accessible from the cog wheel on the JIRA sidebar.
The Global time tracking settings do NOT affect any Tempo add-ons.
Tempo permission roles
To start with you will need to set the permissions for the specific Tempo roles used with all of our products. To access these settings, click the gear icon in the JIRA sidebar to access the System page, and navigate to Global permissions under the General Configuration column, in the Security section.
These are the user groups of interest to your setup:
- Tempo Administrator. These users have access to the Tempo administration menu from the Tempo drop down menu. Tempo Administrators can set several settings affecting the setup/behaviour of Tempo Timesheets but may also set workload/holiday schemes and team roles that affect Tempo Teams.
- Tempo Account administrator. These users can create and configure accounts and manage account categories. Accounts may also be configured by the account manager of an account
- Tempo Team administrator. These users can create and configure Tempo teams and Tempo Programs. Teams may also be configured by the team lead of a team.
We recommend setting up specific JIRA user groups that will be assigned to the JIRA permission groups. At a minimum, you should create a JIRA group for Tempo Administrators, Tempo Team managers and Tempo account managers.
To add a new JIRA permission select the option at the bottom of the page shown below:
The Tempo administration roles are empty by default, meaning that the Tempo Administration menu is not accessible until you have assigned permissions to JIRA users to the Tempo Administrator role.
Once you have the Tempo administration permission you can access the Tempo settings section by clicking the gear icon in the Tempo sidebar, or by accessing the Tempo menu from the JIRA sidebar.
Internal issues may be used to make it easier for users to log work for often used and recurring issues like vacation, sick days or meetings etc. Separate issues are not created within the internal issues section, but rather linked to a JIRA issue in the sidebar of the calendar worklog.
From the Tempo administration menu (available to those with the Tempo administrator permission) select Internal Issues. Here you can add and remove any JIRA issues to or from the Internal issue section for the calendar worklog.
You should create a separate internal JIRA project for these kinds of activities with a separate JIRA project permission scheme so that you can restrict users from seeing each others worklogs on these activities.
Internal issues can also be filtered with an JQL function (issue.internal= 'true') in the issue search section.
When internal issues are selected in the worklog dialog, there is no remaining field.
In the logging work page, you can specify the maximum number of hours each user can log each day (including non-working days and public holidays). If the maximum is exceeded Tempo will display an error message when the user is logging work. You should adjust the default value (it is unlimited at first) to a suitable amount of hours. This could avoid a double time entry by mistake.
Changing the value to a lower value will not affect existing worklogs. But when updating existing worklogs Tempo will check if the maximum has been exceeded.
Setting work attributes is restricted to Tempo administrators only.
Work attributes make it possible to enter additional information in the create worklog screen. For example, you might want to add a worklog specific category for your worklogs or enter a mileage or other work related costs or to specify if a worklog should be marked as overtime. You may add a new work attribute by adding a name and selecting a type. You should be careful when deleting an existing work attribute, as existing values will be lost and cannot be restored.
The work attributes types are as follows:
- Checkbox can be used for a yes/no option
- Input field can be used as an additional text
- Numeric input field can be used for specifying a mileage or any other work related cost
- Static list (drop down menu) can be used to categorize a worklog any further. When you select this type you are prompted to enter the values that should be displayed in the drop down menu
Once you have added the work attributes from above, the fields will be added after the description section in the worklog dialog.
Workload and holiday schemes
In the Scheme section the Tempo administrator can set the workload (working hours per day) and the holiday scheme (public holidays) and assign team members/JIRA users to one of those schemes to tell Tempo how to calculate the team members’ work duty and available capacity.
The workload scheme tells Tempo the available capacity (Tempo Planner) and the work duty (Timesheets) for the team members. Non-working days are days with a workload of 0h.
The holiday scheme sets all public holidays for the team member. These days will be reduced from the capacity and the work duty of the team members. When doing plans in Tempo Planner and logging work in Tempo Timesheets the non-working days and holidays are not considered when planned/logged over a period including a non-working day or a holiday. To plan or log work on a non-working day the specific day has to be selected separately.
You can create as many workload schemes as you need. You might need to setup working schemes for part time employees, external consultants or employees working in different time zones.
Once you have created a workload scheme, you can click on the members link to assign them to one of the workload schemes. Even if JIRA users belong to more than one Tempo team they can only be assigned to one specific workload scheme.
In the member section of a workload scheme you are able to add JIRA users to a workload scheme or use the move button to assign the JIRA user to another scheme. Moving a JIRA user to another workload scheme will affect his available capacity and work duty and will also modify earlier records. As Tempo Planner stores plans as a percentage allocation per day, planned hours for individual team members would be affected by such a change.
Holiday schemes include fixed (recur always on the same date of the year) and floating holidays (recurs also but on different days between the years). You can configure multiple holiday schemes but only assign one scheme for each JIRA user in similar way how workload schemes are assigned. Enter the holiday scheme section and create and configure the holiday schemes as needed.
The Period configuration section is limited to Tempo administrators.
The Period configuration allows you to adjust the first day of the month that appears on the timesheet. Timesheet approvals dates are set in this section.
The Period management section is limited to Tempo administrators.
Team roles are used in Tempo Planner. Tempo Planner uses team roles to view allocations per team role and to spot free team role capacities.
Team roles can only be added, edited and removed by Tempo administrators.
From Team roles in the Teams section of the Tempo administration menu you can add, edit and delete Tempo team roles.
A team role may also be marked as a default role. Default team roles are automatically selected when adding team members to a Tempo team.
JIRA project schemes
In order to follow the steps below you will need to a be JIRA administrator or JIRA project administrator.
Timesheets follows JIRA project permissions. So in order for users to be able to log their time, they will need to have the proper JIRA project permission to log work on issues within a specific JIRA project. As JIRA allows to have different permission sets for different JIRA projects, time tracking might be enabled for some JIRA projects but for some others not. This might be useful to track only time on customer projects or restrict logging time for specific user groups (e.g. managers).
Enter the JIRA project administration and open the permission scheme of the JIRA project(s).
A JIRA permission scheme is divided into several sections (project permissions, issue permissions, voters and watchers, comments permissions, attachment permissions and time tracking permissions), but the relevant ones to your setup are the project and time tracking permission settings. In the Project permissions section you need to pay attention to the browse projects permissions in order to be able to select a JIRA project in any drop down menu and the manage sprints permission in order to be able to assign JIRA issues to a Tempo iteration.
The Time tracking permissions section determines users that may log time on issues or view other user’s worklogs. You might also want to restrict editing or deleting own or other users worklogs for the specific project(s). To be able to see other team members worklogs on the Tempo team timesheet, users will also need the Approve timesheet permission for the specific Tempo team. Another option to restrict users from logging work is the Work on issue permission. This option might be used, for example, if you would like only assigned users to log work on issues. The time tracking permissions are detailed below:
- Delete all worklogs to delete or move all worklogs (including for other users
- Delete own worklogs to delete or move all worklogs
- Edit all worklogs to modify all worklogs (including for other users)
- Edit own worklogs to modify own worklogs
- Log work for others to be able to log work for other team members (if they have the work on issue permission)
- View all worklogs to be able to see other team members worklogs in the project timesheet
- Work on issue to be able to log work on the JIRA project and to be able to perform any of the actions above
In addition, users need to have the Edit Issue permission in the Issue permission section to be able to set the remaining estimate on the worklog dialog screen.
To edit the JIRA permission scheme select edit permission from the Actions dropdown menu.
JIRA custom fields
Once a Tempo add-on has been enabled Tempo is creating several JIRA custom fields that are used from the Tempo add-ons in different ways. You are able to access these custom fields from JIRA Administration > Issues. Then navigate to Custom fields in the Fields section in the menu on the left hand side.
Tempo creates three different JIRA custom fields, described below:
- Accounts are used with Tempo Timesheets . Accounts are separated in four categories (billable, internal, capitalized and operation) and can be assigned to customers. When JIRA issues are assigned to accounts a reporting on underlying spent hours is possible with Tempo Timesheets
- Teams are used with all Tempo add-ons. When JIRA issues are assigned to teams they will appear in the Team board view in Tempo Planner.
- Iterations are used with Tempo Planner. An iteration is a team plan for a JIRA project and is similar to a JIRA sprint. An iteration has a start and an end date and a unique name.
In order to use these fields with JIRA you will need to add them to those issue screens that you use in your JIRA projects. Once you have added these custom fields to your JIRA project issue screen users can select proper values for those fields if you have linked the account to those JIRA projects (only applies to the account field, all teams can be selected for the team field). An exception is the iteration field. Iterations are populated automatically from the Team backlog and can not been selected from an JIRA issue screen but still need to be added to the JIRA issue screens in order to be displayed if an JIRA issue is assigned to an iteration.
By using the field configuration scheme all Tempo JIRA custom fields can be set as required (JIRA cloud). This might be useful to ensure all issues are assigned to a Tempo account field for specific JIRA projects.
JIRA issue status categories
The JIRA issue status categories are used in the Team backlog, the Team board and the Program overview. Your JIRA administrator needs to set these settings. As a JIRA administrator select JIRA Administration > Issues. From the menu on the left hand side select Statuses in the Issue Attributes section. A list of all JIRA issue statuses appears on the main window. You need to make sure that a proper Category is selected for all issue statuses.
If a JIRA issue status has no category you will need to edit the JIRA issue status by pressing the edit button. Then select a proper category and update the JIRA issue status accordingly.
JIRA notification schemes
The JIRA notification scheme is affected by Tempo timesheets. Each time a worklog is entered on an issue, JIRA will check if an notification rule exists for the JIRA project the JIRA issue is created in and send an email to users that are specified on the notification rule. These might be watchers, assignees and reporters of the issue. Check the Work logged on issue, Work started on issue, Work stopped on issue, Issue worklog update and Issue Worklog deleted as they are in sync with Tempo worklogs and will send an email notification on those triggers to the JIRA users that are defined for those events.
From the action menu on the top you can change the Notification scheme settings
If you have specified internal issues you might need to search for those JIRA issues with:
- issue.internal= 'true'
If JIRA issues are assigned to a Tempo team you can use these JQL functions:
- team.lead = "<Team lead name>" - This returns all issues that are linked to a team to which the selected team lead is the lead.
- project.teamProgramName = "<Program name>" - This returns all issues of the JIRA project(s) that are linked to a team of the Tempo program.
- project.teamName = "<Team name>" - This returns all issues of the JIRA project(s) that are linked to a team of the Tempo program
- Team.program = "<Program name>" - This returns all issues that are assigned to a team of the specified Tempo program
- Team = "<Team name>" - This returns all issues that are assigned to the specified team
- Team.id = "<Team id>" - This returns all issues that are assigned to the specified team ID
If JIRA issues are assigned to a Tempo account you can use these JQL functions:
- Account.status = "<Status name>" - This returns all issues that are assigned to an account that is the specified status (open, closed, archived).
- Account.key = <Account key> - This returns all issues that are assigned to an account with the specified key.
- Account = "<Account name>" - This returns all issues that are assigned to an account with the specified name.
- Account.id = <Account id> - This returns all issues that are assigned to an account with the specified name.
- Account.customer.name = "<Customer name>" - This returns all issues that are assigned to an account that belong to the specified account customer.
- Account.global = "TRUE" - This returns all issues that are assigned to an account that is specified as a global account
- Account.customer.key = <Customer key> - This returns all issues that are assigned to an account with the specified customer key.
- Account.customer.id = <Customer id> - This returns all issues that are assigned to an account with the specified customer ID.
- Account.category.type = "<Account category type>" - This returns all issues that are assigned to an account that belongs to the specified account category type (billable, operational, capitalized, internal).
- Account.category.name = ""<Account category name>" - This returns all issues that are assigned to an account within the specified account category.
- Account.category.key = <Account category key> - This returns all issues that are assigned to an account within the specified account category key.
Tempo mobile app
Tempo offers a mobile app that is both available on the iOS App Store and the Google Play store. The Tempo mobile app allows users to log their work within Tempo Timesheets and it also displays all individual plans made in Tempo Planner. Plans from Tempo Planner on JIRA issues can easily converted into worklogs. The Tempo mobile app also supports an integration with Google calendar and the Office 365 calendar. The mobile app will show all calendar entries for each day and will allow you to convert all meeting entries as worklogs on any JIRA issue. With the JIRA issue key specified in the meeting event the mobile app will automatically pick the correct JIRA issue for the worklog to be created.
The mobile app reports on your current worklog progress.
Before you can use the Tempo mobile you will need to connect it to your JIRA instance by providing the url of your JIRA instance, your username and password. The app will store these credentials so you are not prompted for the login details after the initial setup.
Tempo also has several gadgets that can be integrated into JIRA dashboards. You can find Tempo gadgets in the add gadget menu on the dashboard.
To add a gadget to the dashboard click on the Add gadget button on the right hand side. You may also place the same gadget several times on the same dashboard.
These are the gadgets that can be used with Tempo Timesheets:
- Tempo people in Version shows all worklogs that have been working on for a specific version of a JIRA project.
- Tempo Team hours shows all logged and required hours for all team members for a selected team.
- Tempo Team Timesheet shows all worklog details for a specific team for a selected time period.
- Tempo Tracker shows all active time trackers. You may add new trackers from here or activate them from within a JIRA issue.
- Tempo User timesheet shows the active logged hours for the active user.
- Tempo user timesheet progress shows the progress of time work duty for the active user.
- Tempo worklog distribution shows all worklogs for a time period grouped by issues, projects, users or accounts.
- Tempo Account Custom Budget Burn-up chart
- Tempo Account Monthly Budget Burn-up chart
- Tempo Account hours by Customer shows all worklogs on JIRA issues that have been assigned to a Tempo Account grouped by customers.
The gadgets that you can select for Tempo Planner are:
- User agenda shows all planned items for the active user from Tempo Planner and all assigned JIRA issue to the active user.
- Planned time by team shows all planned items for a specific team grouped by JIRA projects.