Tempo Timesheets

Tempo Accounts

About Tempo Accounts

With Tempo Accounts you are able to track time across JIRA projects. Tempo Accounts make it possible to track your effort for your customers and to utilize billable, capitalized, operational and internal time of your teams. Tempo accounts help to understand the effort that is spent on the company's activities but Tempo accounts support also the monthly invoicing process for customers.

Once you have installed Tempo Timesheets a Tempo account manager can create accounts. Both Tempo Account managers and Account leads have the ability to configure accounts. Timesheets will also create a new JIRA account custom field that needs to be implemented in your JIRA issue screens in order to assign a JIRA issue to an Account. You can choose an account from all accounts that are linked to the JIRA project. Once an Account is assigned to a JIRA issue the Timesheet report will pick up all worklogs for a specific Account. The picture below shows the relationship between an Account and the worklogs.

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In the configuration setup you will need to link an Account to a JIRA project. Once a JIRA project is linked to an Account, the Account will be available in the account field dropdown on the JIRA issue screen. All worklogs on the JIRA issue with that account will appear in the Timesheet account report.

Managing accounts

Tempo accounts can be viewed and managed from the Account overview section by selecting Tempo > Accounts. This will bring you to the overview page of existing accounts. Using the dropdown options on top of the list may help you to filter the accounts that you want to look at. In this page, users that are not account managers see the list of accounts that are linked to project that they have the browse project permission for.

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In order to be able to create or to delete a new account you will need to have the Tempo account manager permissions. Each account has an assigned account lead that has permissions to configure all account details. The account categories are managed in the account category section. Each account can be assigned to an external or internal customer. Accounts can be in an open, closed or archived status*. All the entered account fields can be used within the Tempo JQL to search for JIRA issue that are assigned to JIRA issues with the Tempo account custom field.

Clicking on an existing account on the account overview page takes you to the configuration page of the account (if you are an account lead or have the Tempo account manager permissions).

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The account configuration page will allow you to link a JIRA project to an account (1). The account custom field in the JIRA issue screen will be restricted to those accounts that have been linked to the JIRA project of the JIRA issue. Marking the account as global makes the account available for all JIRA projects* (3).

You might also want to set a monthly budget for service contracts and account managers can watch the progress of the account budgets in the account burn-up gadget (2). Clicking on the Timesheet button on the top right (4) will bring to the Timesheet report prefiltered on all worklogs for the selected account.

Account customers

Tempo accounts customers can be viewed and managed from the Account overview section by selecting Tempo > Accounts and then click on the customers button in the top right.

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In order to be able to create or to delete a new account customer you will need to have the Tempo Account manager permissions.

Setting the account customers will make it possible to track the time spent on your customers in the account customer gadgets.

Account categories

Tempo accounts categories can be viewed and managed from the Account overview section by selecting Tempo > Accounts and then click on the categories button on the top right.

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In order to be able to create or to delete a new account category you will need to have the Tempo account manager permissions.

Setting the account category will make it possible to track the time spent on your customer categories in the Tempo total hours gadget. You can find their descriptions below.

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My work

The worklog calendar

The calendar shows the user worklogs (8) for the current week and helps users to log time and see the progress of the daily work (7).

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The time period can be changed by entering another date range (1) and the navigation buttons can be used to navigate to previous or later weeks. The calendar view may be switched to a time lined view to specify a start time for the worklogs (2). It is also possible to submit the timesheet (3) and switch to the timesheet view (4).

The worklog calendar can also be used to log work by clicking on the calendar (9) or drag and drop the issues from the sidebar on to the calendar (5).

Worklogs can be dragged and dropped and also copied in the Worklog calendar. You can configure what JIRA issues should be shown on the sidebar by adjusting the sidebar configuration (6) including internal issues.

The user timesheet

The user timesheet is available for all JIRA users with a “work on issue” permission on any existing JIRA project. To access the user timesheet go to Tempo > My work or click on the My work icon from the Tempo menu on the left hand side. By default the My work section is opened in the calendar view. By clicking on the Timesheet (7) toggle button on the top right you can switch to the user timesheet view.

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The user timesheet displays all worklogs for the logged in user (13) in the period that has been selected (1).

Some further explanations can be found in detail below:

    1. Time period. With the navigation buttons you are able to select a previous or later time period. By clicking on the calendar icon the date range can be changed.
    2. Group by function allows to display the worklog information to be grouped by various options (issues, JIRA projects and worklogs). More than one grouping option may be selected and the order might be changed by dragging and dropping the options into the order wanted.
    3. Total hours that have been logged for the logged in user in the selected time period (1).
    4. Log work button reveals the worklog dialog screen.
    5. Submit timesheet button reveals the submit timesheet dialog screen. Clicking on the drop down arrow list other unsent timesheets for previous time periods.
    6. Switch to the calendar worklog view.
    7. Switch to the user timesheet view.
    8. Toggle button to switch between the timesheet grid view and the list view. The timesheet view shows the logged hours in a grid of the selected time period (1) and the selected interval (9). By clicking in the timesheet grid existing worklogs can be edited or new ones can be created when the selected cell has no time entry already (the worklog dialog screen appears).
    9. Interval button to group logged hours per day, week, month or quarter.
    10. Adding/removing columns of the displayed worklogs. Depending on the selected view (8) columns will appear. Only the list view displays all columns.
    11. Totals for each interval selected (9).

  1. The timesheet grid view or list view depending on the selected option (8). Existing worklogs can be edited and new ones can be created.
  2. The logged-in username.

Timesheet reports

The timesheet report section allows users to query the entered worklogs in multiple ways and generate a worklog report that fits to the users needs. Users can see worklogs for selected JIRA projects, Tempo teams, Tempo accounts, specific JIRA issues or JIRA users or a mix of those. The entered worklog information can additionally be filtered for a custom time period and be sorted by JIRA users, JIRA projects, JIRA issues or Tempo worklogs.

The Tempo Timesheet report can be accessed from Tempo > Reports or from the report icon on the Tempo menu on the left hand side.

The screenshot below shows one possible Timesheet report setup where worklogs are shown for several JIRA projects. The worklogs are summed up for each JIRA issue and then for each JIRA user. The worklogs that are displayed depend on the restriction of the JIRA project permissions for the user who is generating the report.

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  1. Time period. With the navigation buttons you are able to select a previous or future time period. By clicking on the calendar icon the date range can be changed.
  2. The filter by function allows to look at worklogs within JIRA projects, Tempo Teams or Tempo Accounts.
  3. The group by function allows to display the worklog information to be grouped by various options (JIRA issues, JIRA users, JIRA projects and worklogs). More than one grouping option may be selected and the order might be changed by dragging and dropping the options into the order wanted.
  4. Toggle button to switch between the timesheet grid view and the list view. The timesheet view shows the logged hours in a grid of the selected time period (1) and the selected interval (9). By clicking in the timesheet grid existing worklogs can be edited or new ones can be created when the selected cell has no time entry already (worklog dialog screen appears).
  5. Total hours that have been logged in the selected time period (1).
  6. The log work button reveals the worklog dialog screen.
  7. The interval button groups logged hours per day, week, month or quarter.
  8. Here you can add or remove columns in the displayed worklogs. Depending on the selected view, (4) columns appear. Only the list view displays all columns.
  9. Totals for each interval selected (7).

The timesheet report is also accessible directly from the JIRA project menu. When viewing the timesheet report it is prefiltered on the current JIRA project.

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Timesheet approvals

Timesheet approvals are an effective way to ensure that all JIRA users have entered all their worklogs for the current time period. The amount of time entered for each JIRA user is set in the Tempo workload scheme minus the public holidays set in the same section. That means users do not need to log work for public holidays, but they will need to log work for other internal issues like vacations, sick days or paternity leave.

Timesheets can be submitted by the user and be sent to a team lead with the proper permissions.

Once a timesheet is submitted the user is no longer permitted to edit his worklogs for the submitted time period. The team lead or a user with the approve timesheet permission is able to approve or reject the users timesheets.

Submitting a timesheet for approval

Timesheets can be sent for approval by a user from Tempo > My work. The Submit button on the top right will show all the most recent timesheets.

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Clicking the Submit button will display Submit timesheet for review dialog.

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  1. The period logged in the timesheet.
  2. Information about the logged and required hours.
  3. System check to validate worklogs.
  4. Information of amount of worklogs needed to fulfill the required hours.
  5. Selects the reviewer for the timesheets. As the user might be in different teams with different users with an approve timesheet permission, more than one timesheet approvers might appear in the drop down list.
  6. Comments to be sent with this timesheet.
  7. Shortcut to the timesheet to be submitted. This allows you to review it.

To send the timesheet for approval, click on the Submit timesheet button.

Approving timesheets

Team leads or users with the Approve Timesheets permission are able to review submitted timesheets from team members and may approve or reject a timesheet.

From the Teams overview page the team lead can navigate to the Approve section on the top right.

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Entering the Approval section will reveal all the team members' timesheets.

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The timesheets are divided into timesheets that await approval (1), timesheets that are ready to submit (2) and have not been submitted by the user so far and also timesheets that have been approved (3). Other time periods can be selected when navigating by date. All timesheets show the user name and how many hours of the needed workload have already been logged for the selected time period (8).

 Timesheets can be approved (5), submitted (6) and reopened (7) to modify already submitted and approved timesheets by pressing the corresponding buttons. A multi-select option is available for those actions (4).

Logging work

Logging work is the core feature of Tempo Timesheets. 

The information on worklogs in Tempo are inherited from the JIRA issues, so these are also visible in the Timesheet reports.

The worklog dialog screen

The worklog screen is accessible from the calendar, the timesheet view, the JIRA issue, from the tracker and from the mobile app. The worklog screen is intuitive to use and makes it easy for users to log their work.

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  • In the user drop down field the logged in user appears by default. If you have permission to log also for other users you may pick these users from the drop down menu.
  • The issue key drop down provides all issues from all browseable JIRA projects. But you might still lack permission to log work on these JIRA issue. In these cases you will get an error message while you try to log work
  • Ticking the Period checkbox will provide an additional end date field to the worklog screen. This enables users to log work for several days at once. Logging work for a period will create separated worklogs for each working day according to the workload scheme of the user.
  • In the Date field the date can be picked when the work actually took place
  • The Remaining estimate will update the remaining estimate field of the JIRA issue. The remaining estimate value is default the current remaining estimate - work logged, but it can be changed
  • The Description field can be used to describe the worklog activity

Additional fields can be added to the worklog screen dialog beneath the description field as work attributes.

Logging work in the calendar

The calendar shows your worklogs in a calendar view with boxes for each time entry. Clicking anywhere in the calendar will bring up the worklog screen.

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You can also drag and drop the JIRA issues from the sidebar on the right hand side on the calendar.

Logging work within a JIRA issue

You can log work within a JIRA issue. Directly from the Log work button (1) from the JIRA issue drop down menu (2) and from the time tracking section (3).

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Time tracker

The time tracker allows logging time in real time. The time tracker acts like a stopwatch while you are working on your JIRA issue. The tracker can be activated within a JIRA issue from the trackers section.

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 All active trackers are shown in the Tempo trackers gadget. Activated tracker from the JIRA issues are already labeled with the JIRA issue key.

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To start a new tracker from the Gadget press the “+” button (1). You can activate more than one tracker at a time and you are able to start and pause a tracker at any time (3). When you have completed your work press the log work button (2).

This will bring up the worklog screen.

Viewing worklogs

Whenever a worklog is entered in Timesheets it is logged within a JIRA issue.

The Activity stream of a JIRA issue will show all worklogs that have been entered on the JIRA issue regardless of the permissions of the user. The logs are displaying the amount of time that has been entered and for which day but without telling who has made them.

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The Tempo section within the JIRA issue shows own or all worklogs (1) on the JIRA issue depending on the permissions of the logged in user.

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By default worklogs are only shown for the current month, but the time period can be changed (2) and the worklogs can also be shown in the timesheet report view with the JIRA issue prefiltered (3).

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