Time tracking
Time tracking in Hardfin allows you to track time spent across your business with comprehensive recording, categorization, and reporting capabilities. This system provides centralized time tracking that spans across projects, people, and activities. You can easily import or export time (and hourly cost) information to or from other systems, such as payroll, to keep everything in sync.
Overview
The time tracking system enables you to:
Record time entries including hours and costs
Track time details such as assigning people, projects, and categories
Export time data to Excel for external analysis and reporting
Import time data from CSV files with flexible formatting support
Report on time with comprehensive reporting and analytics
Time records include essential details such as date, duration, category, person, rate (optional), project (optional), and descriptive notes. All time entries are automatically audited for accountability.
Access time tracking
Navigate to the Time tracking section in the main navigation to access all time tracking features. The time tracking interface provides a comprehensive view of all time records with filtering, search, and management capabilities.
View time records
Time records are listed include the date, person, hours, rate, total, project, category, and description. Records can be quickly filtered or searched to drill into the most relevant details. Choose the "Table" view on the time tracking page to view the time tracking data, time series reports, and analysis charts.
View time analytics
Time tracking integrates with Hardfin's reporting system to provide comprehensive insights into resource allocation, project time distribution, and operational efficiency. Filters and searching apply instantly to analytics, to make it easy to report only on relevant details.
Choose the "Analytics" view on the time tracking page to view the time tracking data, time series reports, and analysis charts. Users can toggle the view between Time (hours) or Dollars (cost).
Time analytics include summary data that provide immediate visibility into key time metrics without scrolling through detailed records. These summary widgets display at the top of the time records page:
Total hours - Sum of all time entries in the current view
Total value - Aggregate billable value of all time records
Weighted average hourly rate - Average rate across all time entries, weighted by hours
Total time records - Number of individual time entries logged
Time analytics also includes configurable visual charts with comprehensive breakdowns by person, project and category,
Log time records
A new time record can be added in moments in the Hardfin app, or can be imported in bulk from other applications.
Add new time records
Create new time entries using the "Add time" button. Each time record includes:
Date - When the work was performed
Duration - Time spent (supports flexible formats like "1h 30m", "90m", or "1.5h")
Person - Person who performed the work
Category - Classification of the work type (see time categories)
Description - Additional details about the work performed
Optional information includes:
Project - Associate time with a specific project
Rate - Hourly rate for cost calculations (if applicable)
Time entry validation. When entering time records, users will receive a warning to help ensure accurate time tracking. These warning appear when logging over 8 hours or over 16 hours for a single day. These thresholds helps identify potential data entry errors or excessive work hours that may need attention.
Edit time records
Existing time records can be modified by selecting the edit option for any entry. Changes are tracked in the audit log, providing complete visibility into modifications and maintaining accountability for time tracking accuracy.
Delete time records
Time records can be removed when necessary, with confirmation dialogs to prevent accidental deletion. Deletion actions are logged in the audit system for compliance and tracking purposes.
Export time data
Time data can be exported to Excel for additional analysis and reporting. You can also export time data for rapid import into other systems, such as payroll.
Excel export
Export comprehensive time data to Excel format for external analysis, reporting, and integration with other systems. Time exports include:
Complete time details - All recorded information including person, project, duration, and categories
Calculated totals - Automatic summation of hours and costs where applicable
Formatted output - Professional Excel formatting for immediate use
To export time data, simply click the "Export time data" button at the bottom of the time tracking table. Your data will be downloaded in Excel format.
Import time data
Time data can be imported from CSV files for rapid assignment of time to projects and people. You can also import time data for rapid sync with other systems, such as payroll.
Bulk CSV import
Import large volumes of time data efficiently using CSV files. The import system supports flexible formatting and validates data to ensure accuracy. Required fields include:
Date - Work date in standard date formats
Duration - Time spent (flexible format support)
Category - Work classification
Person - Person assignment
Supported duration formats include:
Hours and minutes: "1h 30m", "2h 15m"
Minutes only: "90m", "135m"
Decimal hours: "1.5h", "2.25h"
Mixed formats within the same import file
To import time data, click the "Import from file" button in the dropdown menu next to the "Add time" button. Follow the simple wizard instructions to upload your data.
Time categories
Categories improve reporting and analysis. Categorized time can be filtered and grouped in reports, making it easier to understand resource allocation and optimize operational efficiency.
Time records are organized using predefined categories that align with common business activities:
Engineering & setup
Product design & development - Mechanical/electrical design, prototyping
Site planning & survey - Floorplan work, cable routing, on-site assessments
Hardware setup & staging - Power setup, racking, ID labeling, barcoding
Firmware & software configuration - OS installs, firmware updates, remote provisioning
Customization & engineering - Electrical/mechanical mods, harness design, kit prep
Integration & testing - Bench tests, firmware QA, field commissioning
Quality assurance & rework - Field fixes, QA inspections, validation testing
Field activity
Deployment & installation - On-site setup, physical install, power and network connection
Field service & repair - Troubleshooting, diagnostics, equipment repair
Retrieval & decommission - Uninstall, asset return, end-of-service collection
Travel - Driving, flying, commuting between job sites
Coordination & engagement
Project planning & external coordination - Scoping work, managing resources, status tracking
Team meetings & internal coordination - Standups, internal syncs, cross-functional planning
Documentation & process development - Writing SOPs, documenting field lessons
Customer training & onboarding - Training users, walking through documentation
Support & issue resolution - Troubleshooting remotely, fielding post-deployment questions
Professional services
Legal & regulatory services - Contract review, IP support, site-specific compliance advice
Accounting & finance services - Bookkeeping, financial planning, tax advisory
Strategic consulting - Field ops advisors, GTM consultants
Development & strategy
Training & certification - Online courses, safety training, certifications
Research & innovation - Evaluating new tools, prototypes, experimental features
Strategic planning - Roadmapping, long-term design discussions
Other
Other - Unclassified or uncategorized time
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