Getting started with My Hours is very easy. You just need to signup, create a clients you work for and put
together some projects and tasks and you're set. Below is a step by step tutorial on how to create
all important things to get the most of My Hours.
If you don't have an account yet,
you can signup
Sign up via login page on application here.
You will get a confirmation email in your inbox. When you confirm this email, you can sign in here.
When you first sign up to My Hours, you will be greeted with a wizard to quickly set up your account. In wizard, you can set up projects, tasks, account preferences and add team members to your account if you started as Pro trial.
Although you can track your time without client, It is good practice to organize your
work around clients, even if you are working just for one company or client.
Creating a client is easy. Click Manage on a menu and then choose Clients:
If your client list is empty, you'll see just a create new client button. If you click on it,
the following screen apears:
After you click Save button, you are redirected back to the client list screen. You can
see, that a newly created client is displayed in the list:
If you want to edit your client, just click on its name and you'll get into edit mode.
Although you can track your time without project, It is good practice to organize your
work at least through a projects, but even better it is, if you add and assign a task to it.
Creating a project is easy. Click Manage on a menu and then choose Projects:
If your project list is empty, you'll see just a create new project button. If you click on it, the
following screen apears:
Only name input is mandatory to create a project, but we recommend, that you choose client as well. If your
client dropdown menu is empty, click Manage and then Client choice to create a client.
As you can see in the picture bellow, captain Picard created a project "Beta Quadrant", because he and his team wants to explore this quadrant.
He also selected a client and he marked that this project is billable. He chooses to bill on "Task hourly rate" because he
will bill his client by task rate. We will show the rest of the invoice methods later in this tutorial.
After you click Save button, Manage project screen is displayed, because you can now assign task or/and team members.
As you can see in the picture, we didn't assign any tasks yet. Assigning a task is not mandatory,
but is recommended if you want to have your things organized. If you click on the AddTask button and a dropdown list is empty,
you must create a task first. Click on CreateNewTask link and you will be redirected to Manage Task page, where you can create
a task (on how to create a task you can see in the next chapter of this tutorial).
Although you can track your time without task, It is good practice to organize your
work around tasks and assign them to project. This way, you will have your tracking data
organized and clean and so you will able to bill your clients more effectively.
Creating a task is easy. Click Manage on a menu and then choose Tasks:
If your task list is empty, you'll see just a create new task button. If you click on it, the
following screen apears:
Only name is mandatory, but as you can see, captain Picard also set an hourly rate and checked,
that this task is billable by default. This means that when he will add a track log and choose
this task, the track log will be billable and it will take task rate. He didn't check "is added to all future projects" checkbox,
because he didn't want to assign task automatically to all of the projects that he will create in the future.
If we click Save button, task list appears. We can see that task was succesfully created.
Assigning task to project
You can track your time completely without tasks, but we recommend, that you organize your work around tasks too.
If we take our example: captain Picard created "Beta Quadrant exploration" as a project, but he will test his
new warp drive system among other duties. So it is obvious, that he will assign his "Testing new warp drive system"
to a project.
You can assign task to a project so, that you click on particular project in a projects list:
Manage project screen appears and under Assign tasks section, you can see an Add task button:
If you click on Add task button a dropdown list opens, from where you can choose your task you want to assign.
As you can see, the task rate is allready set. When you select a task, click Assign button and your task will be assigned to your project.
Assigning team members to project
You can assign team members to a project if you click on the Add new Person.
After you click on the Save button, your team member will receive an email with sign in info.
You would later want to assign these team members to your projects. Click on the Manage->Projects and click on the desired project. Under assign team members, you can click on the Add Member button and assign team member to this project. Don't forget to click Assign and Save.
Create detailed track log
If we have projects, tasks and clients created, we can create detailed track log. Click on Track in the upper menu
so that Track page appears:
Click on Add button so that Time log popup appears:
Select client, project and task from dropdown menus and fill some data. After that click Save button.
This is how our track log is shown in a track view:
This is the same track log on Activity view:
This is our track log on Dashboard view, grouped by project:
Choosing invoice methods
When you're creating or editing a project you have 3 invoice methods to choose from:
- Project hourly rate
- Task hourly rate
- Person hourly rate
Project hourly rate
You will bill your clients by project hourly rate if your task rate is not defined. Regardless of what task will you assign (or even without task),
your track log will be billable by project hourly rate.
Task hourly rate
You will bill your clients by task hourly rate. When you will assign particular task to a project with task hourly rate,
the system will took task rate if it is set up allready. If not, you can enter task rate in the assign task section.
You can even override task rate, even the task rate is allready set by task itself.
Person hourly rate
If you want to bill your time track by person, you can choose this choice. It is a recomended setting if you want to
charge your clients by your personal hour and you don't have rate set on project or task.
If you're using My Hours to generate paychecks or reports, you'll need some kind of approval system. You can turn on approvals on:
You can set approvals on client level if you pick a Client and check "Admin must approve track logs for this client". From this point on, all of your track logs
for this client, will show pending, rejected or approved status.
You can set approvals on project level if you pick a Project and check "Admin must approve track logs for this project". From this point on, all of your track logs
for this project, will show pending, rejected or approved status.
You can set approvals on task level if you a Task and check "Admin must approve track logs for this task". From this point on, all of your track logs
for this task, will show pending, rejected or approved status.
You can set approvals on user level if you pick a user and check "Admin must approve track logs for this user". From this point on, all of your track logs
for this user, will show pending, rejected or approved status.
You can manage approvals in Manage->Approvals menu. When you approve or reject particular track log, you can also enter a reason text, so that team member can see
why particular track log was rejected or approved and take appropriate action. Once that track log is approved it can't be edited anymore. If track log is rejected, it can be deleted.
Picture below shows Luke Skywalker's Approvals view and its track log from Han Solo, that needs to be approved. To reject a track log, you can select it and press Reject track log button.
Next picture shows a comment popup that Luke has written for Han when he rejected a track log:
This is how rejected track log looks like:
And this is like Han Solo sees his rejected track in his Activity view
and on Track view
If Han clicks on rejected badge, comment from Luke shows up:
Invoice tracked time
If you have Pro version of My Hours, you can now generate invoices for you clients.
If you navigate to Report->Uninvoiced, you get the list of billable track logs with client/project set.
On uninvoiced view, you can select project/client to invoice and generate one or multiple invoices per client by hitting the Invoice selected button.
Tracked billable projects for this month are shown by default, but you can change date range by hitting the calendar icon or navigation arrows.
You can also clear some projects by making them unbillable with Unbill selected button.
If you navigate to Manage->Invoices, you get a list of generated invoices, option to filter them and a button to generate new invoice.
You can filter by client or by invoice status (draft, unpaid, partially paid, paid). If you click on specific invoice, you navigate to Manage Invoice view.
Manage invoice view
When you create invoice for single client, you are redirected to this view. Here, you can change properties of invoice when the invoice is still in the draft status.
If you are ready to issue your invoice, click on Issue button. This will lock other fields, just the internal note and status are available.
Under the properties, you get the body of invoice with client name and all invoiced projects, subtotal, tax, discount and total.
You can predefine tax for your clients in Manage->Clients and this tax will be automatically applied when generating invoice for this client.
You can print or generate PDF by clicking on the print button.
Account preferences for invoicing
In the top section of Account preferences (Manage->Profile->Account preferences), you can set Company Name, Address, Logo, Bank Account number, Tax number and Invoice number prefix. If you add company log
in the Account preferences, it will be shown on the invoice.
Quick tracking mode
You can enable Quick tracking mode if you go to Manage->Profile->Quick tracking mode.
Later, you navigate to Track page. You can start tracking immediately, even if you don't have any client,
project or task created like this:
Click Start button
Start typing what you are working on and hit enter (or return) key.
A track log was inserted in the system and you can see that counter is ticking. If you want to stop it, just hit a red stop key.
Bulk import for clients, projects, tasks and users
You can initiate bulk import for clients, projects, tasks and users if you go to Manage->Imports. You get detailed import instructions for each group if you select group from dropdown selector on Import page.