How to use time display in Beesbusy for time tracking & reporting

In this article, find the various possibilities to visualize time tracking reports:

Time tracking report for a project.
- Export by task list and by task from the When view.
- Export by member from the Who view.
Time tracking report for several projects.
- Export by project, task list and task from the Multi-projects Gantt view.
- Export by member from the Multi-project Calendars view.
Display of time in planning views.
Project progress management with the Global dashboard.
Creating your own reports.

Information on time management

To understand how time management works in general and in Beesbusy in particular, you can read the article “Understanding time management”: https://www.beesbusy.com/resources/features/time-management/time-management-beesbusy/

Time tracking report for a project

The time tracking export on a project can be displayed from the When view and from the Who view.

From the When view, you get a display focused on time tracking report by task list and by task.
From the Who view, you get a display focused on time tracking report by member.

In both views, click on the export button on the right top of the project:

A window with export options will pop up:

You have several options:

Export time data over a selected range, to analyze only the selected period and not the entire project.
Display the data in the export in days (rounded to the nearest whole number), or in hours, or in days and hours.
Choose an export format:
- Detailed export: find all the data in the same format as in Beesbusy, with sections grouping the times by list, member… The file is in .xls format.
- Raw Excel export: find all your data one after the other, without totals or groupings. The file is in .xls format.
- CSV raw export: find all your data one after the other, without totals or groupings. The file is in .csv format.
Exclude tasks without time.
Exclude unassigned tasks.
Display the special fields.

Warning: whatever view you choose, the time summary export takes into account the active filters (member, smart-tag, status and label).

Time tracking export from the When view

The time export from the When view is presented by task list:

Export time tracking from the Gantt chart

Meaning of the values:

Task start/finish: start and end dates of the task, defined in its When tab (= task duration).
Period type: indicates whether the period is in days or in hours.
Period start/finish : dates between which work has been scheduled for the concerned member.
Initial time: expected time to complete the task .
Planned time: time that has been planned over a specific period (day, week, month).
Achieved time: time spent on the task.
Remaining time: remaining time needed to complete the task.
Unit: indicates the time unit in which the workload is assigned (days or hours).

Time tracking report in the Who view

The export of times from the Who view is presented by person:

Time tracking export displayed by resources

The Excel workbook has a general summary tab, as well as a tab by person.

Good to know: the exports of the time summaries from the Who and Calendars views include the unavailabilities entered by the members in their agenda. See the article on time entry in the calendar: https://www.beesbusy.com/resources/features/agenda/how-see-my-schedule-tasks/

Meaning of the values:

Task start/finish: start and end dates of the task, defined in its When tab (= task duration).
Period type: indicates whether the period is in days or in hours.
Period start/finish : dates between which work has been scheduled for the concerned member.
Initial time: expected time to complete the task .
Planned time: time that has been planned over a specific period (day, week, month).
Achieved time: time spent on the task .
Remaining time: remaining time needed to complete the task.
Unit: indicates the time unit in which the workload is assigned (days or hours).

Time tracking report for several projects

The time tracking report for several projects can be displayed in the Gantt and Calendars multi-projects views.

In the Gantt view, you get a report focused on time by project, task list and task.
In the Calendars view, you get a report focused on time by member and by project.

You can customize your display using filters : projects, members tasks status. To do this, use the filter tool located at the top right:

Except for the fact that the extracted data concern several projects at the same time, the exports are built in the same way as in single project.

Display of time in planning views

In the planning views of a project (When and Who) and in the multi-projects views (Schedule, Gantt, and Calendars), hatching lines show when the logged times exceed the duration of a task.

Use time tracking for overall project management

You can manage your projects and their progress with the time tracking and planning features. To get an overview of your projects, use the Global dashboard. To know more about it, click on the following link: https://www.beesbusy.com/resources/features/dashboard/global-dashboard/

Creating your own reports

In the dashboard, you can customize your own reports to track times, thanks to the reporting feature. To know more about it, click on the following link: https://www.beesbusy.com/resources/features/dashboard/reporting/

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