Welcome to TimeCamp Help!

Getting started guide


This checklist covers everything you need to successfully get started with the TimeCamp time tracker. It will familiarize you with TimeCamp and its main features. Detailed instructions and advanced capabilities are covered in separate articles. Links to them can be found in the guide below but you can also use the article search box at the top of the Help and Documentation page to find descriptions of the features you are interested in. 

Let's start tracking time!


Before you start

TimeCamp is a SaaS software that allows you to track time spent on projects. We offer 3 versions of the TimeCamp app:

  • web application - app.timecamp.com is a full version of TimeCamp that supports all available features;
  • desktop application - a small widget that runs in the background and recognizes activities performed on your computer;
  • mobile application - an additional which allows you to track time and supports a GPS feature;

 Projects can be created manually by users or imported from the CSV file and other programs the users choose to integrate with. Budgets can be added to projects and the team can be held accountable based on the recorded data. 

You can also track computer activity, such as websites visited and time spent on each document. To track computer activity, use the desktop application which is free to download from the web application.

Support

We provide free support for all users. Our technical Agents are available Monday-Friday. Fill in the Contact Form and provide as many details as possible.

We also encourage you to browse through this Help and Documentation page, to learn how to use TimeCamp and find answers to your questions. 

We offer 24h chat support for the Basic, Pro, and Enterprise plans' users.

Terms & conditions

You will find all about our terms and conditions here


How to use TimeCamp? System navigation

Create and set up your account

Go to https://app.timecamp.com/auth/register and create the account. You will become the Account Owner who is able to invite people to this account, change all the settings, and owns all the data on the account.


After signing up you will be introduced to a quick onboarding tour, which we recommend go through, but it can be skipped.

When you log into your account, you will see the main module called Timesheet. This is where you will add and see your daily tracked tasks, ready to edit at any time if needed. On the left side of the interface is a menu that you can quickly expand by clicking on the menu opener (the > icon). There you will find reports, active modules, and the users manage tab.


In the upper right corner, you see 4 icons - a gear wheel, an “?” icon, a human + icon, and my profile (your avatar) icon. 

The first one on the left is a gear wheel that allows you to go to the settings of your entire account, integrations, and billing, where you can modify your subscription details. 

Only the Administrator of the account has access to the Settings and Subscription menu.

If you don’t see the Settings and Subscription icons - you are either a user, supervisor, or guest and your permissions on the account are limited. If you think that you might need another role on the account, contact the administrator of your account.


After clicking on the Settings icon, you will find the General settings of the account, Add-ons (a tab with all the modules), and Billing Rates (after you enable this module). You can learn what billing rates are and what they are used for here.



Under Settings, you’ll find Integrations, where you can create new and manage existing integrations with other software.  


The question mark button is where you can seek help (by going to the Help documentation or creating a support ticket), send us your feedback (which we very much look forward to!), get to know how to Become a Partner, and to see What's new in TimeCamp.


The human + icon allows you to invite users from any place on the website application.


The last icon leads to your personal profile settings. Here you can change your email address and password. If you are an account administrator, you can change the email addresses and passwords of your entire team. Here you can also set your name, add a profile picture by creating a gravatar link, choose one from 6 available languages, and set the desired theme for your profile. You can also choose which email notifications you want to receive. 


When it comes to the time zone, it will be automatically adjusted to the time zone of your computer, no matter if you are an Account Owner or a User.

We prepared a video Getting started guide which can be watched at this link. Watch our Guide here!


Inviting users and setting their account roles

Let's go to the left-side menu.

If you are an account Administrator, you will see the Users tab. Click on it and invite your team to your TimeCamp account. 

If you use one of our paid plans before you invite your coworkers make sure that you have enough seats. To check that go to your subscription page and add licenses if needed. 


You can invite people in 3 ways, depending on your needs:

  • manually enter email addresses in the empty fields

  • create an invitation link and send it to your colleagues

  • invite multiple users at once (import CSV file with addresses of your team)

At this point, you can decide on the projects you want to assign invited people to (if you haven't created any projects yet, don't worry - we will be going through them in the next part of this guide) and modify permission for these people.


Invited users must accept the invitation sent to their email address to become a part of your team on the account. 

You can also add users to your account by clicking on the human+ (Invite your team button) - next to the question mark in the upper-right corner.

After inviting people, you will see their names in the Users tab and you can decide what role on the account each person has.


What if the person already has an account?  

Remember, if the invited user already has an account, once the invitation is accepted, only their computer activities will be transferred to your account. To transfer other data, such as time entries, and projects, between accounts, fill in the Contact Form and describe all the details of your case. If you do not mind losing them - just accept the invitation.

By transferring a previous account to a new one, the owner of the account you joined becomes the owner of all the recorded data. 


What else can I do with users?

If you need to create user groups, TimeCamp allows you to recreate your company’s structure. One user can belong to multiple groups and have different roles in each of them. Read more about users and groups of them here.

Groups are extremely helpful if you have many users and/or need different settings for each group of people, e.g. different default workday lengths, different hourly billing rates, or other time-tracking rules.

Remember that you can change users’ roles at any time and you can add a billing rate per hour for each user and for each user in a project. Learn more from this article.


Create projects and assign users

Projects and tasks

You can create projects and tasks from two places on the site:

  • Projects - go to the Projects tab on the left-side menu, then click the green Add Project button. Name the project and save it by clicking the Create New Project button. To add a task or subtask click or hover the mouse cursor on the desired project and click on the green Add task button.


  • Timesheet - go to your Timesheet on the left-side menu and click on the projects search box, where you will also see a full list of your existing projects. Next, click the gray plus icon and decide whether you want to add the task to an existing project or create a new one. 


You can edit your projects at any time.


Assign people to projects

Go to the Projects module and click on the project you want to assign people to open the edit panel. In the edit panel, just underneath the name of the project, you will find two buttons - Assign group and Assign people. The first button allows you to add an entire group of people to the project and the second button allows you to add only selected users. 

Use the same method to add people to tasks and subtasks.


Project Team - permissions

After creating a project or task, and assigning your colleagues to it, select their roles in this particular project. Remember - those project roles are separate from account roles and do not affect each other, so an account User can successfully act as a Project Manager on a selected project. 

Read more about the differences between project roles here

Click on the name of the role and choose the one you want for a specific person. With the Pro plan, you can also create custom roles and modify permissions


Budget

Each project can have its own budget set by you whether these are hours or money.  Moreover, you can set an hourly billing rate for each user in a specific project or task.

Learn more about this feature here.  

Again, the budget for a project can be set in the project's management panel. Choose between hours and fee budget by clicking on the Estimated button and inputting a budget value.

Below that, you have an option called "Time from this task is billable by default" - if selected, any time entries for this specific project will be automatically marked as billable.


Add tags 

To each project, you can add specific tags or a full list of tags. To add tags to the project, open the project's management panel again, scroll down through it and click on the Define tag list button. 


Tags need to be created first in the Tags tab. 

Tags will be very beneficial while reporting since you can use them as one type of filter. Moreover, you can select mandatory tags, so chosen tags are obligatory to select. Learn more about tags from this article.

Remember to click on the green Save button at the bottom of the edit panel to keep all the changes!


Integrate with other software

If you use other software such as Trello, Asana, Monday, etc., you can easily connect them with your TimeCamp account. Integrations will allow you to store all the tasks and boards you need in one place - in the projects tab on your TimeCamp account. The imported tasks will be visible as projects, so you can assign people to them, set their roles in projects, add budgets, and much more. You can also integrate it with your calendar and have all your events on your timesheet. 

To enable desired integrations, navigate to the gear in the upper-right corner of your TimeCamp account's page and click on the Integrations tab. Then, scroll through the Integrations page or use the search box to find the integrations you need.


To find detailed instructions on enabling selected integration, type the name of the software in the articles search box at the top of the Help and Documentation page or use this link.

If there is a missing integration, you can create it on your own with our Developers API. The API documentation is available here.


Track your time

You can track time spent on your projects in 4 ways:

  • web application (timesheet)- manually start a timer for the selected task, or add the total duration if you forgot to start the timer earlier. You can learn more here;

  • desktop application - track time and collect the activity of your computer. You can use manual or automatic mode. Automatic mode can take your mind off thinking about switching between tasks with its ability to recognize keywords. For more information on the automatic mode go to this article.

  • plugins - our plugins allow you to track time to your projects directly from the website you are in, here you can find the description of all available plugins;

  • mobile app - great when you are away from your computer and when you want to track GPS. The mobile app is an addition to the web application and some actions such as adding users, customized reporting, or deleting projects are not available. Learn more here


Reports 

Now that you have tracked time to your projects, you can see the report from your work. Pick one from our wide range of reports that will suit your needs, apply filters and see your progress. 


Reports can be exported in different formats - PDF, CSV, XLSX, and Google Spreadsheets. When you need the same type of complex report every day, week, or month, a great option is to create periodical emails which will be automatically sent to chosen addresses with the selected filers. 


More information about these options you will find in this article.


Timesheet approval

Timesheet Approval is a feature that allows managers to approve time submitted by users on their timesheets. When activating the module, you can select a daily or weekly approval period and decide who can approve submitted timesheets. You can also reject the submitted timesheet, leave a note indicating the deficiencies and allow the user to complete them. 


Submitted and approved timesheets can't be edited by users.

For more on this module, check out this article.


Attendance

The Attendance module is ideal for tracking approved team hours and days off, such as vacation, sick leave, holidays, etc. Users can compare actual hours with those set by the administrator and request days off from their managers.

You can also set vacation dates for each user group for the entire year and define the number of vacation days in one place. This feature also has a default workday length setting, which will be further helpful for users who have non-standard working hours.

You can generate the Attendance report to see your and your team's efficiency. 

Detailed instructions for this module can be found here.


Invoicing

If you want to create invoices based on tracked hours or just blank ones that you can fill in yourself, you can use the Invoicing module. After enabling this feature you can create a list of your Clients for billing purposes and later you can create an invoice based on tracked time and send it to your clients.


The invoicing module will be ideal for anyone who needs to invoice, from freelancers who work for multiple clients at once to large teams who need to pay their colleagues. 

Learn more about the Invoicing module from this article.


That's it for our Getting Started Guide.