Time reporting

Time tracked and logged in todo.vu is automatically recorded in the Reporting section of your Workspace.

With this data, you can create detailed time reports, which offer detailed insights into your business operations.

Learn more about todo.vu’s time reporting features, including how to create detailed reports and how to export your data to a CSV file or directly into Google Sheets.

Quick glossary

Time entry – A time entry is a detailed record of time that has been logged in todo.vu; either tracked in real time by a user with todo.vu’s timer, or recorded manually before or after the fact.

Go to the Full Glossary.

Accessing your time reports

In todo.vu, you can create a range of time reports from within the ‘Reporting Dashboard’.

Navigate to the Reporting Dashboard by selecting ‘Reporting’ from the left-hand sidebar of your Workspace, or by following this link when you’re already logged in.

A note on accessing reports

Depending on your user access level, some reporting features and functions mentioned in this guide may not be available to you. Administration users and Workspace Owners by default have full access to all features and functions; however, Staff users will have limited access:

• Staff (non-Admin) users will see only their own data on their Reporting Dashboard, excluding any billing data.

Understanding the reporting dashboard

Your understanding of todo.vu’s Reporting Dashboard is key to creating detailed reports.

Likely, the first thing you will see on your Reporting Dashboard is a visual graph.

The visual graph

A visual bar chart graph sits at the top of your Reporting Dashboard. This displays logged time in todo.vu for a specified date range.

The different colours of the bar chart each represent the current billing status of the logged time, like so:

• Green depicts logged time that is already ‘Billed’; that is, time data already in a published Billing Report
• Blue depicts logged time that is still ‘Unbilled’; that is, time data not yet in a Billing Report
• Red depicts logged time that is in ‘Draft’ status; that is, time data sitting in a draft Billing Report
• Purple depicts logged time that is ‘Non-billable’; that is, time data that isn’t billable, like time spent on in-house administrative tasks.

Users can use the ‘Date range selector’ (more on this below) to update the bar chart to display data for a specified date range only.

This action automatically updates the information in the chart’s supporting data tables underneath.

The data tables – Summary view

Directly beneath the visual graph are the graph’s supporting data tables.

These tables provide a clear and detailed breakdown of the information displayed in the graph, specifically: the total time logged and the total value of that logged time, calculated based on your hourly rate settings.

On the ‘Summary’ tab, the default tab upon opening your Reporting Dashboard, this time/billing data is grouped by:

• Client
• Project
• User
• Label
• Task.

This means that for any selected date range, the data tables will display the total time and the corresponding value of time logged:

• for a specific client and project
• by different users
• on tasks with specific labels
• on specific tasks.

Data tables update in real time based on your selected date range.

As we mentioned, the data tables open in ‘Summary’ view by default, which is found under the ‘Summary’ tab at the top of the data tables section.

You can further the subdivide the data on the Summary tab by navigating to the tabs located to the right of the ‘Summary’ tab, explained below.

The data tables – Monthly, Weekly and Daily views

 While viewing the graph’s supporting data tables, simply navigate to the tabs located to the right of the ‘Summary’ tab. These tabs allow you to view time and billing details divided into monthly, weekly, and daily segments, based on the primary date range you’ve chosen.

*Note: Not all fields may be visible if no time has been recorded for them within the specified date range.

The data tables – Detailed view

For an even further segmented view of time data, you can use the ‘Detailed’ tab in your data tables. This tab presents a line-by-line breakdown of the time logged by individual users. On each line, you can see a detailed breakdown of time data, including:

• Time entry duration
• Time entry start/stop time
• Date of time entry
• Client, project and task
• Billing rate

Admin users can see different team member’s time entries here. Staff users, on the other hand, will only see their own time entries recorded within their selected date range.

Creating your reports

In todo.vu, the term ‘Report’ refers to both the on-screen, in-platform view of your data on the Reporting Dashboard, or the exported version of it.

This flexible approach allows you to analyse data directly and swiftly within the platform, or download it for archiving, sharing, external review and more.

Whether on-screen viewing or exporting, the process of creating a tailored report is the same.

This is:

• Set your date range
• Apply your filters

More on these steps below.

Set your date range

To set the date range of your report, use the date range selector tool, which is the rectangular tool highlighted in orange on the graph. (See the image below.)

At the top right of the graph, you’ll find the options ‘D’, ‘W’, and ‘M’, representing Day, Week, and Month, respectively. These options control the increment for adjusting the date range selector tool.

• Selecting ‘D’ (Snap to day) allows you to set the range in daily increments.
• Selecting ‘W’ (Snap to week) allows you to set the range in weekly increments.
• Selecting ‘M’ (Snap to month) allows you to set the range in monthly increments.

To adjust the date range according to your chosen M/W/D increments, simply hover your mouse over either sides of the selector tool. When you see the blue arrows, click and drag to adjust the tool to your desired timeframe.

Move the date range selector entirely by clicking and dragging on its horizontal base line.

You can also click and drag anywhere on the bar chart to move back or forwards in time. Additionally, you can use the plus/minus icons at the top right of the graph for zooming in and out.

Quick-selection options like ‘This month’, ‘Last month’, ‘This quarter’, ‘Last quarter’, and ‘This year’ are also available via the arrow icon at the top right of the graph.

After setting the date range, the data tables below the graph will automatically update to display the hours breakdown for the selected period.

Apply your filters

Now, you can filter your report by client, project, label, task, user and billing status using the options on the left-hand side of your Reporting Dashboard.

By default, everytime you log in, no filters are applied and so you will see a complete overview of all of your unfiltered data for the time period on your graph. However, unless you have the right permissions, you may not see all of the filtering options, and you will only see your own data on the dashboard.

Note also that not all data fields will be present within your Reporting Dashbord if no time has been recorded for them within the specified date range.

Filter by client and project

You can choose to filter your report by client and project. This way, you can clearly see all hours billed, yet-to-be-billed, in draft or non-billable for each client (and their project/s) for a certain time period.

If you are an Admin user or Workspace owner, you can also see how many hours each team member has spent on a specific client’s tasks or project.

Filter by label

To hone in and view data for a specific label, you can search for that label from the pop-up window that appears when you select ‘All labels’ underneath ‘Filter by’ on the left-hand side.

Once you select your label, your report will filter to display hours connected to that label only.

Filter by task

You can filter your reports to see time entry data per individual task. This means you can see time and billing details logged on one task by any number of different users.

This is particularly helpful if you spend a lot of time on one task, or have many team members tracking time on the same task.

However, remember you have to have the right permissions to view time data logged by other users.

Filter by user

To hone in and view data for just one team member, you can search for that team member from the pop-up window that appears when you select ‘Everyone’ underneath ‘Time logged by’ section on the left-hand side. Remember, again, you will not see this option if you are not an Admin user.

Once you select your team member, your report will filter to display hours for that team member only.

Filter by billing status

By default, the ‘Time entry billing status’ options are all enabled. That’s why you will initially see all of your recorded hours, whether they are unbilled, billable, in a draft report or non-billable within your data tables.

To hone in and view data for a specific billing status (or a combination of statuses), simply select which ones you would like to view. Then, your report will filter to display hours for your chosen billing statuses only.

Remove filters

To remove any filters, simply select the (x) next to the applied filters on the left-hand sidebar. This will take you back to an unfiltered report.

Save custom reports

When you need to view the same reports periodically; say, every month, you can easily create a library of saved reports in todo.vu, so you do not have to set up the same reports repeatedly.

Your saved reports will retain the filters that you set up while you created your report; you will be free to change the date range for that report.

To save a report:

Once you have created a report that suits your needs with todo.vu’s filters, simply select the star icon at the top of the ‘Filter by’ sidebar on the left.

To open a saved report:

Simply select the star icon at the top of the ‘Filter by’ sidebar on the left. A pop-up window will appear, from which you can select the report you are looking for.

Note

Ensure you take care to name your reports clearly!

Export reports

You can export the data tables section of your report at any time for archiving, sharing, and more. Your exported report will mirror the current view of your data tables, whether it’s in ‘Summary’, ‘Monthly’, ‘Weekly’, ‘Daily’ or ‘Detailed’ view.

You can download your reports in CSV format or export them directly to Google Sheets at any time. You will see these options at the bottom of your report.

Download CSV: Your report will be downloaded as soon as you select this option.

Export to Google Sheets: As soon as you select this option, you will be taken to a new web page to select the Google account to which you would like to export your report. Once you have selected your account, Google will take you directly to the Google Sheets document.