Time4Work is a complete project/task tracker designed for mobile devices. It combines task timers that can be started and stopped quickly as you work and project management features such as Gantt charts, reports and task dependencies, and a built-in expense manager.
Before creating and tracking tasks, you need to create the corresponding project using Left Menu/Projects/+ (you can also rename the default project provided).
Projects can have a maximum daily time allowance, used to build estimates, and a budgeted cost (for budget overun alerts).
To rename or remove a project, tap and hold it and select the action desired. Note that when a project is removed all corresponding tasks are deleted as well.
After a project finishes or is suspended, it can be marked as archived and hidden from reports and task lists.
Use the + at the bottom of the main screen to create a new task for the project currently selected.
Start and finish dates and the estimated duration can be optionally specified for the task, and will be used for scheduling as described in the next topic.
If the task is set as billable, the defined cost per hour will be calculated and shown in the reports.
From this screen it is possible to set the task's actual progress from 0 to 100% (finished). If a task is currently paused, waiting for customer input, for instance, you can put it on hold to avoid overdue alerts and to place the task in a lower position in the list.
In addition to tasks assigned to you it is also possible to add tasks assigned to other resources working on the same project, by checking option Assigned to others. This allows you to set dependencies to those tasks and have them displayed in the gantt chart or in the reports. These tasks will not have timers or reminders, but you can optionally enter the time spent on them manually.
A task can be defined as a subtask of another task in the same project. In this case, the parent task is automatically converted into a summary task. Summary tasks do not have dates or work times; they group and present the total data calculated from their subtasks.
Tasks can also be marked as milestones to mark significant events scheduled to occur during the lifetime of the project. Milestones are displayed in the Gantt chart and can trigger reminders, but they do not have estimated or inputed times.
Dependency relations can be established between tasks for scheduling purposes. The following dependency types are supported: Finish-to-Start, Start-to-Start, Start-to-Finish or Finish-to-Finish.
Time4Work is designed to support both scheduled tasks (which have start/end dates defined) and unscheduled activities like meetings, handling e-mails etc.
For scheduled tasks marked as "Auto-scheduled", the app will try to schedule start and end dates automatically based on dependencies and working days (according to the built-in calendar), following this logic:
- If task is auto-scheduled and does not depend on other tasks, its finish date is calculated from start date and duration, if provided.
- If task is auto-scheduled and depends on other tasks, start and finish dates are calculated based on their start/end dates, duration and dependency type.
For all other cases, dates are not touched.
Using Task Timers
When you have created your tasks in the app, you can start to track the time spent in each of them. To do this, ensure that the current date is selected at the top of the list, then tap the desired task to signal that you are starting or stopping it.
By default, Time4Work shows a notification when a task is started, which is kept in your phone's notification area while the corresponding timer is active. Select the notification to access the task list, where you can stop or change the current task.
Remember that the program does not have to be running for timers to work (in fact, they continue to work even if you turn off your phone).
Task timers are not available for summary tasks (since their total time is based on their subtasks), milestones or tasks assigned to other resources.
Adjusting Time Entries
It is possible to review and edit the time recorded for each task for the current day or past dates. To navigate to a specific date, use the arrows at the top of the main screen or swipe left/right, or tap the date currently shown to select another date directly.
To adjust a time entry, add notes or change its approval state, tap and hold it and choose Edit time entry.
You can also transfer time from one task to another using Transfer time. This is especially useful if you forget to start a new task and let time continue to account in the current task.
Note that is not possible to make adjustments if the task is currently running; you must stop it first.
You can quickly know the current status of each active task looking at the colored indicators shown below the task name.
[F 18d]: Task should finish in 18 days
[E 53%]: Task is at 53% of the estimated time
[DELAY]: Start date has passed and no time has been recorded for the task
[OV DUE]: Task is not completed after the estimated date
[OV EST]: Total time recorded for task is over estimated time
[P 30%]: Task is 30% completed
[DEP]: Task depends on another task to start/finish
[CP]: Task is in the project's critical path (cannot be delayed without delaying the whole project)
[HOLD]: Task is currently on hold
[OTHER]: Task is assigned to other resources
[S] [A] [P]: Time entry approval status (submitted/approved/paid)
In addition to time entries, Time4Work allows you to enter your work expenses via Left Menu/Expenses.
Just like time entries, expenses are summed up in reports, have approval statuses and can be exported for later invoicing.
Time4Work includes a calendar which displays task finish dates and also non-working days which are used to estimate finish dates.
Finish dates are shown in blue and display the corresponding task name when tapped (if there is more than one task only the first is shown).
Non-working days are shown in red and can be set by tapping on the date cell. It is not possible to set a finish date (blue cell) as a non-working day.
By default weekends are considered non-working days, but this can be changed in app settings (in this case non-working weekends must be set manually).
At any time you can check your project statistics using Left Menu/Reports.
Client Allocation: Time allocation (in hours and %) per client.
Project Allocation: Time allocation (in hours and %) per project.
Hashtag Allocation: Time allocation per hashtags included in time entry notes (ex. "#onsite").
Billable State: Time spent (in hours and %) in billable and non-billable tasks.
Receivables: Total of non-paid time and expenses per project.
Time Approval: Total time per approval state (unsubmitted, submitted, approved, paid) and project.
Expense Approval: Total expenses per approval state (unsubmitted, submitted, approved, paid) and project.
Task Allocation: Time allocation per task, in hours and % in relation to estimated time.
Task Status: Current progress and status per task.
Project Time: Total time accrued, estimated time for all tasks and estimated finish date according to latest task date.
Project Cost: Total cost accrued (time+expenses), estimated cost for all tasks and % in relation to budgeted cost.
You can share the report via compatible apps using the Share button at the top of the screen or Print/Save PDF (Android 4.4 and later).
Using Left Menu/Gantt you can quickly review scheduled dates and task dependencies in a Gantt Chart. Only tasks with start and finish dates are displayed in the chart.
It is possible to change the time interval displayed using the button located at the top right.
Time4Work includes a widget that displays current durations and allows you to start or stop tasks without leaving your home screen.
To install the widget, tap and hold an empty space on your home screen and select Time4Work in the list of available widgets. Use the arrows at the bottom of the widget to navigate among tasks and tap the desired task's icon to start or stop it. Tap any other area in the widget to open the app. When an task is started in the app, the widget will display it automatically.
Time4Work can import project files from MS Project in XML format. To do this, you can use Menu/Tools/Import/Project or share the project file from Gmail or other apps directly to Time4Work.
If a resource name (your name) is provided in app settings, tasks that do not match it will be marked as "assigned to others".
You can also export the project to MS Project in XML format using Menu/Tools/Export/Project and send it by email or to any compatible app. Note that in this case only information supported by Time4Work is exported.
It is also possible to export all tasks, time entries and expenses to CSV format, which can be shared by email or open in compatible apps like Google Sheets or Microsoft Excel.
Time4Work has a built-in cloud backup function which can be accessed from Menu/Tools. In the same screen it is possible to configure the backup to run automatically.
To restore a backup made previously, use Menu/Tools/Restore. If you are restoring the data after a hard reset or in another device, adjust the backup settings first to specify the cloud backup provider (Dropbox or Google Drive).
Time4Work includes a wearable app that allows you to view, select, start, stop and adjust tasks from your watch.
When in the app, swipe up and down to select a project, then left and right to select a task. Use the button at the bottom to start or stop the task currently displayed. Touch the task and use the + and - buttons to adjust its duration manually. To exit the app, swipe right anywhere above or below the task area.
The app will change to "ambient mode" as needed (if supported by your watch), so the current task can be always visible.
Note: The watch app continues to track time spent in the current task even when disconnected from the phone, however it is not possible to start, stop or adjust tasks in this mode.