Zip Time Tracker is super easy to use, but some days our brains go home early. Below is a short reference on how to use the most common functionality.
You can log in using the URL sent to you when you registered, it looks something like this: http://ziptimetracker.com/yourcompany/. Your username is your email address, and your password was emailed to you. If you cannot remember your password, utilize the "Forgot Password" functionality on the login page.
Users are those who can access ZipTimeTracker.com and record their hours, generate invoices or run reports. There are two types of users: Administrators and Standard. Both types can record their hours. Administrators also have the ability to:
- create and modify users
- report on user's recorded hours
- create and send invoices
- edit your ZipTimeTracker.com account
After you have logged in, hover your mouse over your company's name in the top-right corner, then click on "Users". To create a new user simply fill out the fields on the right-hand side of the screen (mandatory fields are marked with an asterisk) and press the "Create" button at the bottom of the page. To edit a user, simply click on the user's name on the left-hand side of the screen. To un-load a user (i.e. to create a new user after updating a user) either reload the page, or press the "Cancel" link beside the "Save" button.
The number of users you can create is limited by your account type. In the top left corner of the "Users" page, the total number of users you have created and the number you are allowed is displayed. To create additional users you must upgrade your account from the "Setup" page.
Standard users only have the ability to record their hours.
Making a User an Administrator
A standard user can be made an administrator by editing them on the "Users" tab and checking-off the "Administrator" checkbox. If the user is currently logged in, they must logout for the change to take effect.
Clients are your customers - the people who write you cheques. Only Administrators can see the "Clients" tab.
Go to the "Clients" tab in the back-end. To create a new client simply fill out the fields on the right-hand side of the screen (mandatory fields are marked with an asterisk) and press the "Create" button at the bottom of the page. To edit a client, simply click on the client's name on the left-hand side of the screen. To un-load a client (i.e. to create a new client after updating a client) either reload the page, or press the "Cancel" link beside the "Save" button.
There is no limit to the number of clients you can create in ZipTimeTracker.
Creating Projects and Tasks
Each client can also have multiple "Projects" which break down further into "Tasks". Projects and Tasks allow more specific time-tracking, and therefore more powerful and versatile reporting.
After loading a client, click the "Projects" tab above their contact information. Press the "Create" button in the top right corner to create a project. To assign a new Task to a project, press the expand icon beside a project name and press the "Create Task" link.
Additional properties can be assigned to a Project and/or Task by clicking on the Project or Task's name. These properties include: Due Date, Time Required (Hours), and Task Complete. Additionally the amount of time spent on the Project or Task is displayed.
Users can track their time from the "Time Sheet" tab. First select the day of the week on the left side of the page. Then choose a client, a project and task (optional) enter the amount of time spent, and enter a description of work (optional) done on the right. Press the "Save" button below to record your hours.
If a Project or Task has been assigned a time budget, a bar graph will appear in the "Daily Summary" section for that time entry, showing the progress of the Project/Task.
Reporting Your Time
Administrators have access to the "Report" tab, where custom reports can be generated. Up to five fields can be set to customize the report output:
- Start Date - all times entered on or after this date will be included
- End Date - all times entered on or before this date will be included
- User - all times entered by this user will be included
- Client - all times entered for this client will be included
- Work Type - all times of this work type will be included
Any combinations of these fields can be used to customize the report.
Press the "Run" button to generate your report. Once created, results appear on the screen and can be printed or exported into Excel formatted files.
Invoicing Your Clients
Administrators can create and send invoices from the "Invoices" tab.
Creating an Invoice
Press the "Create New" button to create a new invoice. A pop-up window appears where you must choose a: start date, end date and client. Press the "Create" button to create the invoice. All times that were entered into ZipTimeTracker.com between the dates specified, for the specified client, that were marked as "Billable" will be included on the invoice.
By default the newest invoices are listed on the page. Results can be filtered by: start date, end date, client, paid/unpaid, or specific invoice ID. Enter values in one or more of these fields and press the "Search" button to refine your results. Up to 10 invoices appear per page. The page can be changed using the page numbers at the bottom of the screen.
Tracking Paid Invoices
In the list of invoices, you can mark an invoice as paid by clicking on the "Paid" checkbox. This is a convenient way to ensure payment from all your customers.
Click on the "View" icon to view a specific invoice as a PDF. This is the same file that is sent to your client.
Press the "Send" icon to email a hard-copy of an invoice to your client. By default the invoice goes to the email address of that specific client. The email address can be changed, or multiple addresses can be added (separated by commas). The content of the email appears on screen and can be edited as needed. Pressing the "Send" button delivers the email to all recipients.
If you are still having difficulty please contact us.