Recording and approving working time in Koho - Workday clock, Timecard, Timesheet and +Session

There are several different ways to record working hours in Koho.

Content of the instructions:

• Workday clock

• Timecard

• Timesheet

• + Session

Workday clock

Koho's workday clock is an easy-to-use tool for monitoring daily working hours. If your company has enabled a working day clock, you can find it on the right side of the navigation bar at the top of Koho.

Start of the working day

1. Click on the clock icon to start working time tracking.

2. The status will change from "Away" → "Working", and in the upper right corner, you will see the accumulated hours since the clocking started.

3. At the bottom of the section, you can see the start time of the last clocking and the estimated end time of the working day (if a personal hour goal has been defined).

4. You can end a shift by clicking on the end time to stop clocking.

Breaks and absences

• You can pause the workday clock, for example, during your lunch break by clicking the clock icon again.

• A separate row is created for each clocking period, and these form the total working time for the day.

Timecard

The time card can be used to conveniently clock time for customers' projects. At its simplest, it works directly from the search field in the "Shifts" view.

How is the recording done? (option 1)

1. Open the search field:

   • In the "Shifts" view, click the search field in the upper right corner or

   • Use the keyboard shortcut:

     • Windows: Alt + Z

     • Mac: Option + Z

2. Apply for the position:

   • In the search, enter the name of the customer, project, or task for which you want to time the time.

   • You can use several search terms at once to get more specific results (e.g. customer + task).

3. Choose a task:

   • Click the desired task from the list.

   • The clock starts for the selected task, and the ongoing logging status is shown in the upper right corner.

4. End Entry:

   • When the task is complete, press the "Stop" button next to the entry.

   • The entry is automatically moved to the "Unconfirmed" tab.

5. Further processing:

   • On the "Not confirmed" tab, you can edit, continue or approve the entries you have made.

Hint: If there are a lot of search results and the listing doesn't show all of them, add more specific words to the search box to find the right job faster.

How is the recording done? (option 2)

1. Choose either "Favorites" or "All"

2. Select Task

   • Click the desired task from the list.

   • Upon clicking "start", the clock will start for the selected task. The status of the entry in progress is shown in the upper right corner.

3. End task

   • When the task is complete, press the "Stop" button next to the entry.

   • The entry is automatically moved to the "Unconfirmed" tab.

4. Further processing:

   • On the "Unconfirmed" tab, you can edit, continue or approve the entries you have made.

Add a favourite

If you wish, you can add favorites under the "Favorites" button.

1. Select a customer and a task from the list.

2. Click "Add to favorites."

Timesheet

1. Select the correct customer, task, and date from the list.

2. Record the time spent on a task in a cell in hours and minutes.

3. Double-click the cell or press Enter to open the details.

4. Add as needed:

   • Invoice description (shown on the customer's invoice)

   • Internal comment

   • Products

5. You can Approve Hour Entries for Invoicing either at the weekly level or at the task level:

   • On a weekly basis:

     • Click "Accept" in the bottom right corner

   • At the task level:

     • Click the green accept button on the right side of the task bar

"+ Session" button

Hour entries can also be made using the + Shift button. This can be used to create retrospective entries, for example, conveniently.

1. Click the + Session button on the right side of the Shifts view.
   

   

2. Fill in the "New shift" form:

   • Client and task

   • Working time:

     • Record the start and end time, or

     • Enter the total duration ("Hours")

   • Date (you can also make retrospective entries)

   • Add as needed:

     • Invoice description

     • Internal comment

     • Product
       

3. Click Save.

The entry is saved either in the "Unconfimed" tab or directly in the Timesheet view, depending on the company's settings.