--- language: "en" --- # Product Documentation ## Documentation ### [Quick Start Guide - Worklog360](https://docs.worklog360.com/worklog360-docs/quick-start-guide-worklog360.md) * ### [Project Portfolio Management](https://docs.worklog360.com/worklog360-docs/project-portfolio-management.md) * ### [Capacity Planning](https://docs.worklog360.com/worklog360-docs/capacity-planning.md) * ### [Time Off Management](https://docs.worklog360.com/worklog360-docs/time-off-management.md) ### [Track Time in Worklog360](https://docs.worklog360.com/worklog360-docs/track-time-in-worklog360.md) ### [Reports \& Analytics](https://docs.worklog360.com/worklog360-docs/reports-analytics.md) ### [Approvals Management](https://docs.worklog360.com/worklog360-docs/approvals-management.md) ### [Budget Management](https://docs.worklog360.com/worklog360-docs/budget-management.md) ### [Invoicing](https://docs.worklog360.com/worklog360-docs/invoicing.md) ### [Use Cases](https://docs.worklog360.com/worklog360-docs/use-cases.md) ### [How to?](https://docs.worklog360.com/worklog360-docs/how-to.md) * ### [End User License Agreement (EULA)](https://docs.worklog360.com/worklog360-docs/end-user-license-agreement-eula.md) ### [\[Outdated\] Generating Reports and Insights](https://docs.worklog360.com/worklog360-docs/outdated-generating-reports-and-insights.md) * ### [Worklog360 Connect to Forge Migration Plan](https://docs.worklog360.com/worklog360-docs/worklog360-connect-to-forge-migration-plan.md) * ### [Release Notes: Worklog360](https://docs.worklog360.com/worklog360-docs/release-notes-worklog360.md) * ### [Worklog360: Data Security and Privacy Statement](https://docs.worklog360.com/worklog360-docs/worklog360-data-security-and-privacy-statement.md) --- language: "en" --- # Adding Holidays * Holidays are not used for vacation days or personal time off. To log time or plan time to that, you should use [Non Jira Activities](https://docs.worklog360.com/worklog360-docs/creating-and-configuring-non-jira-issues-activities.md). Holidays defines the set of public holidays for employees. You can create holidays to manage different types of holidays in each country or location in which your company has an office. In contrast to [working hours](https://docs.worklog360.com/worklog360-docs/setting-up-working-time-availability-for-employees.md), holidays define the days where no work is required to be logged they essentially reduce the working capacity. For example, if you normally work 40 hours per week (8 hours per day for 5 days), one holiday in a week would reduce the number of required working hours to 32. You don't usually log time to holiday hours. ## Add a Holiday 1. Select **Settings** in the Timescale sidebar. 2. Under **Holiday Calendar** , click +**Add** **Holidays**. 3. ![Screenshot 2025-03-28 at 10.44.14.png](https://docs.worklog360.com/__attachments/a_39e198039fb05d0db8c795a5a2187bf22691f71f63dffee1e8a18a71da863ec8/Screenshot%202025-03-28%20at%2010.44.14.png?cb=fd8956309fb8efb01e0533bb14e829f5) 4. Add a Holiday Name, a start date and end date. --- language: "en" --- # Administrator's Guide This guide will help you get started on setting up and configuring Worklog360 for your organization. Not all of these tasks are mandatory, but it's recommended that you check them all out. Then you can be sure that you're not missing out on anything that will give your organization the best possible experience with Timesclae. After you install Worklog360 on your organization's Jira Cloud instance, it's time to set it up! [++First Steps for Setting up Worklog360++](https://docs.worklog360.com/worklog360-docs/first-steps-for-setting-up-worklog360.md) Set up Worklog360 for your organization with some basic but important steps [++Worklog360 Menu Permissions++](https://docs.worklog360.com/worklog360-docs/worklog360-menu-permissions.md) Set up what menu items will be visible to users [++Setting up working time availability for employees++](https://docs.worklog360.com/worklog360-docs/setting-up-working-time-availability-for-employees.md) Define the working hours for your employees. [++Adding Holidays++](https://docs.worklog360.com/worklog360-docs/adding-holidays.md) Holidays for the organization [++Setting up internal issues++](https://docs.worklog360.com/worklog360-docs/creating-and-configuring-internal-issues.md) Let your employees track time on non-work activities such as vacation, sickness, company meetings or any other activities [++Setting Up Timesheet Approvals++](https://docs.worklog360.com/worklog360-docs/setting-up-timesheet-approvals.md) Add an extra check for peoples timesheets [++Setting up Accounts++](https://docs.worklog360.com/worklog360-docs/setting-up-accounts.md) Add this if you want your organization to track time cross projects and teams. [++Configuring Logging Time options++](https://docs.worklog360.com/worklog360-docs/configuring-logging-time-options.md) Set up the default Log Time form for your organization. You can also follow these **tutorials** to see how to set up Worklog360 for different business purposes: * [++Track Time to Know Where it Goes++](https://docs.worklog360.com/worklog360-docs/track-time-to-know-where-it-goes.md) * [++Tracking Billable Hours++](https://docs.worklog360.com/worklog360-docs/track-billable-hours-for-invoicing.md) * [++Tracking Time on Capex for Tax Credits++](https://docs.worklog360.com/worklog360-docs/track-capex-hours-for-tax-credits.md) --- language: "en" --- # API Access All work logs and their metadata created by Worklog360 are securely stored within your Jira instance using the Jira REST API, remaining fully within Jira's infrastructure. As the vendor, we have no access to this data. ## Retrieving Work Logs from Worklog360 To retrieve work logs and their metadata created by Worklog360, you should use Atlassian APIs. |-----------------------------------------------------------------------------------------|--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | [**Jira REST API**](https://developer.atlassian.com/cloud/jira/platform/rest/v3/intro/) | Jira REST API is the preferred method to retrieve work logs and Worklog360 metadata, supporting both standard and custom work log fields. Helpful resources: [πŸ“– Setting Up Jira REST API Token](https://docs.worklog360.com/worklog360-docs/setting-up-jira-rest-api-token.md) [πŸ“– Worklog360 Work Log Metadata](https://docs.worklog360.com/worklog360-docs/worklog360-work-log-metadata.md) [πŸ“– Retrieving Work Logs via the API](https://docs.worklog360.com/worklog360-docs/retrieving-work-logs-via-the-api.md) | --- language: "en" --- # Approvals Management Worklog360 allows teams to review and approve submitted time before it is used for reporting, budgeting, billing, or invoicing. The approval process starts when users submit their **weekly or monthly timesheet** for approval. Once submitted, managers can review the time from: **Worklog360 β†’ Approvals** From there, there are two different approval options depending on how detailed the review needs to be. * [Timesheet Approvals](https://docs.worklog360.com/worklog360-docs/timesheet-approvals.md) --- approve or reject the complete timesheet of a team member. * [Worklogs Approvlas](https://docs.worklog360.com/worklog360-docs/worklogs-approvlas.md) --- review and approve individual worklogs, including multiple worklogs in bulk. *** ** * ** *** ## Timesheet Approvals ![Screenshot 2026-10-06 at 12.29.48.png](https://docs.worklog360.com/__attachments/a_ef09a47ac97555f2673bb60e915c7e901f5da08e0f61a78575f4d4cfbe629829/Screenshot%202026-10-06%20at%2012.29.48.png?cb=6b87b6e6d03b1adbf18b0f3965d2dd93) Use **Timesheet Approvals** when you want managers to review the complete submitted timesheet for a user. Go to: **Worklog360 β†’ Approvals β†’ Timesheet Approvals** Managers first select the relevant **Team** and can then see the submitted timesheets of the team members. From this view, managers can review the submitted period and either: * **Approve** the timesheet * **Reject** the timesheet when changes are required This is the simplest approval workflow and is useful when the manager mainly needs to confirm that the employee's complete weekly or monthly timesheet is correct. *** ** * ** *** ## Worklog Approvals ![Screenshot 2026-10-06 at 12.38.21.png](https://docs.worklog360.com/__attachments/a_5f6204e4401db2be767067ce7ba4a2936fe50c1fdc240935304f661c4645dcbd/Screenshot%202026-10-06%20at%2012.38.21.png?cb=8618a7aa14490225d568dcb90e6ac906) Use **Worklog Approvals** when managers need more detailed control over the individual worklogs included in a submitted timesheet. Go to: **Worklog360 β†’ Approvals β†’ Worklog Approvals** Instead of approving the entire timesheet as one item, managers can review the individual worklogs and: * Approve individual worklogs * Reject individual worklogs * Select and approve or reject multiple worklogs in bulk * Group worklogs by meaningful fields to make the review easier For example, worklogs can be grouped by information such as: * User * Project * Client * Jira work item * Budget * Service * Date or period This is useful when approval responsibility is more detailed or when managers need to validate specific pieces of work before they are approved. *** ** * ** *** ## Which approval option should I use? Use **Timesheet Approvals** when the approval decision is: **"Is this team member's complete timesheet correct?"** Use **Worklog Approvals** when the approval decision is: **"Are these specific worklogs correct and should they be approved?"** Both workflows start from the same submitted weekly or monthly timesheet, but Worklog360 allows you to choose between **timesheet-level approval** and **more detailed worklog-level approval** depending on how your organization works. --- language: "en" --- # Approving or Rejecting Timesheets If your organization is using timesheet approvals, team members must [submit their timesheet](https://timescale-march2024.atlassian.net/wiki/external/NDQzYjI3NmFmN2QxNDJhN2IyOTkzOWIyMWE5YTgyNjA) for approval at the end of the timesheet approval period to approvers. This approvers is often the team lead/manager for the team in which the employee is a member When a team member submits their timesheet for approval, a notification email is sent to the reviewer. The reviewer can approve timesheets in three ways: To approve a timesheet: 1. Click on the **Approval side menu** (Approval page is only visible for people that have the permission to view via Timescale/Settings/Permission tap) and approve one or more timesheets of the team members there: 2. Select the **team** for which you want to approve timesheets. 3. **Review** any timesheet you want, by clicking on *review action* 4. You can approve or reject any timesheets that have status: ***submitted*** * To approve a timesheet for a single team member, click **Approve** or **Reject** , under **Actions**. ![Screenshot 2025-04-08 at 13.56.29.png](https://docs.worklog360.com/__attachments/a_08df6f2c870d1ca8ed80b200b3054c3f22cd0b110f399714cc69356c4bc7943b/Screenshot%202025-04-08%20at%2013.56.29.png?cb=95f8cc71853bc92522f7f05d08e25f07) --- language: "en" --- # Atlassian Api Keys According to Atlassian in order to use the organizations or user REST API you must have a valid API key and your domain to be verified(your users accounts need to be managed accounts). That is why Timescale needs an API Key to get this data. STEPS: To create an API key: 1. Go to [admin.atlassian.com](http://admin.atlassian.com/). Select your organization if you have more than one. 2. Select **Settings** \> **API keys**. 3. Select **Create API key** in the top right. 4. Enter a name that you'll remember to identify the API key. 5. By default, the key expires one week from today. So make sure you change the expiration date to bigger period like an year. This needs to be re generated once per year 6. Select **Create**. 7. Click Done 8. Copy the API KEY and place it in Timescale/Overall Settings/Atlassian Api Key. **Hit Update Button.** **9.Verify your domain to manage accounts** --- language: "en" --- # Budget Creation and Tracking ![Screenshot 2025-10-27 at 14.14.19.png](https://docs.worklog360.com/__attachments/a_429f63cd16fdb88b39048330882f53c62dee11f6a47125794cfd804bda62b4f3/Screenshot%202025-10-27%20at%2014.14.19.png?cb=80f36d48f39e2cc1054c65b061523e02) ## Budgets **Budgets are a core part of how Worklog360 tracks and manages time, costs, and revenue across projects, clients, and internal work.** At their core, budgets act as **containers for worklogs** . They collect the relevant billable and non-billable time entries for a specific [**Worklog360 Project**](https://docs.worklog360.com/worklog360-docs/project-portfolio-management.md) and budget period. ![How Worklogs Flow into Budgets.png](https://docs.worklog360.com/__attachments/a_21cc7055d6cba3d9f064f8b609f32a4912381b72784287537425677d9b1bf280/How%20Worklogs%20Flow%20into%20Budgets.png?cb=c5ab7d757494f05aa78a5e2e9919293a) Because every Worklog360 Project is connected to a **Jira Space**, budgets connect the work happening in Jira with the commercial side of the project. Budgets can be used for: * Client projects * Fixed-price work * Time \& Materials work * Retainer agreements * Internal projects where time and cost need to be controlled *(work in progress)* In short, **Budgets are the foundation of Worklog360's financial management**. They connect time tracking, rates, project progress, services, and invoicing into one workflow. ![Screenshot 2026-08-05 at 11.55.39.png](https://docs.worklog360.com/__attachments/a_b58f17a85122ce8bc183dd6193018aff057ff56956d6935dfec4b594ea91c61e/Screenshot%202026-08-05%20at%2011.55.39.png?cb=f33ab01305859ea1b57670a39e9db674) *** ** * ** *** ## Creating a Budget To create a budget: 1. Go to **Financials β†’ Budgets** 2. Click **Create Budget** 3. Complete the budget form ![Screenshot 2026-10-06 at 10.10.41.png](https://docs.worklog360.com/__attachments/a_c62d8fd71ba98c6180ff190f714dbac9da05212388e4d057777f16fdc3cbdbba/Screenshot%202026-10-06%20at%2010.10.41.png?cb=d7d0d5859b20b2bf82dd0243dc6165a4) ### Budget name Enter a clear name that helps users recognize the budget later. Examples: * `Website Redesign 2026` * `Customer Support -- October` * `Mobile App Phase 1` The Budget name is what users will see throughout Worklog360, so it is best to use a name that clearly describes the commercial engagement or budget period. ### Budget key Enter a unique identifier for the budget. Examples: * `WEB-2026` * `SUP-OCT-26` * `BUD-001` The key can be used as a short reference when identifying the budget in reports and administration screens. *** ** * ** *** ## Project Scope ### Worklog360 Project Select the **Worklog360 Project** that this budget belongs to. This is an important field because it defines the business project that the budget is connected to. The selected Project determines: * Which Jira Space the budget belongs to * Which client is associated with the budget * Which Jira work can be included * Where the budget will appear in project reporting **A budget always belongs to one Worklog360 Project.** ### Jira Space The Jira Space is automatically inherited from the selected Worklog360 Project. You do not need to select it manually. This connection allows Worklog360 to identify the Jira issues and worklogs that belong to the project. ### Client The Client is also inherited from the selected Worklog360 Project. This ensures that the commercial information for the budget remains consistent with the Project. *** ** * ** *** ## Budget Structure The **Budget Structure** determines how detailed you want the commercial structure of the project to be. You can choose between: ### Single Budget Choose **Single Budget** when you want one overall budget for the project or period. For example: > Website Redesign --- $40,000 All relevant worklogs contribute to the same overall budget. This is the best option when you mainly want to track: * Total budget * Amount consumed * Remaining budget * Overall project progress You can optionally split the budget into **Milestones** later. ### Service-based Budget Choose **Service-based** when the project is made up of several separate services or deliverables. For example: > Website Redesign > > > UX Design --- $5,000 > > > Front-end Development --- $15,000 > > > Back-end Development --- T\&M > > > Testing --- $4,000 Each service can have its own: * Billing type * Estimated effort * Price * Jira scope This is useful when you want Worklog360 to understand **what kind of work was sold to the client**, not only how much the whole project costs. *** ** * ** *** ## Budget Period The **Budget Period** determines when the budget is active. ### Custom period Choose **Custom period** when the budget has a fixed start and end date. You will then define: #### Starting date The first date on which worklogs can belong to this budget. For example: `1 October 2026` Work logged before this date will not normally be considered part of the budget. #### End date The last date on which worklogs can belong to the budget. For example: `31 December 2026` Together, the start and end dates define the active budget period. ### Recurring Choose **Recurring** when the same type of budget should repeat automatically. This is especially useful for: * Monthly retainers * Quarterly retainers * Support contracts For example: > €5,000 every month for 12 months Instead of creating 12 budgets manually, Worklog360 can create the repeating budget periods for you. Depending on the configuration, you will define the recurrence interval and the number of occurrences. *** ** * ** *** ## Owner Select the person responsible for the budget. The Owner is typically: * Project Manager * Account Manager * Delivery Manager * Financial owner This field helps teams understand who is responsible for monitoring the budget and taking action when it starts approaching its limit. *** ** * ** *** ## PO number Enter the client's **Purchase Order number**, if one exists. Example: `PO-45832` This field is optional. It is useful when your client requires the PO number to appear in financial records or invoices. *** ** * ** *** ## Budget Value ### Unit Choose how the budget should be measured. #### Money Use **Money** when the budget represents a financial value. Example: > $50,000 Worklog360 will track the financial value of the work against the budget. #### Hours Use **Hours** when the main constraint is the amount of time available rather than money. Example: > 500 hours This can be useful for support contracts, internal work, or projects sold as a block of hours. ### Currency For Money budgets, select the currency used by the client agreement. Examples: * USD * EUR * GBP The selected currency is used across the budget and its services. ### Amount Enter the total amount available for the budget. For a Money budget: > `50,000 USD` For an Hours budget: > `500 hours` This becomes the total value against which Worklog360 calculates consumption and remaining budget. *** ** * ** *** ## Budget based on The **Budget based on** field determines which time should contribute to budget consumption. For example: ### Billable time When **Billable time** is selected, Worklog360 uses the billable portion of worklogs to calculate budget consumption. For example: A user logs: * 8 hours total * 6 hours billable Only the **6 billable hours** contribute to a budget based on Billable Time. This is particularly useful for client budgets because internal or non-billable work does not reduce the commercial budget. *** ** * ** *** ## Milestones for Single Budgets After creating a **Single Budget**, you can add Milestones from the Budget Details page. ![Screenshot 2026-10-06 at 10.12.51.png](https://docs.worklog360.com/__attachments/a_a2bf8843c13afef85d4bef0e6bb857338ebbc2bee9db33f9d55a7f214a66e682/Screenshot%202026-10-06%20at%2010.12.51.png?cb=7d86818dbbae7038596fe92487627497) Milestones allow you to split one total project budget into delivery or billing stages. For example, a $100,000 budget could be divided into: * Discovery --- 20% * Development --- 50% * Testing --- 20% * Deployment --- 10% ### Creating a Milestone Click **Create Milestone**. ![Screenshot 2026-10-06 at 10.11.31.png](https://docs.worklog360.com/__attachments/a_6c15de1bd05cec1ccaf52f9a4e83ed31efcb2095dc40af179d39a89fc9bb042a/Screenshot%202026-10-06%20at%2010.11.31.png?cb=2369126d588a579d187047d4f76ed91b) #### Name Enter the milestone name. Examples: * Discovery * Design Complete * UAT * Deployment Use a name that represents a meaningful delivery or billing stage. #### Description Add additional information about what the milestone represents. This is optional but can help users understand what needs to be delivered before the milestone is considered complete. #### Start Date Enter the date when the milestone begins. The date must fall within the overall Budget period. #### End Date Enter the expected completion date. Milestone dates cannot overlap with another milestone. #### Percentage Enter the percentage of the total budget allocated to the milestone. For example: If the overall budget is $100,000 and the milestone percentage is 20%, Worklog360 calculates: > Calculated billing value = $20,000 #### Calculated Billing Value This field is calculated automatically based on: **Budget amount Γ— Milestone percentage** Users do not need to calculate the value manually. #### Status Select the current milestone status. For example: * Planned * Ready to Invoice * Invoiced This helps teams understand which delivery stages are still in progress and which are financially ready for invoicing. *** ** * ** *** ## Services for Service-based Budgets When you create a **Service-based Budget** , a **Services** tab becomes available in Budget Details. ![Screenshot 2026-10-06 at 10.13.08.png](https://docs.worklog360.com/__attachments/a_140503e171223e33c02892eede345577ca047733368645588544633a3c7e05a8/Screenshot%202026-10-06%20at%2010.13.08.png?cb=55e05e544cf3e169373c9be628de482c) A Service represents a commercial part of the project. Examples: * UX Design * Development * QA * Consulting * Project Management * Support Each service can have its own pricing and Jira scope. *** ** * ** *** ## Adding a Service Click **Add service**. ![Screenshot 2026-10-06 at 10.11.09.png](https://docs.worklog360.com/__attachments/a_14dde16ec5f8c41f602702cb43f6cc7bdab54a41596337642d71929747ef8290/Screenshot%202026-10-06%20at%2010.11.09.png?cb=d60e21e5feb9ecff2817ba8d1bf3e7a5) ### Service name Enter a clear name for the service. Examples: * Front-end Development/ Front End Developer * QA Testing / QA tester * Architecture Consulting / Consultant 1 **The name should describe what the client is buying.** ### Service category Optionally select a category for the service. Categories can be useful for grouping similar services across projects and reports. For example: * Development * Design * Testing * Consulting * Project Management ### Description Add a more detailed explanation of what is included in the service. For example: > Development of the customer-facing portal, including responsive UI and integration with backend APIs. This is optional, but useful when the commercial scope needs additional context. *** ** * ** *** ## Billing Type The **Billing Type** defines how the service is charged to the client. ### Fixed Price Choose **Fixed Price** when the client has agreed to pay a predefined amount regardless of the actual time spent. Example: > Front-end Development --- $10,000 If the team spends 100 hours or 130 hours, the agreed service price remains $10,000. This makes Fixed Price suitable for clearly defined deliverables. ### Time \& Materials Choose **Time \& Materials** when the service value is based on the actual time delivered and applicable billing rates. Example: > Consulting --- actual billable hours Γ— hourly rate This is suitable when the final amount depends on how much work is actually performed. A Service-based Budget can contain a mix of Fixed Price and T\&M services. *** ** * ** *** ## Estimated Time Estimated Time represents the planned effort required to deliver the service. You can choose how the estimate is calculated. ### Manual Choose **Manual** when you want to enter the estimate yourself. Example: > Estimated time: 120 hours Use this when the commercial or delivery estimate is maintained directly in Worklog360. ### From Jira estimates Choose **From Jira estimates** when you want Worklog360 to use the estimates already available in Jira. This is useful when the project team already estimates work at issue or Epic level and you want those estimates to feed into the service planning. ### Estimated time The Estimated Time field shows how much effort you expect the service to require. It is primarily used for planning and comparison with actual time. For Fixed Price services, changing the estimate does **not** change the agreed service price. *** ** * ** *** ## Pricing The pricing fields depend on the selected Billing Type. ### Fixed amount For Fixed Price services, enter the amount agreed with the client. Example: > $5,000 This is the amount Worklog360 considers as the commercial value of the service. ### Currency The currency is inherited from the parent Budget. This ensures all services inside the same budget use the same currency. *** ** * ** *** ## Jira Scope The Jira Scope determines which Jira work belongs to the service. ### Epics You can optionally connect one or more Jira Epics to the service. Example: **Service:** Front-end Development **Epic:** Customer Portal Frontend Worklog360 can then associate work logged against issues under that Epic with the corresponding Service. This is especially useful when the commercial structure of the project maps naturally to Jira Epics. ### No Epic selected If you do not select a specific Epic, the Service can use the broader Jira Space as its scope. This can be appropriate when: * The service covers most of the project * The Jira work is not organized by Epic * You want users to select or assign the Service manually The overall relationship becomes: **Jira Issue β†’ Epic β†’ Service β†’ Budget β†’ Worklog360 Project** *** ** * ** *** ## How worklogs are assigned to Budgets Once the budget has been created, Worklog360 uses the Project, dates, and scope to determine which worklogs belong to it. A worklog generally needs to: * Belong to the Jira Space connected to the Worklog360 Project * Have a work date inside the Budget period * Match the relevant Budget or Service scope For Service-based Budgets, Worklog360 can also use the issue's Epic to identify the correct Service. *** ** * ** *** ## Example Imagine you have the Worklog360 Project: **Customer Portal** Connected to: **Jira Space: PORTAL** You create a Service-based Budget for: **1 October -- 31 December** with the following Services: * UX Design --- Fixed Price --- $5,000 * Front-end Development --- Fixed Price --- $15,000 * Backend Consulting --- T\&M A developer logs 6 hours against a Jira issue inside the **Front-end Development Epic**. Worklog360 can associate that work with: **Customer Portal β†’ Q4 Budget β†’ Front-end Development** This means you can see not only that the project consumed 6 hours, but **which commercial service consumed those hours**. *** ** * ** *** ## Existing and unassigned worklogs Some worklogs may already exist before the Budget is created or may have been created directly in Jira or another application. Use **Worklogs \& Budget Administration** to review and update these worklogs. You can: * Mark worklogs as billable or non-billable * Update billable rates * Update calculated amounts * Assign worklogs to Budgets * Correct missing Budget or Service assignments This is useful when migrating existing projects into Worklog360 or correcting historical data. *** ** * ** *** ## Choosing the right Budget Structure Use **Single Budget** when you want one overall amount and mainly care about: **Total Budget β†’ Consumed β†’ Remaining** You can optionally use Milestones for phased billing. Use **Service-based Budget** when you want to understand the commercial structure of the project in greater detail: **Project β†’ Budget β†’ Services β†’ Jira work** This is especially useful when the project includes multiple deliverables, different billing types, or services mapped to specific Jira Epics. *** ** * ** *** --- language: "en" --- # Budget Management [Budget Creation and Tracking](https://docs.worklog360.com/worklog360-docs/budget-creation-and-tracking.md) ← Start Here [Worklogs \& Budget Administration](https://docs.worklog360.com/worklog360-docs/worklogs-budget-administration.md) --- language: "en" --- # Capacity Planning ## Getting Started with Capacity Planning Worklog360 Capacity Planning helps resource managers, project/program managers and team leads schedule people across Jira issues, understand team availability, and identify future capacity gaps before they become delivery problems. With Capacity Planning, you can: * Schedule people on Jira issues * Plan project delivery based on team capacity * Manage vacations and internal work * Track project milestones * Identify available and overallocated resources * Compare planned work against actual logged time *** ** * ** *** ## Scheduler Setup Before using Capacity Planning, make sure the following information has been configured in Worklog360. ### Configure Scheduler Permissions Navigate to: **Settings β†’ Permissions** Administrators can select which Jira groups are allowed to access Capacity Planning. Only users belonging to the selected Jira groups will be able to access and manage the scheduler. Typical users who require access include: * Project Managers * Resource Managers * Operations Managers * Delivery Managers * Team Leads * PMO Managers Users with access to the scheduler can: * View the Projects View * View the Team View * Create and modify assignments * Manage time off * Create milestones * Review team capacity and utilization This allows organizations to limit scheduling activities to the people responsible for planning and resource management while keeping the process centralized and controlled. Team members who do not have access to the scheduler can still view their planned work from **Time β†’ My Timesheet** using the **Show Scheduled Hours** option. ### Add People Navigate to: **Manage β†’ People** Add the team members you want to schedule. Only people added to Worklog360 will appear in the Team View and be available for scheduling. ### Add Projects Navigate to: **Manage β†’ Projects** Select the Jira projects you want to include in Capacity Planning. Only projects added to Worklog360 will appear in the Projects View. ### Configure Internal Issues Navigate to: **Manage β†’ Internal Issues** Internal Issues represent non-project work that consumes team capacity. Examples include: * Vacation * Sick Leave * Training * Internal Meetings * Company Events * Administrative Work These Jira issues are used when scheduling work that is not related to a delivery project. Once People, Projects, and Internal Issues have been configured, you're ready to start planning work. *** ** * ** *** ## Understanding the Scheduler The Capacity Planner provides two scheduling views: * Projects View ![Screenshot 2026-06-19 at 23.10.21.png](https://docs.worklog360.com/__attachments/a_77f13e03b8da1786aeb7e863d959b9caaa1912baaec5072689857ddb759212b0/Screenshot%202026-06-19%20at%2023.10.21.png?cb=b7715ce3a74db95436e9c1a8a03cb96e) * Team View ![Screenshot 2026-06-19 at 23.09.57.png](https://docs.worklog360.com/__attachments/a_61bb59c885913fa498002fc3b38f1484134b7de309392b0c1c2a3af3dd7ecfa6/Screenshot%202026-06-19%20at%2023.09.57.png?cb=03232f3530003a4ff7f8c1e5e2e02b4c) Both views display the same scheduling information but from different perspectives. *** ** * ** *** ### Projects View The Projects View organizes work by project. The first section in the Projects View is the **Time Off** section, where managers can schedule vacations, sick leave, training, and other internal activities using the Internal Issues configured in Worklog360. Below the Time Off section, you'll find all projects included in Capacity Planning. The Projects View displays: * Projects * Jira Issues * Scheduled Assignments * Team Members * Milestones * Time Off Use the Projects View to answer questions such as: * Which people are assigned to this project? * How much work is planned for each issue? * Do we have enough capacity to complete the project? * Are important milestones at risk? * When are team members unavailable? *** ** * ** *** ### Team View The Team View organizes the same information by person instead of project. Use the Team View to answer questions such as: * Who has available capacity? * Who is fully allocated? * Who is overbooked? * Which issues is a person scheduled to work on? * When is a person unavailable? This view is particularly useful when planning future work and identifying available resources. *** ** * ** *** ## Scheduling Work Work can be scheduled from either the Projects View or the Team View. ![Screenshot 2026-06-19 at 23.10.57.png](https://docs.worklog360.com/__attachments/a_c381040de2ae0a54d713962c8ca430fc3336b9d44e421c166306c955d905cf60/Screenshot%202026-06-19%20at%2023.10.57.png?cb=5d0ed31c17b7e14b4792cc124165e761) ### Schedule from Projects View 1. Open the Projects View. 2. Expand a project. 3. Select a Jira issue. 4. Select a team member. 5. Choose the desired date range. 6. Enter the planned hours. 7. Save the allocation. The scheduled hours will immediately appear in both the Projects and Team Views. ### Schedule from Team View 1. Open the Team View. 2. Select a team member. 3. Choose a Jira issue. 4. Select the desired date range. 5. Enter the planned hours. 6. Save the allocation. This approach is useful when planning work around a specific person's availability. *** ** * ** *** ## Managing Time Off Time Off is managed directly from the **Projects View**. ![Screenshot 2026-06-19 at 23.16.19.png](https://docs.worklog360.com/__attachments/a_2662b26c7287a41d108e162c573a57d9a49738d4b0dace17875915c00dff8a8b/Screenshot%202026-06-19%20at%2023.16.19.png?cb=586ea17cf2a786de20d31da7ae3d5345) The Time Off section appears at the top of the Projects View and allows managers to schedule planned absences and internal activities. To schedule time off: 1. Open the Projects View. 2. Expand the **Time Off** section. 3. Click **Add Person**. 4. Select the employee. 5. Select an Internal Issue such as Vacation, Sick Leave, or Training. 6. Choose the date range. 7. Enter the planned hours. 8. Save. Time Off allocations automatically reduce the person's available capacity and are included in capacity calculations throughout the scheduler. *** ** * ** *** ## Splitting Assignments As project priorities change, you may need to adjust an existing assignment without recreating it from scratch. Worklog360 allows you to split a scheduled assignment into two separate assignments directly from the scheduler. This is useful when: * A person needs to switch to another project partway through an assignment * Planned hours change during the assignment period * A vacation or absence needs to be inserted into an existing schedule * Work needs to be rescheduled across multiple phases ### To Split an Assignment 1. Navigate to either the **Projects View** or **Team View**. 2. Locate the assignment you want to modify. 3. Hover over the assignments days edges. 4. Click 5. Save ![Screenshot 2026-06-19 at 23.23.04.png](https://docs.worklog360.com/__attachments/a_126c25770fca6a4215888d204f194a269cc1ce8264a692b3cfeb3a8b63818dd5/Screenshot%202026-06-19%20at%2023.23.04.png?cb=5ef8662728614caa86326101fb1f7f3c) Worklog360 will create two separate assignments while preserving the original scheduled hours and dates. Once split, each assignment can be edited independently. ### Example Imagine a developer is scheduled for: **Project A** * June 1 -- June 30 * 20 hours per week A new priority appears on June 15. By splitting the assignment on June 15, you can create: **Assignment 1** * June 1 -- June 14 * 20 hours per week **Assignment 2** * June 15 -- June 30 * 20 hours per week You can then modify the second assignment without affecting the first. Splitting assignments provides greater flexibility when managing changing project priorities and resource allocations. ## Managing Milestones Milestones help teams track important project dates and delivery targets directly within the Capacity Planner. ![Screenshot 2026-06-19 at 23.17.03.png](https://docs.worklog360.com/__attachments/a_8303cf1da0c7c0a3e1eef4804f8bcf521db2839c175d363f68f4bb5d611b6654/Screenshot%202026-06-19%20at%2023.17.03.png?cb=f49e90115c7ff2e126cd530a1487668e) Examples of milestones include: * Project Kickoff * Requirements Sign-off * Client Review * User Acceptance Testing * Release Date * Go-Live Milestones are managed directly from the **Projects View**. To add a milestone: 1. Open the Projects View. 2. Locate the project where you want to add the milestone. 3. Click on the desired date in the project timeline. 4. Select **Add Milestone**. 5. Enter a milestone name. 6. Save. Milestones are displayed alongside scheduled assignments, giving project managers visibility into both planned work and key delivery dates. ### Why Use Milestones? Milestones help teams: * Visualize important project deadlines * Align scheduled work with delivery targets * Identify scheduling risks early * Communicate project progress more effectively Because milestones are displayed directly within the Capacity Planner, managers can quickly determine whether enough work has been scheduled before critical project dates. *** ** * ** *** ## Capacity Summary Chart The Scheduler includes an optional **Capacity Summary Chart**. Use the chart toggle in the Scheduler toolbar to show or hide the chart. ![Screenshot 2026-06-19 at 23.10.41.png](https://docs.worklog360.com/__attachments/a_90cb8e748d7c8708328210cfca56970d0b4c337a661528ddcd1de0f9dcf027c9/Screenshot%202026-06-19%20at%2023.10.41.png?cb=07188aee0dc1e48ff307e2f2eb3405a5) The chart provides a high-level overview of utilization for all currently visible users. The Capacity Summary Chart displays: ### Confirmed Workload The total number of scheduled hours assigned to visible users. #### Effective Capacity The total available working capacity after accounting for planned time off and availability settings. #### Over Capacity Hours scheduled beyond the available capacity of the visible team members. The chart helps managers quickly identify future resource shortages and allocation conflicts without reviewing individual assignments. *** ** * ** *** ## Understanding Planned vs Actual Hours Capacity Planning focuses on planned work. Worklog360 tracks two different types of hours: ### Scheduled Hours Scheduled Hours represent planned future work. They answer the question: > What work do we expect people to do? #### Logged Hours Logged Hours represent actual work performed and recorded in Jira. They answer the question: > What work was actually completed? Keeping planned and actual hours separate helps teams improve forecasting accuracy and project delivery planning. *** ** * ** *** ## Viewing Scheduled Hours While Logging Time Team members can view their planned work while entering time. To display scheduled assignments: 1. Navigate to **Time β†’ My Timesheet**. 2. Enable the **Show Scheduled Hours** option. ![Screenshot 2026-06-19 at 23.19.39.png](https://docs.worklog360.com/__attachments/a_0806c29bc684353d4ddc157bc93353281b7ba5241e2e5204856026057f1e13a5/Screenshot%202026-06-19%20at%2023.19.39.png?cb=cba8c58828cd3afdb90e575f16a3ccf3) When enabled, Worklog360 displays scheduled assignments alongside logged work. This allows team members to: * See which Jira issues they are planned to work on * Compare planned versus actual hours * Identify work that still needs to be logged * Stay aligned with project plans Scheduled hours are displayed for reference only and do not automatically create Jira worklogs. *** ** * ** *** ## Best Practices ### Schedule at the Jira Issue Level Allocate work directly to Jira issues whenever possible. This improves reporting accuracy and provides better visibility into future workload. ### Plan Weekly Capacity planning is most effective when schedules are reviewed and updated regularly. ### Record Time Off Early Enter planned vacations and absences as soon as they are known to improve forecasting accuracy. ### Monitor Capacity Regularly Review the Capacity Summary Chart frequently to identify overallocated resources before they become delivery risks. ### Use Milestones for Key Dates Add important project dates directly to the scheduler to keep delivery plans aligned with resource availability. *** ** * ** *** ## Next Steps You are now ready to start planning capacity in Worklog360. Use: * **Projects View** to plan project delivery * **Team View** to manage resource availability * **Time Off** to track absences and internal work * **Milestones** to track important project dates * **Capacity Summary Chart** to monitor utilization * **Show Scheduled Hours** in My Timesheet to help team members stay aligned with planned work By combining planned work, availability, milestones, and actual logged time, Worklog360 helps teams make better delivery decisions and improve project predictability. --- language: "en" --- # Capex/Opex Reporting using Jira Custom Fields This report requires to have set up t[racking CAPEX/OPEX using Jira custom Fields](https://docs.worklog360.com/worklog360-docs/setting-up-tracking-capex-opex-using-jira-custom-fields.md) With all the time logged you can generate a custom report that shows the hours spent on CAPEX and OPEX. Create a timesheet report and selects the **Filters Button** thenfrom the **Custom Select Fields** select the **Capex/Opex_cb** or**Capex/Opex_tb**field (depending the Team or Company Based Project). This will filter and return both Capex and Opex hours and related issues. ![image-20250423-083302.png](https://docs.worklog360.com/__attachments/a_502bfa358cfecfd2442830d6c970020a7ad95667f9678969ff962cf587da564a/image-20250423-083302.png?cb=91014bec73cc7cb9e9ece666d938079f) If you watn only the Capex hours you need to select that value from the **Custom Fields Value field** Export this report as an Excel/PDF/CSV spreadsheet to send to Accounting department. In that excel Export there will be also an **Capex/Opex** Custom Field **column** ![image-20250423-083311.png](https://docs.worklog360.com/__attachments/a_b88406e480dc3144e5174aa6119aadbea85bd9501ca599a941d240ade1c34a63/image-20250423-083311.png?cb=6a2ceb62482c2db979ac5562f18fed72) Finally, save this custom report so that you can run it again later. --- language: "en" --- # Complete Overview of Use Cases and App menus ## Start here: Get value from Worklog360 Welcome to **Worklog360** πŸ‘‹ This page helps you get value quickly --- whether you're logging time, managing a team, or preparing invoices. ### You don't need to read everything. Start with the section that matches **your role and goal** . |-----------------|---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|-------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | **For who** | **πŸ‘€ Individual contributers** | **πŸ‘₯ Manages** | **πŸ’° Managers / Ops** | **πŸ“Š Managers / Admins** | **🧾 Finance / Managers** | **πŸ› οΈ Admins** | | **That** | **Log time** | **Manage a team or projects** | **Care about billable time and margins** | **Handle budgets and billing setup** | **Create invoices** | **Set up Worklog360** | | **Goal** | *Log time correctly so it's usable or billable* | *Get visibility and stay in control* | *Make sure time turns into revenue* | *Define what can be billed and track it* | *Generate accurate invoices directly from Jira* | *Initial setup* | | **Start here:** | * [++How to log your time++](https://docs.worklog360.com/worklog360-docs/track-time-in-worklog360.md) * [++How to log billable time++](https://docs.worklog360.com/worklog360-docs/how-to-log-billable-time.md) Optional: * [++How to submit your timesheet for approval++](https://docs.worklog360.com/worklog360-docs/submitting-timesheets-for-approval.md) *(if approvals are enabled)* πŸ“Œ Once this is done, your time will automatically flow into reports, budgets, and invoices. | * [++How to review your team's logged time++](https://docs.worklog360.com/worklog360-docs/how-to-review-your-teams-logged-time.md) * [++How to identify missing or late worklogs++](https://timescale-march2024.atlassian.net/wiki/external/OTQwNjhiOGNiMTlhNGMyNmJlYWNlNTZkN2FkZjcxOTE) Then continue with: * [++How to filter and group worklogs++](https://docs.worklog360.com/worklog360-docs/how-to-filter-and-group-worklogs.md)s * [++How to review and approve timesheets++](https://docs.worklog360.com/worklog360-docs/how-to-review-and-approve-timesheets.md) πŸ“Œ These guides help you prevent missing time, late logging, and reporting gaps. | * [++How to review billable vs non-billable time++](https://docs.worklog360.com/worklog360-docs/how-to-review-billable-vs-non-billable-time.md) * [++How to adjust billable hours++](https://docs.worklog360.com/worklog360-docs/how-to-adjust-billable-hours.md) Then: * [++How to track time against project budgets++](https://docs.worklog360.com/worklog360-docs/budget-creation-and-tracking.md) * [++How to detect budget risk early++](https://docs.worklog360.com/worklog360-docs/how-to-detect-budget-risk-early.md) πŸ“Œ This is where Worklog360 starts protecting your margin. | * [++How to set up billable rates and cost rates++](https://docs.worklog360.com/worklog360-docs/how-to-set-up-billable-and-cost-rates-in-worklog360.md) * [++How to create a budget for billing++](https://docs.worklog360.com/worklog360-docs/how-to-create-a-budget-for-billing.md) * [++How to review budget consumption++](https://docs.worklog360.com/worklog360-docs/how-to-review-budget-consumption.md) πŸ“Œ Budgets connect time, rates, and invoices into one flow. | * [++How to create an invoice from a budget++](https://docs.worklog360.com/worklog360-docs/how-to-create-an-invoice-from-a-budget.md) Then: * [++What is included in an invoice++](https://docs.worklog360.com/worklog360-docs/what-is-included-in-an-invoice.md) * [++How to export or sync invoices++](https://timescale-march2024.atlassian.net/wiki/external/M2JkNjYzNGQ0OWMzNGFmYzhlZmJiYjdmMWRjYjk5MzU) πŸ“Œ No spreadsheets. No manual calculations. No missed billable hours. | * [++How to initially setup Worklog360++](https://docs.worklog360.com/worklog360-docs/getting-started-setting-up-worklog360.md) *(video)* πŸ“Œ This is a one-time step that enables everything else. | *** ** * ** *** ### How everything fits together (big picture) **Time logged β†’ Reviewed β†’ Approved** (optional)**β†’ Budgeted β†’ Invoiced** Worklog360 is designed so every step builds on the previous one --- without duplicate work. You don't need to master everything on day one. Just start with what matters **to you right now**. |-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | ![Screenshot 2025-10-27 at 14.13.37.png](https://docs.worklog360.com/__attachments/a_ca101d8761076367eb2be954f394602ce0e1ed1a3ab190bf6e5a41b62daaf8df/Screenshot%202025-10-27%20at%2014.13.37.png?cb=dbcffc3a4eb8809ca404d785d4c0102d) * **Time -**the menu helps you track, review, and manage worklogs across your team. It contains two main sections: * **My Time** - The section lets you log, view and manage your own worklogs. It has three sub-tabs to organize your time effectively: [++Check: How to log time++](https://docs.worklog360.com/worklog360-docs/track-time-in-worklog360.md) * **Table** - See your logged hours in a traditional timesheet format, with a daily and weekly overview. Quickly add, edit, or delete time entries. * **List** -- View all your worklogs in a detailed list format. * **Calendar** -- Visualize your logged time on a calendar. This view helps you spot gaps, overlaps, or patterns in your work schedule. * **Approvals** - Review and approve worklogs submitted by your team. This ensures that time is validated before it's used for reporting, billing, or payroll. [++Check: How to use Approvals++](https://docs.worklog360.com/worklog360-docs/timesheet-approvals.md) | ![Screenshot 2025-10-27 at 14.14.12.png](https://docs.worklog360.com/__attachments/a_d7da33d37ed2dd270024cf59a829d38df084a7130f5466b22ae6901f5775dcdc/Screenshot%202025-10-27%20at%2014.14.12.png?cb=c6cdd887f11e28dda319923c742e7875) * **Reports** - helps you analyze and review logged time across your team or projects. It contains three main sub-tabs: * **Time (Summary)**- Provides an overview of aggregated hours and amounts, grouped by user, project, people, epics and many others. This is useful for quickly understanding where worked and billable aggregated time is being spent and what are the corresponding aggregated money amounts Check: * \[Projects Tab\] [++How to use the Time (Summary) / Project++](https://docs.worklog360.com/worklog360-docs/reports-time-summary-projects-tab.md)++Reports++ * \[People Tab\] [++How to use the Time (Summary) / People++](https://docs.worklog360.com/worklog360-docs/reports-people-utilization.md)++Reports++ * \[Issues Tab\] [++How to user the Time (Summary) / Issues++](https://docs.worklog360.com/worklog360-docs/reports-time-summary-issues-tab.md)++Reports++ * **Worklogs** - Displays detailed worklogs entries for all team members. You can filter and sort by user, project, date and many more to get precise insights. [++Check How to use the Worklogs Report++](https://docs.worklog360.com/worklog360-docs/reports-worklogs.md) * **Timesheets** - Offers a summary of logged hours in a timesheet format for the team. This is ideal for reviewing weekly or monthly work and preparing for approvals or billing. [++Check How to use Timesheets Reports++](https://docs.worklog360.com/worklog360-docs/export-timesheets-worklogs.md) | ![Screenshot 2025-10-27 at 14.14.19.png](https://docs.worklog360.com/__attachments/a_d7f6afaf16770469c38f0bc5e7cf091ccec0c43b72fe71544a36fe44a8e93885/Screenshot%202025-10-27%20at%2014.14.19.png?cb=80f36d48f39e2cc1054c65b061523e02) * **Financialas** - The Financials menu helps you manage budgets, monitor worklogs for billing, and handle invoicing. It contains three main sub-tabs: * **Budgets** - Set up and track budgets for projects or clients. Monitor progress against budgeted hours or budgeted amounts to ensure your team stays on target. [++Check: How to create and track budgets++](https://docs.worklog360.com/worklog360-docs/how-to-create-a-budget-for-billing.md) * **Worklogs \& Budget Administration**- Manage and review worklogs from a financial perspective. This includes verifying and adjusting: * billable hours, * rates and amounts, * worklogs invoice statuses, * assigning worklogs to the correct budgets, * ensuring all time data is accurate for reporting and invoicing. [++Check how to use Worklogs \& Budget Administration++](https://docs.worklog360.com/worklog360-docs/worklogs-budget-administration.md) * **Invoicing** -- Create, manage, and send invoices to clients based on tracked **billable worklogs** . Invoices are **generated from the budgets** you've set, ensuring amounts accurately reflect the time and rates allocated to each project. This tab helps you streamline billing and keep your financials organized. [++Check: How to do Invoicing within Worklog360++](https://docs.worklog360.com/worklog360-docs/invoices.md) | | ![Screenshot 2025-10-27 at 14.13.45.png](https://docs.worklog360.com/__attachments/a_9a5774e15df31d0a8b6c4cb7012ab8bcd6c1695a47afc032e016e9826d883dc3/Screenshot%202025-10-27%20at%2014.13.45.png?cb=1aa33321a662a8b22138601e0d42d56a) * **Projects** - This menu acts as a quick portfolio view, giving you an at-a-glance snapshot of project health. Track budgets, monitor billable hours, see financial performance, and quickly spot which projects need attention --- all in one place. **This items are still under development** ![Screenshot 2025-10-27 at 14.22.34.png](https://docs.worklog360.com/__attachments/a_a02e366dc0309b5a0a3fb0f8ebe7b90b20b776db115ea495787dfdd57f951596/Screenshot%202025-10-27%20at%2014.22.34.png?cb=1ae2a0a99c8b8822f80015f72caae3a3) * **Reports (OLD)** - helps you analyze and review logged time across your team or projects. (Please use the new reports. This feature is planned to be deprecated in the long run) | ![Screenshot 2025-10-27 at 14.14.37.png](https://docs.worklog360.com/__attachments/a_7461f752045db18d56475a0427dd31efaa5b510bb156902beab08bb94b4aa007/Screenshot%202025-10-27%20at%2014.14.37.png?cb=afbccc1285a3e5b9ff8ed8fd021743c3) * **Manage** - The menu helps you organize your team, clients, and internal structures efficiently. It contains the following tabs: [++How to initially setup Worklog360++](https://docs.worklog360.com/worklog360-docs/getting-started-setting-up-worklog360.md) * **People** - Add Worklog360 team members, define working hours, assign roles, and automatically fill in billable rates and cost rates based on the selected role. * **Clients** - Manage your client list * **Roles \& Rates** - create and edit roles with default billable rates, providing consistency across the team. * **Internal Issues** - Define which Jira issues that will be used to track vacation, training, meetings, onboarding or any other. [++How to setup++ ++**Internal Issues**++](https://docs.worklog360.com/worklog360-docs/creating-and-configuring-internal-issues.md) * **Accounts** - This is a flexible feature that helps you organize your company's projects and initiatives to get useful time data, such as time spent by **multiple teams across multiple Jira projects** . [++Setting up Accounts++](https://docs.worklog360.com/worklog360-docs/setting-up-accounts.md) * **Off Jira Activities** - Track time spent on activities outside Jira, such as external meetings or administrative work. (This feature will be deprecated. Use the new **Internal Issues instead**) * **SubTeams** - Organize people into sub-teams for easier management and reporting. (New Sub Teams menu will be created soon and this one will be deprecated) | ![Screenshot 2025-10-27 at 14.14.43.png](https://docs.worklog360.com/__attachments/a_8c7c49176263b6f98f29c7ff145459482668bc03620f8a547c63cb2c8ccd6fbe/Screenshot%202025-10-27%20at%2014.14.43.png?cb=ef1dfdac2c77e9461f7298829609751b) * **Settings** - The Settings menu allows you to configure Worklog360 to match your team's workflow and organizational rules. It contains the following tabs: [++How to initially setup Worklog360++](https://docs.worklog360.com/worklog360-docs/getting-started-setting-up-worklog360.md) * **Time** -- Configure default time settings and preferences for logging work. * **Rules** -- Set up rules for approvals, notifications, or other workflows. * **Approvals** -- Defining super approver that can review and approve any timesheets. * **Billable Hours** -- Enabling the tracking of Billable hours * **Rates** -- Manage default instance rates for the app. If no other rates are defined this one is used * **Holiday Calendar** -- Define company or public holidays to exclude from time tracking calculations. * **Activity Types** -- Create and manage categories for different types of activities to track time more accurately. Available in the log form. * **Permissions** -- Control which Jira groups and users can access specific menus and features in the app. * **Invoicing** -- Fill in your company details for invoicing. | πŸ‘‰**ALL TOTORIALS** ***TIME TRACKING*** *(For everyone --- first touchpoint)* * [++How to initially setup Worklog360++](https://www.youtube.com/watch?v=ixF61MxCd80) - (video) - \[Admins\] * [++How to log your time++](https://timescale-march2024.atlassian.net/wiki/external/Mjc2NmQ1ZDU0ZmRlNDdjMTk0OTQ1NWVlMTVlZjI0ZmQ) - (read + video) - \[All\] * [++How to log billable time++](https://docs.worklog360.com/worklog360-docs/how-to-log-billable-time.md) - (read) - \[All\] * [++How to submit your timesheet for approval++](https://docs.worklog360.com/worklog360-docs/submitting-timesheets-for-approval.md) - (read) - \[All\] (if approval process is needed) ***VISIBILITY \& CONTROL*** *(Managers start here)* * [++How to review your team's logged time++](https://docs.worklog360.com/worklog360-docs/how-to-review-your-teams-logged-time.md) *(read)* --- \[Managers\] * [++How to identify missing or late worklogs++](https://docs.worklog360.com/worklog360-docs/how-to-identify-missing-or-late-worklogs.md) *(read)* --- \[Managers\] * [++How to filter and group worklogs++](https://docs.worklog360.com/worklog360-docs/how-to-filter-and-group-worklogs.md)*(read)* --- \[Managers\] ***TIMESHEETS \& APPROVALS*** * [++How to review and approve timesheets++](https://docs.worklog360.com/worklog360-docs/how-to-review-and-approve-timesheets.md) *(read)* --- \[Managers\] ***BILLABLE CONTROL*** *(Revenue hygiene)* * [++How to review billable vs non-billable time++](https://docs.worklog360.com/worklog360-docs/how-to-review-billable-vs-non-billable-time.md) *(read)* --- \[Managers\] * [++How to adjust billable hours++](https://docs.worklog360.com/worklog360-docs/how-to-adjust-billable-hours.md) (if needed) *(read)* --- \[Managers / Admins\] ***PLANNING \& ACCOUNTABILITY*** *("Are we on track?")* * [++How to track time against project budgets++](https://docs.worklog360.com/worklog360-docs/budget-creation-and-tracking.md) *(read)* --- \[Managers\] * [++How to detect budget risk early++](https://docs.worklog360.com/worklog360-docs/how-to-detect-budget-risk-early.md) *(read)* --- \[Managers\] ***BUDGET \& BILLING CONTROL*** *(Setup \& monitoring)* * [++How to create a budget for billing++](https://docs.worklog360.com/worklog360-docs/how-to-create-a-budget-for-billing.md) *(read)* --- \[Managers / Admins\] * [++How to review budget consumption++](https://docs.worklog360.com/worklog360-docs/how-to-review-budget-consumption.md) *(read)* --- \[Managers\] ***INVOICING*** *(Finance moment of truth)* * [++How to create an invoice from a budget++](https://docs.worklog360.com/worklog360-docs/how-to-create-an-invoice-from-a-budget.md)*(read)* --- \[Managers / Finance\] * [++What is included in an invoice++](https://docs.worklog360.com/worklog360-docs/what-is-included-in-an-invoice.md)[++*(read)*++](https://timescale-march2024.atlassian.net/wiki/external/NDk1NThlOTAyNTNiNDViNThlNzMyMmQ4ZDMyNDI0NTM) --- \[Managers / Finance\] * [++How to export or sync invoices++](https://docs.worklog360.com/worklog360-docs/how-to-export-or-sync-invoices.md)[++*(read)*++](https://timescale-march2024.atlassian.net/wiki/external/M2JkNjYzNGQ0OWMzNGFmYzhlZmJiYjdmMWRjYjk5MzU) --- \[Managers / Finance\] **Why are you using Worklog360?** * [++Track time to know where it goes++](https://docs.worklog360.com/worklog360-docs/track-time-to-know-where-it-goes.md) Increase productivity or efficiency by understanding where time is spent, then you can make better estimates on future projects based on time tracked to previous projects. * [++Track billable hours for invoicing++](https://docs.worklog360.com/worklog360-docs/track-billable-hours-for-invoicing.md) Working on contracts with clients and have employees who do billable work? You'll probably need to send accurate detailed invoices. Give clients an hourly breakdown of billable time - they will love you for it! * [++Track Project Budget Progress++](https://docs.worklog360.com/worklog360-docs/track-jira-projects-budget-progress.md) Project budget tracking might not be the most glamorous aspect of project management, but it's the financial backbone that separates profitable projects from those that drain your resources. * [++Track capital expenditures (Capex) for tax credits++](https://docs.worklog360.com/worklog360-docs/track-capex-hours-for-tax-credits.md) Use time tracking reports to apply for lucrative tax credits. Keep capital expenditures (Capex) and operating expenses (Opex) separate, and use only the Capex report for your tax credit claims. **What's your role in your organization?** We've created a guide designed just for you depending on your job: * [++Administrator's Guide++](https://docs.worklog360.com/worklog360-docs/administrator-s-guide.md) You're in charge of setting up Worklog360 for your company, and maybe its Jira instance too. * [++Manager's Guide++](https://docs.worklog360.com/worklog360-docs/managers-s-guide.md) You can be any type of manager - team lead, project manager, department manager, account manager, or human resources manager. * [++Developer's Guide++](https://timescale-march2024.atlassian.net/wiki/spaces/Worklog360key/pages/265159054) You're part of a development team, and probably need to track your time spent in developer environments and Jira. **Useful How to Articles:** * [++How to migrate Tempo Worklogs ot Jira Worklog360++](https://docs.worklog360.com/worklog360-docs/migrating-tempo-worklogs-in-jira-to-worklog360.md) If you currently use Tempo Timesheets and you want to migrate all Tempo Timesheets Worklogs --- language: "en" --- # Configuring Logging Time Options The Logging Time options determine the behavior for how users log their time - for example, whether it should be possible to log time without adding a Description, or being able to select a Account/Client account that will be associated with the worklog. You can configure these options for all users on your Worklog360 instance. **To configure the log time options:** 1. Select **Settings** in the Worklog360 sidebar. 2. Select **Time Tab**. * **Total weekly working hours -**Default weekly hours for all users. Initially it is 40 hours. When set user will see that they need to log the changed amount in the MyTime time table. * **Default view -**This determines what will be the initial time range (of MyTime timesheet) when users enter in Worklog360 * **Default Account/Client when selecting a issue in the Log Work Form.** This setting comes in to place only if the Rule:**Enable cross project time logging against Accounts or Clients** is enabled. Then is the setting you can select a issue **custom single select Jira field** which value will then be pre filled in the Time LogForm when the user selects an issue. This way the user will not need to manually enter the Account/Client value every time. * **Additional issue custom fields information when selecting a issue in the Log Work Form.** Here you can select a issue **custom single select Jira field** which value will be displayed in the 3. Select **Rules Tab**. * **Make worklog comments mandatory -**by default, users are not required to enter a description for each worklog). Select the checkbox to make the description when logging time mandatory. **Enable tracking time on none JIRA custom work types like sick, vacations, overtime, ets. -** This checkbox only enables the user to log time on [non Jira activities](/worklog360-docs/creating-and-configuring-non-jira-issues-activities.md) * **Enable cross project time logging against Accounts or Clients -** This enables users to associate a Worklog360 Accout or Client with a worklog of an issues. Once checked all users need to select as pre created Worklog360 Account or Client. Check how to [set up Worklog360 Accounts/Clients](https://docs.worklog360.com/worklog360-docs/organizing-data-using-worklog360-accounts.md). * **Include jira agile data into reports like sprint, epics, story points (can slow down issues loading) -**By enabling this you will be able to see extra data into your Worklog360 reports that will include Jira agile data. Doing this can slow down the loading of time reports. * **Enable extra worklogs project permission. Make sure users are added first to (Worklog360 View all worklogs) permission group within Jira.** This is optional setting.It is only used if you want to additionally limit who can view worklogs in your organization. If it is selected the Jira permission: "**Worklog360 View all worklogs**" will be taken into account. This permission exist in Jira issues permission schema. It is automatically added when Worklog360 app is installed in your instance. 4. Select **Billable Hours Tab**. * **Enable tracking billable hours.** This enables the user to select how many of the logged hours within the **Timelog** Form should be marked billable hours. By default billable hours will be the same as logged hours. If user want to change that he will need to enter custom billable hours ![Screenshot 2025-04-10 at 16.04.58.png](/__attachments/a_3a9d7e8a92f14c0da0a9050a11a5f0039db75498d916770776230c60b4c74817/Screenshot%202025-04-10%20at%2016.04.58.png?cb=1284ed6ea6a97b954efd0fa53683bd49) --- language: "en" --- # Creating and Configuring Internal Issues Internal issues are Jira issues that are used for tracking time on non-project related(*They are replacing the current* ***Absence \& WorkTypes****activities in Worklog360* ) and that your organization needs to account for, such as vacation, sickness, parental leave, or scheduled medical leave. They can also be used to track time spent on company meetings and events, onboarding, and internal training. Internal issues are usually meant to be available for all employees in the organization, so to make sure that everyone can view and log time to these issues, they need to be granted the **Browse Projects** and **Work on Issues** permissions for each Jira project where the Internal issues live. Using a single Jira project to contain the Internal issues makes permission management much simpler, but you can use as many issues in as many projects as you like. ![Screenshot 2025-10-21 at 9.06.34.png](https://docs.worklog360.com/__attachments/a_633aceeae2ef9afbc569139e9c4baf95764d2c63300c62ceef4dc8579e70052c/Screenshot%202025-10-21%20at%209.06.34.png?cb=f35c1bf6547f8513a41f67fd13e30a86) Internal issues are not used for public holidays. To do that, you must set up one or more [holiday schemes](https://docs.worklog360.com/worklog360-docs/adding-holidays.md) for your organization. When a Jira issue is configured as **Internal** in Worklog360, it is identified and used properly in the new Reports/Timesheets. **People can now log time on internal issues the same as they log time on any other Jira issues and later manger can filter out that time. (** **The Old Tap(Absence \& WorkTypes) in the Worklog Form is not needed any more as well as the "Off Jira Activities" under the Manager Menu****)** By default, if you don't use any filter on the new Reports/Timesheet, you'll see all the time spent by your team on all types of work items. With Internal Issues, you can easily filter the Timesheet to see only Internal Issues or see all tasks time except the Internal Activities. --- language: "en" --- # Creating and configuring non JIRA issues Activities. Non Jira activities are activities that your organization needs to account for, such as vacation, sickness, parental leave, or scheduled medical leave. They can also be used to track time spent on company meetings and events, onboarding, and internal training. Also they can be extra billable activities that you need. Basically you can create any type of non Jira Issue Activities They meant to be available for all employees in the organization, so to make sure that everyone can view and log time to these activities Non Jira activities are not used for public holidays. To do that, you must set up * Non Jira activities that are billalbe for the moment are not added in the Utilization report. ## Creating non Jira Issue activities **To create:** 1. Select **Non Jira Activities** in the Timescale sidebar 2. Select **Add Activity**. 3. Add Name ,**ex:Vacation/Overtime/Daily Meeting/Trip to LA**and Unique key. 4. Select the type of activity, 1. Can be Absence for things like Vacation, Sick, 2. Overtime 3. Other, for any other random non Jira activity ![Screenshot 2025-04-08 at 13.24.56.png](https://docs.worklog360.com/__attachments/a_f9716e679246042e68532ce8082a93741803fb97097db10f7c4ab303f06d88ae/Screenshot%202025-04-08%20at%2013.24.56.png?cb=562b3c86b92eedf96bc6abde9cf3d5af) **When generating People Utilization report these types of activities will be taken into account.**Logged hours for each non Jira activities will be categorized under those types in separate column --- language: "en" --- # Creating and Deleting Teams Creating and deleting teams requires the [**Administrator Jira global**](https://confluence.atlassian.com/adminjiraserver/managing-global-permissions-938847142.html) permission. A team is a group of Jira users who work on projects together in some way. A team might consist of the people in one department of your company, or it might be a Scrum team if you work in an Agile software development environment. You can add as many teams or people to teams as you need - or want - to manage. ## Creating Teams 1. Select **Teams (new)** in the Manage menu. 2. Click the **Create a Team** link at the top-right. 3. Fill in the Create Team form. * **Team Name** - Enter a name for the team. * **Users** - Team members. * **Approvers** - The team approvers will have the permissions to approve teams timesheets. ![Screenshot 2026-05-29 at 14.55.35.png](https://docs.worklog360.com/__attachments/a_dc31b40081eb8536a565dfac549517e966d49e129f3cfa1663c848707c8f09dc/Screenshot%202026-05-29%20at%2014.55.35.png?cb=ba63da76fef6f6778553d9c58549a701) 4. Click **Create team**. Your team is added to the list of teams ![Screenshot 2026-05-29 at 14.53.27.png](https://docs.worklog360.com/__attachments/a_d08af3382e1ec0ee66f6d056cb20113f115f4e0351d12a9f101d4ccfec074dc0/Screenshot%202026-05-29%20at%2014.53.27.png?cb=9ecc90db94b6c91461e6ebbf12befd71) ## Deleting Teams **To delete a team:** 1. Go to the **Teams** page. 2. Click **Delete** at the right side for the team you want to delete. --- language: "en" --- # Creating and Editing Worklogs Worklog360 allows users to log time in several ways, depending on where they are working: * [**From a Jira work item**](https://docs.worklog360.com/worklog360-docs/creating-and-editing-worklogs.md#Creating-Worklogs-from-a-Work-Item/Issue) --- log time directly while working on an issue. * [**From My Time / Timesheet**](https://docs.worklog360.com/worklog360-docs/creating-and-editing-worklogs.md#Creating-Worklogs-from-the-Timesheet) --- add and manage time entries in a timesheet-style view. * [**From the Calendar**](https://docs.worklog360.com/worklog360-docs/creating-and-editing-worklogs.md#Creating-Worklogs-from-the-Calendar) --- create worklogs visually against specific days. No matter where time is logged, Worklog360 applies the same rules for **billable time, rates, budgets, services, and reporting**. ## Creating Worklogs from a Work Item/Issue 1. Open any Jira Work Item/Issue 2. Find the timer section on the right side menu after Automations 3. Start a timer or Log Work button to directly enter time ![Screenshot 2026-05-29 at 14.02.20.png](https://docs.worklog360.com/__attachments/a_27825798bd48f5cc771563b16b29ddf8ab1f673b700a568e420a24f2e5669c83/Screenshot%202026-05-29%20at%2014.02.20.png?cb=6d90642c9dd83e78c25ae494280e1f7b) ![Screenshot 2026-05-29 at 14.05.14.png](https://docs.worklog360.com/__attachments/a_9860d0f6fd5fe44b781d0bfb56d64d978b247ef46ce9451b3ea4dade4dea72ad/Screenshot%202026-05-29%20at%2014.05.14.png?cb=4a354e638e8761bfccc5302018b606a6) 4. View all your running timers under Worklog360 app/My time/Timers ![Screenshot 2026-10-06 at 11.23.58.png](https://docs.worklog360.com/__attachments/a_c58bbd342074e26ebd6abfe18f2445b7b260bcc4f9c793b5a0edf110aaa11b07/Screenshot%202026-10-06%20at%2011.23.58.png?cb=2bc05acf9681f165cc37f3264c6274eb) or 1. Open any Jira Work Item/Issue, click the \[...\] button on the top right 2. Then Select "Log work \[Worklog360\]" This opens a form with pre filed Work Item name and the user can enter spent and billable time plus additional fields (description, worklog attributes, etc.) for recording the worklog. ![Screenshot 2026-05-20 at 12.34.15.png](https://docs.worklog360.com/__attachments/a_283aef74fed012aec14c39266e5d39418ae3989be2bb9688c604f9fc40c723c3/Screenshot%202026-05-20%20at%2012.34.15.png?cb=91c4acbdd2c3aa3adcab47c31dd8636e) ## Creating Worklogs from the Timesheet From your Timesheet, you can add a new worklogs for existing work items, edit existing worklogs, or add worklogs for Jira work items that are not yet listed on the timesheet. ### To Add a Worklog from an Existing Timesheet Entry 1. Navigate to **Apps \> Worklog360 \> Time \> My Time \> Timesheet.** 2. Navigate to the date you want to add the worklog to for the appropriate Jira work item. 3. Go to an empty cell and click on it. ![Screenshot 2026-05-20 at 12.39.06.png](https://docs.worklog360.com/__attachments/a_130f2d81eb99389eceb4eaadba6e5f8053a1b292ff7e5b7033ffce2a7bbde811/Screenshot%202026-05-20%20at%2012.39.06.png?cb=fb9616de417903eea94a421eab732fd9) 4. The worklog dialog will pop up with the Jira work item will be already selected. 5. Enter the time worked and the other details (description, worklog attributes, etc.), if required. 6. Click **Log Time**. #### To Edit an Existing Timesheet Entry 1. Navigate to **Apps \> Worklog360 \> Time \> Timesheet.** 2. Navigate to the date you want to add the worklog you want to edit. 3. Click on any entered number to open a list of the work item's worklogs for that day. ![Screenshot 2026-05-20 at 12.39.06.png](https://docs.worklog360.com/__attachments/a_130f2d81eb99389eceb4eaadba6e5f8053a1b292ff7e5b7033ffce2a7bbde811/Screenshot%202026-05-20%20at%2012.39.06.png?cb=fb9616de417903eea94a421eab732fd9) ![Screenshot 2026-05-20 at 12.45.03.png](https://docs.worklog360.com/__attachments/a_f53f72f34d8fca2e5ba5a83a142ff00f834c75a8e0815ceed1952c6102cc6a3d/Screenshot%202026-05-20%20at%2012.45.03.png?cb=efab3804f7dd979d766a750968f5f48c) 4. Make the edits and click **Save**. #### To Add a Worklog for an Item that Is Not on the Timesheet 1. Navigate to **Apps \> Worklog360 \> Time \> Timesheet.** 2. Click on the **Add Worklog** button in the upper right corner. Opens image in full screenOpen 3. ![Screenshot 2026-05-20 at 12.49.23.png](https://docs.worklog360.com/__attachments/a_ac0e748740be8b41c6ac9245fa9baf8de31cae3d8c4e56aaa8a396ba752530e5/Screenshot%202026-05-20%20at%2012.49.23.png?cb=8ddbca016bf18e9aa5b63dbccbf2f691) Use the dropdown to find the Jira work item, or begin typing the work item Summary. In Worklog360, you can also use the filter buttons (Recent Issues, Assigned) to narrow your search. ![Screenshot 2026-05-20 at 12.50.55.png](https://docs.worklog360.com/__attachments/a_6a15f6b6cf32180b8a147b296e36ca765416d1bf0063d28b914863b78161069d/Screenshot%202026-05-20%20at%2012.50.55.png?cb=a6fc1c292a234ab748aaba7c000c33ea) 4. Add additional details (description, worklog attributes, etc.) in the dialog and **click Log Time**. ## Creating Worklogs from the Calendar ### Create a New Worklog from the Calendar View You can create worklogs directly from the Calendar View: 1. Navigate to **Apps \> Worklog360 \> Time \> My Time** and select the **Calendar** tab. ![Screenshot 2026-05-20 at 12.55.35.png](https://docs.worklog360.com/__attachments/a_1a5221bc2468257d7745d486518f0c3ffdab05ffe10443e4304dc8978aaa5d6c/Screenshot%202026-05-20%20at%2012.55.35.png?cb=05feef8c1ab91bd15452503461ee6f7e) 2. Click and drag on the appropriate date/time slot to create the worklog. 3. Use the dropdown to find the Jira work item, or begin typing the work item Summary. ![Screenshot 2026-05-20 at 12.56.03.png](https://docs.worklog360.com/__attachments/a_e5d17a1183dabe72699dc29cd5fc8ed874ff71554de2ef20281d92271996e5db/Screenshot%202026-05-20%20at%2012.56.03.png?cb=799cbbecbadbdd184e7135751b216a5e) 4. Enter additional details (description, worklog attributes, etc.) in the dialog and click **Log Time**. #### Edit a Worklog from the Calendar View The calendar view also provides various editing options. You can: * Drag and drop a worklog to edit the date/time * Delete worklogs * Edit existing worklogs ##### To Use Drag and Drop Editing * To change the date/time slot of a worklog, drag it and drop it in the appropriate time slot. --- language: "en" --- # Creating Worklog360 Accounts You can create Worklog360 accounts to organize the logged time data in your organization. There are different reasons you may want to do this, such as for tracking billable work for the purpose of invoicing customers/clients, or for tracking your capital expenditures (Capex) for the purpose of applying for tax credits. A powerful feature with Worklog360 accounts is that you can ++connect the accounts to the Jira projects++ that you and your organization will be working on, which lets employees then log their time to a specific account associated with a Jira issue. Worklog360 accounts let you unite the work done across multiple Jira projects and multiple teams. Linking accounts to Jira projects lets you unlock the true power of accounts by capturing the time logged to them. Then you can get that time data easily in reports; for example, you can filter a Logged Time report by the accounts and get a clear view of how much time has been spent on each one. ## Creating an Account 1. Select **Accounts/Clients** in the Worklog360 sidebar. 2. Click **+ Create Account** at the top-right. 3. Fill in the Create Account form: * **Name** - A descriptive name for the account. The account name is used to display the account in in the Log Time form in Worklog360 Timesheets * **Key** - The account key needs to be unique for the account. For example, you could use this as a way to match this Worklog360 account to the account in your accounting or financial software. The key can use letters (a-z, A-Z), digits (0-9), underscore ("_"), dash ("-") or a dot ("."). **You cannot change the key after the account is created.** * **Account Lead** - The account lead is responsible for the account. This is often an account or project manager. Select an existing Jira user. * **Type -**Select Account Type * **Category** - Optional. Select an account category to associate with the account from the dropdown. The account category is a way to group different cost centers and work activities, such as *Development* or *Marketing*. There are four types of categories you can use to classify an account category: Billable, Capitalized, Operational, and Internal. * **Billable** - hours logged are billed to a customer or billed internally; for example, consultancy work for a customer or hours that an internal service department bills other departments. If this one is used you will not need to take worklog billable hours in to account it will be just the total logged hours that you will consider to bill since they will be this account. * Select Billable category if you want later on to report on Billable Accounts. Examples of account name can be: (ClinetA_BillableWork). * **Capitalized** - hours logged that add capital to the business and are not billed; for example, hours that are invested in product development. You can [++track the billable amount++](https://timescale-march2024.atlassian.net/wiki/external/Y2RmNTM1ZTEyOGEwNGZmNDljODMzMjI3ZmE5MDEyNTc) of time logged to Capitalized Type (**Capex** ) and Operational Type (**Opex**) accounts. * **Internal** - hours logged to ongoing activities within the organization that are not billed and do not directly add value to the business; for example, internal training, vacations, or sick leave. * If you user this account you will not need to use the [Non Jira activity](https://timescale-march2024.atlassian.net/wiki/external/NTc2ZTc4MmM0ZmNhNGM3MmE5M2NmMjRlMjRhNDcyMWY) functionality. Instead you will need to create Jira issues that will represent things like internal training, vacations, or sick leave but will associated with **Internal** Worklog360 Account * **Operational** - hours logged related to business operations; for example, time spent on marketing activities, internal systems, bug fixes, or customer support (other than billable support). * **Projects** - Select the Jira projects that include issues to which you will be logging time for this account. You can link the account to more than one project. --- language: "en" --- # Developer's Guide If you're a developer looking for a way to log your time with as little effort as possible, Worklog360 lets you track your time where you work within JIRA * [++Logging Your Time++](https://docs.worklog360.com/worklog360-docs/creating-and-editing-worklogs.md) - Log time to your projects and other things in many different ways. * [Submitting Timesheets for Approval](https://timescale-march2024.atlassian.net/wiki/external/NDQzYjI3NmFmN2QxNDJhN2IyOTkzOWIyMWE5YTgyNjA) - When a reporting period is over, you submit your timesheet for approval to your team lead/approver/manager. The timesheet approval process needs to be set up for this to happen. --- language: "en" --- # End User License Agreement (EULA) This agreement ("EULA") is between the legal entity you represent and CentralPoint, an Bulgarian company. This agreement applies to your use of any of the apps, software products (Worklog360) or services that CentralPoint operates or owns the copyrights of, referred to as the "Services". In this EULA, any reference to "you" or "your" refers to the legal entity that you represent, and any reference to "us", "we", or "our" refers to CentralPoint. This EULA forms a binding legal agreement between you and CentralPoint in relation to your use of the Services. ## 1. Your Agreement to the EULA. YOUR ACCESS OR USE OF THE SERVICES IN ANY WAY SIGNIFIES THAT YOU HAVE READ, UNDERSTAND AND AGREE TO BE BOUND BY THE EULA. By accessing or using any of the Services you also represent that you have the legal authority to accept the EULA on behalf of yourself and any party you represent in connection with your use of the Services. **If you do not agree to the EULA, you are not authorised to use any of the Services.** ## 2. Changes to the EULA. From time to time, CentralPoint may change, remove, add to or otherwise modify the EULA, and reserves the right to do so in its discretion. In that case, we will replace the EULA with the updated EULA, and indicate the date of revision. We encourage you to periodically review the EULA. All new and/or amended clauses within the EULA take effect immediately If you do not agree with any modification to the EULA, you may terminate this agreement by ceasing use of the Services. Your continued use of any Services after a new and/or revised EULA is effective indicate that you have read, understood and agreed to the newer EULA. ## 3. Provision of the Services Generally. CentralPoint makes the Services available to you on the terms in this EULA. You may only use the Services in accordance with this EULA. In particular but without limitation, you may not use the Services for any purpose that is unlawful or prohibited by this EULA, or any other conditions or notices that are made available on any of the Services. ## 4. No Warranties. CentralPoint provides all Services, information, tools and licenses on an "as-is" basis. CentralPoint makes no warranties regarding any information, tools or licenses provided on or through the Services, and disclaims liability for damages resulting from their use. ## 5. Your Location. CentralPoint makes no representations that the Services are appropriate or available for use in your location. If you are accessing or using any of the Services, you do so at your own risk and you are responsible for compliance with local law. ## 6. Account Registration You will have to register for an Atlassian account in order to place orders or access or receive any Products. Any registration information that you provide to us or Atlassian must be accurate, current and complete. You must also update your information so that we may send notices, statements and other information to you by email or through your account. You are responsible for all actions taken through your accounts. ## 7. Authorized Users Only the specific individuals for whom you have paid the required fees and whom you designate through the applicable Product ("Authorized Users") may access and use the Products. Authorized Users may be you or your Affiliates' employees, representatives, consultants, contractors, agents, or other third parties who are acting for your benefit or on your behalf. You may increase the number of Authorized Users permitted to access your instance of the Product by placing a new Order or, in some cases, directly through the Product. In all cases, you must pay the applicable fee for the increased number of Authorized Users. You are responsible for compliance with this Agreement by all Authorized Users. ## 8. Software License Rights Subject to the terms and conditions of this Agreement, CetralPoint grants you a non-exclusive, non-sublicenseable and non-transferable license to install and use our services (Software) during the applicable License Term in accordance with this Agreement. The term of each Software license ("License Term") will be specified in your order. Your License Term will end upon any termination of this Agreement, even if it is identified as "perpetual" or if no expiration date is specified in your order. ## 9. Support and Maintenance CetralPoint will provide the support and maintenance services for the Products ("Support and Maintenance") during the period for which you have paid the applicable fee. ## 10. Data Protection CetralPoint Atlassian apps don't store or process by any other way the personal data of CetralPoint customers. For further details, please refer to [Privacy Policy](https://docs.worklog360.com/worklog360-docs/worklog360-data-security-and-privacy-statement) corresponding to the relevant software. ## 11. Fees The Licensee must pay all Fees by the due date and in the manner directed at the time of Purchase of the Software. Failure to pay Fees by the due date will result in the immediate termination of the licenses granted under this Agreement. ## 12. Term and Termination This Agreement shall remain in effect until terminated by you or CetralPoint. CetralPoint, in its sole discretion, at any time and for any or no reason, suspend or terminate this Agreement with or without prior notice. This Agreement will terminate immediately, without prior notice from CetralPoint, in the event that you fail to comply with any provision of this Agreement. You may also terminate this Agreement by deleting the Application and all copies thereof from your mobile device or from your desktop. Upon termination of this Agreement, you shall cease all use of the Application and delete all copies of the Application from your mobile device or from your desktop. ## 13. DISCLAIMER OF WARRANTIES. TO THE FULLEST EXTENT PERMITTED BY THE APPLICABLE LAW, CENTRALPOINT OFFERS THE SERVICES AS-IS AND MAKES NO REPRESENTATIONS OR WARRANTIES OF ANY KIND CONCERNING THE SERVICES, EXPRESS, IMPLIED, STATUTORY OR OTHERWISE, INCLUDING, WITHOUT LIMITATION, WARRANTIES OF TITLE, MERCHANTIBILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NONINFRINGEMENT. CENTRALPOINT DOES NOT WARRANT THAT THE FUNCTIONS OR CONTENT CONTAINED ON THE SERVICES WILL BE UNINTERRUPTED OR ERROR-FREE, THAT DEFECTS WILL BE CORRECTED, OR THAT CENTRALPOINT SERVERS ARE FREE OF VIRUSES OR OTHER HARMFUL COMPONENTS. CENTRALPOINT DOES NOT WARRANT OR MAKE ANY REPRESENTATION REGARDING USE OR THE RESULT OF USE OF THE CONTENT IN TERMS OF ACCURACY, RELIABILITY, OR OTHERWISE. ## 14. LIMITATION OF LIABILITY. EXCEPT TO THE EXTENT REQUIRED BY APPLICABLE LAW AND THEN ONLY TO THAT EXTENT, IN NO EVENT WILL CENTRALPOINT, ITS EMPLOYEES, OFFICERS, DIRECTORS, AFFILIATES OR AGENTS ("THE CENTRALPOINT PARTIES") BE LIABLE TO YOU ON ANY LEGAL THEORY FOR ANY INCIDENTAL, DIRECT, INDIRECT, PUNITIVE, ACTUAL, CONSEQUENTIAL, SPECIAL, EXEMPLARY OR OTHER DAMAGES, INCLUDING WITHOUT LIMITATION, LOSS OF REVENUE OR INCOME, LOST PROFITS, PAIN AND SUFFERING, EMOTIONAL DISTRESS, COST OF SUBSTITUTE GOODS OR SERVICES, OR SIMILAR DAMAGES SUFFERED OR INCURRED BY YOU OR ANY THIRD PARTY THAT ARISE IN CONNECTION WITH THE SERVICES (OR THE TERMINATION THEREOF FOR ANY REASON), EVEN IF THE CENTRALPOINT PARTIES HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. THE CENTRALPOINT PARTIES SHALL NOT BE RESPONSIBLE OR LIABLE WHATSOEVER IN ANY MANNER FOR ANY CONTENT POSTED ON THE SERVICES (INCLUDING CLAIMS OF INFRINGEMENT RELATING TO CONTENT POSTED ON THE SERVICES, FOR YOUR USE OF THE SERVICES, OR FOR THE CONDUCT OF THIRD PARTIES ON THE SERVICES OR OTHERWISE RELATING TO THE SERVICES. ## 15. Trademarks. The Services may contain trademarks, service marks, logos and other names that are the property of CentralPoint or such other party as indicated with respect to that name or icon. In the case of CentralPoint's trademarks, logos and icons, these may only be used if you have obtained written authorisation from CentralPoint. CentralPoint retains full, unfettered, and sole discretion to revoke authorisation to use one of CentralPoint's trademarks for any reason or for no specified reason. ## 16 Intellectual Property You acknowledge that the Product and all intellectual property rights in relation to the Product are the property of the CentralPoint and You are entitled to take whatever action it may decide in order to protect its intellectual property rights in the Product. CentralPoint and you agree to maintain each other's confidential information in strict confidence. The parties agree to not reveal each other's confidential information to any third party or to use each other's confidential information for any reason other than to exercise rights or obligations clearly contemplated by this Agreement. ## 17 Governing Law This agreement is governed by the laws of Bulgaria, and the parties irrevocably and unconditionally submit to the exclusive jurisdiction of the courts in Sofia, Bulgaria. --- language: "en" --- # Export Timesheets & Worklogs You can easily export grouped or detailed worklog list and timesheets for external analysis or sharing: ![Screenshot 2026-05-26 at 10.23.14.png](https://docs.worklog360.com/__attachments/a_f879a61f5b363996a8da894780510dce612a20a7e9e39bef6dc26e669a1dfb29/Screenshot%202026-05-26%20at%2010.23.14.png?cb=6c13bdd67f4960eefc8fa46003e88981) * **CSV Export** --- ideal for quick data reviews or lightweight imports. * **Excel Export** --- preserves formatting and supports deeper financial or capacity analysis. --- language: "en" --- # First Steps for Setting up Worklog360 Just starting out with Worklog360? Follow these first steps to set it up to give the employees in your company a great experience. ## **1. Access to Worklog360** When you install Worklog360, all Jira software users have access to it by default if they're in the **jira-software-users** Jira group on your Jira instance. If that's all you need, then you're good to go. ## **2. Grant these Jira Project Permissions** Make sure that everyone in your company has all the essential Jira Project permissions they need to work in Worklog360. These are standard Jira Project permissions that Worklog360 uses - see [++Project Permissions++](https://docs.worklog360.com/worklog360-docs/jira-project-permissions.md) for what each of these permissions are and how to grant them. * Grant the **Browse Projects** , **Work on Issues** , **Edit Own Worklogs** , and **Delete Own Worklogs** permissions to a Jira group that includes all Worklog360 users. These permissions let users log time using Worklog360 and view, edit, and delete their own worklogs in Worklog360. * Grant the **View All Worklogs** , **Edit All Worklogs** , and **Delete All Worklogs** permissions to the appropriate Jira groups of managers and team leads in your company. * Make sure that the **atlassian-addons-project-access** project role is granted all permissions in the Project Permission Scheme of all Jira projects. ## **3. Grant these Worklog360 Permissions** Timescale allows you to have extra permission based on Jira Groups. You can limit which Jira group users can have access to different menu items of Worklog360. ![Screenshot 2025-05-12 at 19.48.41.png](https://docs.worklog360.com/__attachments/a_449e7f510818aa5aee0a806fbfabfb27aa3dc5181a54b30397ebcc7844346392/Screenshot%202025-05-12%20at%2019.48.41.png?cb=d549187edb88fcdca9779f0bdfe61235) --- language: "en" --- # Getting Started: Setting Up Worklog360 This page will guide you through the **initial setup** of your account, including permissions, rates, roles, people, working hours, internal issues, and holidays --- so your team can start tracking time efficiently. ## **1. Setting Up Permissions** Worklog360 allows you to **control who can view and access different app menus**: 1. Go to **Settings β†’ Permissions**. 2. You'll see a **column layout** with all Jira groups. 3. For each group, mark which **app menus** they can access (Time Reporting, Budgeting, Invoicing, etc.). 4. Click **Save** to apply changes. > **Tip:** Setting proper permissions ensures users only see and interact with the features relevant to their role. *** ** * ** *** ### **2. Setting Up Roles, Rates, and People** Worklog360 links **people, roles, and rates** to streamline billing and reporting: 1. Go to **Roles \& Rates**: * Create roles and define **default billable rates**. 2. Go to **People**: * Add users, select their **role** , and define their **working hours**. * Selecting a role will automatically **pre-fill the billable rate** for that person. * You can also set a **cost rate** per person. > **Rate Hierarchy:** > > * **Instance rates** (Settings β†’ Rates) --- lowest priority > > * **Role-based rates** > > * **Project rates** (can override role rates per project) > > * **Project member rates** (can override project and role rates) > > * **Manual adjustments** via **Bulk Edit** (applies to existing worklogs, including external system logs) *** ** * ** *** ### **3. Setting Up Internal Issues** Internal issues track **non-project activities** that your organization still needs to account for, such as: * Vacation, sickness, parental leave * Demos, meetings, internal training Go to **Internal Issues** and define issues for your organization. Users can log time against these issues to ensure **accurate reporting and budget tracking**. *** ** * ** *** ### **4. Defining Working Hours** Set up each team member's **working schedule** to calculate capacity and missing hours: 1. Navigate to **People β†’ Working Hours**. 2. Define the **weekly schedule** for each user (start/end times, working days). *** ** * ** *** ### **5. Configuring Holidays** Set company-wide or regional public holidays: 1. Go to **Settings β†’ Holiday Calendar**. 2. Click **+ Add Holidays** and define the dates. 3. Worklogs on holidays can be automatically excluded from capacity calculations or marked appropriately. *** ** * ** *** ### **6. Finalizing Setup** Once these steps are complete: * All new worklogs will be **automatically assigned** to the correct budgets, rates, and users. * Use **Worklogs \& Budget Administration** to adjust historical or imported worklogs if needed (billable hours, rates, budgets). * Click **Calc** in budgets to ensure all worklogs are included and amounts calculated. > **Tip:** Review permissions, roles, and rates regularly to keep your setup accurate as teams and projects evolve. *** ** * ** *** This wiki page can serve as a **quick-start guide** for new users, and your video can be embedded to show a step-by-step walkthrough visually. --- language: "en" --- # How to? --- language: "en" --- # How to adjust billable hours This guide explains **when and how billable hours can be adjusted** in Worklog360. Adjusting billable hours allows you to correct billing data **without changing the original logged time**. *** ** * ** *** ## When should billable hours be adjusted? Billable hours are usually correct by default. Adjustments are typically needed when: * Only part of the logged work is billable * A worklog was logged correctly, but billed incorrectly * A rate or billing rule needs to be applied consistently * Data needs to be corrected before invoicing πŸ“Œ Logged time always remains unchanged --- only **billable hours** are adjusted. *** ** * ** *** ## Ways to adjust billable hours Billable hours can be adjusted in two ways: 1. **Single worklog edit** 2. **Bulk edit of multiple worklogs** *** ** * ** *** ## Method 1: Adjust a single worklog Use this when you need to correct **one specific worklog**. ### Where to click 1. Go to **Worklog360 β†’ Reports β†’ Worklogs (Details)** 2. Find the worklog you want to adjust 3. Click directly on the **worklog row** 4. Edit the **Billable hours** section 5. Save the changes ![Screenshot 2026-01-26 at 13.53.00.png](https://docs.worklog360.com/__attachments/a_568f4051526a2281bb88f2ae795dad8e39ecdc7775d8c95fb3f04f9a5e77f00e/Screenshot%202026-01-26%20at%2013.53.00.png?cb=65e437a2ace5aac2d2496728bf040866) This method is best for small, one-off corrections. *** ** * ** *** ## Method 2: Adjust billable hours in bulk Use **bulk edit** when you need to correct **multiple worklogs at once**. ### Where to click 1. Go to **Reports β†’ Worklogs (Details)** 2. Filter the worklogs you want to adjust 3. Select multiple worklogs 4. Click **Bulk edit** *** ** * ** *** ## Bulk edit options explained When using bulk edit, you can choose one of the following options: *** ** * ** *** ### 1️⃣ Set custom billable time **(Applies rates from system configuration)** Use this option to manually define billable hours. **Example inputs:** * `1h` * `30m` * `1h 30m` πŸ“Œ Use this when: * Only part of the work should be billed * You need a fixed billable amount regardless of logged time *** ** * ** *** ### 2️⃣ Set billable hours equal to logged hours **(Using each worklog's existing rate)** This option restores billable hours to fully match logged time. πŸ“Œ Use this when: * Worklogs were accidentally marked as non-billable * Rates on the worklogs are already correct *** ** * ** *** ### 3️⃣ Set billable hours equal to logged hours **(Applying rates from system configuration)** This option also makes billable hours match logged time, but: * Ignores existing worklog rates * Applies rates from the **current system configuration** πŸ“Œ Use this when: * Rates have changed * You want consistent billing across all selected worklogs ![Screenshot 2026-01-26 at 13.53.12.png](https://docs.worklog360.com/__attachments/a_da0554bee6bc65f70fe6f46a3bfb7457e0334bbd1114f97fec1870eab27733d4/Screenshot%202026-01-26%20at%2013.53.12.png?cb=82c39bfa56642892d8fefda7a11daab1) *** ** * ** *** ## After adjusting billable hours Once changes are applied: * Reports update immediately * Billable ratios and amounts are recalculated * Invoices created afterward will reflect the updated data *** ** * ** *** ## Best practices for managers and admins > πŸ’‘ Adjust billable hours **before** approving timesheets or creating invoices. > πŸ’‘ Use **bulk edit** for consistency; use **single edits** sparingly. > πŸ’‘ Avoid frequent corrections --- repeated adjustments may indicate a configuration issue. *** ** * ** *** --- language: "en" --- # How to create a budget for billing This guide explains how to create a **billing-ready budget** in Worklog360 --- defining **what can be billed, at what rate, and over which period**. Budgets are the foundation of billing in Worklog360. They connect: * Logged time * Billable rules * Role-based rates * Invoicing *** ** * ** *** ## What is a budget in Worklog360? **Budgets are a core part of how Worklog360 tracks and manages time, costs, and revenue across projects, clients, and internal work.** At their core, budgets act as **containers for worklogs** . They collect the relevant billable and non-billable time entries for a specific [++**Worklog360 Project**++](https://docs.worklog360.com/worklog360-docs/project-portfolio-management.md) and budget period. ![How Worklogs Flow into Budgets.png](https://docs.worklog360.com/__attachments/a_3ce476e55def358a4d51c8365fb1d97cae6074fbaf2e0300ad445f129b3625d4/How%20Worklogs%20Flow%20into%20Budgets.png?cb=c5ab7d757494f05aa78a5e2e9919293a) Because every Worklog360 Project is connected to a **Jira Space**, budgets connect the work happening in Jira with the commercial side of the project. Budgets can be used for: * Client projects * Fixed-price work * Time \& Materials work * Retainer agreements * Internal projects where time and cost need to be controlled *(work in progress)* In short, **Budgets are the foundation of Worklog360's financial management**. They connect time tracking, rates, project progress, services, and invoicing into one workflow. *** ** * ** *** ### Before you create a budget (important) To ensure correct billing, make sure: * Projects are logging time using **Worklog360** * Billable hours are enabled where applicable * **Roles and rates are defined** (see below) *** ** * ** *** ### Step 1: Set up roles and rates (one-time setup) Worklog360 uses **role-based rates** to calculate money from time. #### Cost rate vs billable rate * **Cost rate** β†’ what it costs you per hour (salary, overhead) * **Billable rate** β†’ what you charge the client per hour **Example:** * Developer: $40 cost / $100 billable * Designer: $30 cost / $80 billable Profitability comes from the difference. #### Where to configure rates 1. Go to **Worklog360 β†’ Manage β†’ Roles and then to People** 2. Define roles (Developer, Designer, QA, PM, etc.) 3. Assign: * Cost rate * Billable rate πŸ“Œ These rates will be automatically applied to worklogs based on user role. ![Screenshot 2026-01-27 at 10.28.25.png](https://docs.worklog360.com/__attachments/a_ab3f7c478725ef459b5fdedce59fe950a7a7d57ebfddb83a148835d87d102e60/Screenshot%202026-01-27%20at%2010.28.25.png?cb=f0c13cfeef76478a17948d1153abbaf8) ![Screenshot 2026-01-27 at 10.28.32.png](https://docs.worklog360.com/__attachments/a_61e508738d640981dc33225d0ec1845b43add1843c2277fa67c97ab6ba6096b3/Screenshot%202026-01-27%20at%2010.28.32.png?cb=c907e7355d7aa155ae2375040f0774b3) *** ** * ** *** ## **Step 2:** Creating a Budget To create a budget: 1. Go to **Financials β†’ Budgets** 2. Click **Create Budget** 3. Complete the budget form ![Screenshot 2026-10-06 at 10.10.41.png](https://docs.worklog360.com/__attachments/a_3d6db6d3c8f525c7544ad70379cd727108a068479a8578e51b14f39f9ae47155/Screenshot%202026-10-06%20at%2010.10.41.png?cb=d7d0d5859b20b2bf82dd0243dc6165a4) ### Budget name Enter a clear name that helps users recognize the budget later. Examples: * `Website Redesign 2026` * `Customer Support -- October` * `Mobile App Phase 1` The Budget name is what users will see throughout Worklog360, so it is best to use a name that clearly describes the commercial engagement or budget period. ### Budget key Enter a unique identifier for the budget. Examples: * `WEB-2026` * `SUP-OCT-26` * `BUD-001` The key can be used as a short reference when identifying the budget in reports and administration screens. *** ** * ** *** ## Project Scope ### Worklog360 Project Select the **Worklog360 Project** that this budget belongs to. This is an important field because it defines the business project that the budget is connected to. The selected Project determines: * Which Jira Space the budget belongs to * Which client is associated with the budget * Which Jira work can be included * Where the budget will appear in project reporting **A budget always belongs to one Worklog360 Project.** ### Jira Space The Jira Space is automatically inherited from the selected Worklog360 Project. You do not need to select it manually. This connection allows Worklog360 to identify the Jira issues and worklogs that belong to the project. ### Client The Client is also inherited from the selected Worklog360 Project. This ensures that the commercial information for the budget remains consistent with the Project. *** ** * ** *** ## Budget Structure The **Budget Structure** determines how detailed you want the commercial structure of the project to be. You can choose between: ### Single Budget Choose **Single Budget** when you want one overall budget for the project or period. For example: > Website Redesign --- $40,000 All relevant worklogs contribute to the same overall budget. This is the best option when you mainly want to track: * Total budget * Amount consumed * Remaining budget * Overall project progress You can optionally split the budget into **Milestones** later. ### Service-based Budget Choose **Service-based** when the project is made up of several separate services or deliverables. For example: > Website Redesign > > > UX Design --- $5,000 > > > Front-end Development --- $15,000 > > > Back-end Development --- T\&M > > > Testing --- $4,000 Each service can have its own: * Billing type * Estimated effort * Price * Jira scope This is useful when you want Worklog360 to understand **what kind of work was sold to the client**, not only how much the whole project costs. *** ** * ** *** ## Budget Period The **Budget Period** determines when the budget is active. ### Custom period Choose **Custom period** when the budget has a fixed start and end date. You will then define: #### Starting date The first date on which worklogs can belong to this budget. For example: `1 October 2026` Work logged before this date will not normally be considered part of the budget. #### End date The last date on which worklogs can belong to the budget. For example: `31 December 2026` Together, the start and end dates define the active budget period. ### Recurring Choose **Recurring** when the same type of budget should repeat automatically. This is especially useful for: * Monthly retainers * Quarterly retainers * Support contracts For example: > €5,000 every month for 12 months Instead of creating 12 budgets manually, Worklog360 can create the repeating budget periods for you. Depending on the configuration, you will define the recurrence interval and the number of occurrences. *** ** * ** *** ## Owner Select the person responsible for the budget. The Owner is typically: * Project Manager * Account Manager * Delivery Manager * Financial owner This field helps teams understand who is responsible for monitoring the budget and taking action when it starts approaching its limit. *** ** * ** *** ## PO number Enter the client's **Purchase Order number**, if one exists. Example: `PO-45832` This field is optional. It is useful when your client requires the PO number to appear in financial records or invoices. *** ** * ** *** ## Budget Value ### Unit Choose how the budget should be measured. #### Money Use **Money** when the budget represents a financial value. Example: > $50,000 Worklog360 will track the financial value of the work against the budget. #### Hours Use **Hours** when the main constraint is the amount of time available rather than money. Example: > 500 hours This can be useful for support contracts, internal work, or projects sold as a block of hours. ### Currency For Money budgets, select the currency used by the client agreement. Examples: * USD * EUR * GBP The selected currency is used across the budget and its services. ### Amount Enter the total amount available for the budget. For a Money budget: > `50,000 USD` For an Hours budget: > `500 hours` This becomes the total value against which Worklog360 calculates consumption and remaining budget. *** ** * ** *** ## Budget based on The **Budget based on** field determines which time should contribute to budget consumption. For example: ### Billable time When **Billable time** is selected, Worklog360 uses the billable portion of worklogs to calculate budget consumption. For example: A user logs: * 8 hours total * 6 hours billable Only the **6 billable hours** contribute to a budget based on Billable Time. This is particularly useful for client budgets because internal or non-billable work does not reduce the commercial budget. *** ** * ** *** ## Milestones for Single Budgets After creating a **Single Budget**, you can add Milestones from the Budget Details page. ![Screenshot 2026-10-06 at 10.12.51.png](https://docs.worklog360.com/__attachments/a_53cadfc362901621dae8dacb664319542d99b2dfa82743973c792270663b8a59/Screenshot%202026-10-06%20at%2010.12.51.png?cb=7d86818dbbae7038596fe92487627497) Milestones allow you to split one total project budget into delivery or billing stages. For example, a $100,000 budget could be divided into: * Discovery --- 20% * Development --- 50% * Testing --- 20% * Deployment --- 10% ### Creating a Milestone Click **Create Milestone**. ![Screenshot 2026-10-06 at 10.11.31.png](https://docs.worklog360.com/__attachments/a_e1368801b4847a76341556bdd5f65d17f06c313b55822de5dede2453801c7d99/Screenshot%202026-10-06%20at%2010.11.31.png?cb=2369126d588a579d187047d4f76ed91b) #### Name Enter the milestone name. Examples: * Discovery * Design Complete * UAT * Deployment Use a name that represents a meaningful delivery or billing stage. #### Description Add additional information about what the milestone represents. This is optional but can help users understand what needs to be delivered before the milestone is considered complete. #### Start Date Enter the date when the milestone begins. The date must fall within the overall Budget period. #### End Date Enter the expected completion date. Milestone dates cannot overlap with another milestone. #### Percentage Enter the percentage of the total budget allocated to the milestone. For example: If the overall budget is $100,000 and the milestone percentage is 20%, Worklog360 calculates: > Calculated billing value = $20,000 #### Calculated Billing Value This field is calculated automatically based on: **Budget amount Γ— Milestone percentage** Users do not need to calculate the value manually. #### Status Select the current milestone status. For example: * Planned * Ready to Invoice * Invoiced This helps teams understand which delivery stages are still in progress and which are financially ready for invoicing. *** ** * ** *** ## Services for Service-based Budgets When you create a **Service-based Budget** , a **Services** tab becomes available in Budget Details. ![Screenshot 2026-10-06 at 10.13.08.png](https://docs.worklog360.com/__attachments/a_ab9b839c2fce7774d7dbd10b8e43ff8ca43fddc968258f671b35f3f2c9eb5882/Screenshot%202026-10-06%20at%2010.13.08.png?cb=55e05e544cf3e169373c9be628de482c) A Service represents a commercial part of the project. Examples: * UX Design * Development * QA * Consulting * Project Management * Support Each service can have its own pricing and Jira scope. *** ** * ** *** ## Adding a Service Click **Add service**. ![Screenshot 2026-10-06 at 10.11.09.png](https://docs.worklog360.com/__attachments/a_7cabcf05e534ddc134e349a9270d179490b25988c8a7f4cefe2f46c8216cce86/Screenshot%202026-10-06%20at%2010.11.09.png?cb=d60e21e5feb9ecff2817ba8d1bf3e7a5) ### Service name Enter a clear name for the service. Examples: * Front-end Development/ Front End Developer * QA Testing / QA tester * Architecture Consulting / Consultant 1 **The name should describe what the client is buying.** ### Service category Optionally select a category for the service. Categories can be useful for grouping similar services across projects and reports. For example: * Development * Design * Testing * Consulting * Project Management ### Description Add a more detailed explanation of what is included in the service. For example: > Development of the customer-facing portal, including responsive UI and integration with backend APIs. This is optional, but useful when the commercial scope needs additional context. *** ** * ** *** ## Billing Type The **Billing Type** defines how the service is charged to the client. ### Fixed Price Choose **Fixed Price** when the client has agreed to pay a predefined amount regardless of the actual time spent. Example: > Front-end Development --- $10,000 If the team spends 100 hours or 130 hours, the agreed service price remains $10,000. This makes Fixed Price suitable for clearly defined deliverables. ### Time \& Materials Choose **Time \& Materials** when the service value is based on the actual time delivered and applicable billing rates. Example: > Consulting --- actual billable hours Γ— hourly rate This is suitable when the final amount depends on how much work is actually performed. A Service-based Budget can contain a mix of Fixed Price and T\&M services. *** ** * ** *** ## Estimated Time Estimated Time represents the planned effort required to deliver the service. You can choose how the estimate is calculated. ### Manual Choose **Manual** when you want to enter the estimate yourself. Example: > Estimated time: 120 hours Use this when the commercial or delivery estimate is maintained directly in Worklog360. ### From Jira estimates Choose **From Jira estimates** when you want Worklog360 to use the estimates already available in Jira. This is useful when the project team already estimates work at issue or Epic level and you want those estimates to feed into the service planning. ### Estimated time The Estimated Time field shows how much effort you expect the service to require. It is primarily used for planning and comparison with actual time. For Fixed Price services, changing the estimate does **not** change the agreed service price. *** ** * ** *** ## Pricing The pricing fields depend on the selected Billing Type. ### Fixed amount For Fixed Price services, enter the amount agreed with the client. Example: > $5,000 This is the amount Worklog360 considers as the commercial value of the service. ### Currency The currency is inherited from the parent Budget. This ensures all services inside the same budget use the same currency. *** ** * ** *** ## Jira Scope The Jira Scope determines which Jira work belongs to the service. ### Epics You can optionally connect one or more Jira Epics to the service. Example: **Service:** Front-end Development **Epic:** Customer Portal Frontend Worklog360 can then associate work logged against issues under that Epic with the corresponding Service. This is especially useful when the commercial structure of the project maps naturally to Jira Epics. ### No Epic selected If you do not select a specific Epic, the Service can use the broader Jira Space as its scope. This can be appropriate when: * The service covers most of the project * The Jira work is not organized by Epic * You want users to select or assign the Service manually The overall relationship becomes: **Jira Issue β†’ Epic β†’ Service β†’ Budget β†’ Worklog360 Project** *** ** * ** *** ## How worklogs are assigned to Budgets Once the budget has been created, Worklog360 uses the Project, dates, and scope to determine which worklogs belong to it. A worklog generally needs to: * Belong to the Jira Space connected to the Worklog360 Project * Have a work date inside the Budget period * Match the relevant Budget or Service scope For Service-based Budgets, Worklog360 can also use the issue's Epic to identify the correct Service. *** ** * ** *** ## Example Imagine you have the Worklog360 Project: **Customer Portal** Connected to: **Jira Space: PORTAL** You create a Service-based Budget for: **1 October -- 31 December** with the following Services: * UX Design --- Fixed Price --- $5,000 * Front-end Development --- Fixed Price --- $15,000 * Backend Consulting --- T\&M A developer logs 6 hours against a Jira issue inside the **Front-end Development Epic**. Worklog360 can associate that work with: **Customer Portal β†’ Q4 Budget β†’ Front-end Development** This means you can see not only that the project consumed 6 hours, but **which commercial service consumed those hours**. *** ** * ** *** ## Existing and unassigned worklogs Some worklogs may already exist before the Budget is created or may have been created directly in Jira or another application. Use **Worklogs \& Budget Administration** to review and update these worklogs. You can: * Mark worklogs as billable or non-billable * Update billable rates * Update calculated amounts * Assign worklogs to Budgets * Correct missing Budget or Service assignments This is useful when migrating existing projects into Worklog360 or correcting historical data. *** ** * ** *** ## Choosing the right Budget Structure Use **Single Budget** when you want one overall amount and mainly care about: **Total Budget β†’ Consumed β†’ Remaining** You can optionally use Milestones for phased billing. Use **Service-based Budget** when you want to understand the commercial structure of the project in greater detail: **Project β†’ Budget β†’ Services β†’ Jira work** This is especially useful when the project includes multiple deliverables, different billing types, or services mapped to specific Jira Epics. --- language: "en" --- # How to create an invoice from a budget This guide explains how to **generate an invoice directly from a project or client budget** in Worklog360 using **billable Jira worklogs**. With Worklog360, invoicing happens where the work happens --- in Jira --- without spreadsheets, exports, or manual calculations. *** ** * ** *** ## Why invoice from a budget? For agencies and service companies: * Time is logged in Jira * Rates vary by role, person, or project * Budgets define what can be billed A **budget** is the single source of truth that connects: **time β†’ rates β†’ money β†’ invoice** *** ** * ** *** ## Step-by-step: Jira project invoicing in Worklog360 ### Step 1: Add your organization details (one-time setup) Before creating invoices: 1. Go to **Worklog360 β†’ Settings β†’ Organization** 2. Enter: * Company name * Address * Billing details These details will automatically appear on all invoices. ![image-20260127-090755.png](https://docs.worklog360.com/__attachments/a_ea1e70fa3e7cf955ef1ee32ed09742d8139a2148912a6fc6cb82c163c8cdb803/image-20260127-090755.png?cb=71f5a39325cb885d73df9af973a152c6) ### Step 2: Create the client 1. Go to **Worklog360 β†’ Manage -\> Clients** 2. Add: * Client name * Billing address * Contact person * Currency πŸ“Œ Each invoice is always linked to a client. ![image-20260127-090814.png](https://docs.worklog360.com/__attachments/a_542305ab388e7186289bb7adb67f75461955cb12e1f4910ea65aacd8c7bdd307/image-20260127-090814.png?cb=c94e8651a6d6e377eaf1d54746277326) *** ** * ** *** ### Step 3: Set billable rates in advance Worklog360 supports **flexible, role-based rate management**. You can define billable rates at multiple levels: * **Site level** -- default rate * **Person / Role level** -- different rates per role or user * **Project / Client level** -- project-specific rates * **Project members level** -- different rates for people in the same project * **Worklog level** -- override rate for a specific entry πŸ“Œ When time is logged, the correct rate is applied automatically. *** ** * ** *** ### Step 4: Create and link a project budget Budgets define **what can be billed and over which period**. 1. Go to **Worklog360 β†’ Budgets** 2. Click **Create Budget** 3. Configure: * Budget name * Client * Jira project * Budget type (Time \& Material or Retainer) * Amount (money or hours) * Start and end date Worklog360 automatically assigns worklogs to the budget based on: * Jira project * Worklog start date ![image-20260127-090924.png](https://docs.worklog360.com/__attachments/a_5ffa314c916abac42344f38e1442b56f46e0465d807767e81042bddf6c41e2fb/image-20260127-090924.png?cb=ee339f682bcc6558045cc582e536a82f) *** ** * ** *** ### Step 5: Log time in Jira When your team logs time using the Worklog360 Log Time form: * Billable hours are applied (by default) * The correct billable rate is attached * The worklog is linked to the correct budget πŸ“Œ No manual tagging is required. ![image-20260127-090944.png](https://docs.worklog360.com/__attachments/a_61cf3d903bc1643f6f7bf7363efcfc29ba8517a509324977c9dc55c2da3fe27c/image-20260127-090944.png?cb=5990ebc494b61282d94fec84525a19eb) *** ** * ** *** ### Step 6: Review budgets and worklogs before invoicing Before creating an invoice, review your data: * Open the budget to see: * Billable time * Consumed amount * Remaining budget * Use **Financials / Worklogs Administration** to inspect individual entries Need corrections? * Use **Bulk Edit** to: * Add or remove worklogs * Adjust billable hours * Update rates or assignments ![Screenshot 2026-01-27 at 11.11.16.png](https://docs.worklog360.com/__attachments/a_9a09b77cab2f97492769642c966e3c982bfd351849b97f1f5310a4deef2ea405/Screenshot%202026-01-27%20at%2011.11.16.png?cb=f4e79f3f99e021857efc8d251c191d42) *** ** * ** *** ### Step 7: Create the invoice from the budget 1. Go to **Financials β†’ Invoices** 2. Click **Create Invoice** 3. Choose: 1. Which client to invoice 2. Which budget to invoice (Make sure you click calc to check and include missing worklogs and amounts) 3. Invoice granularity: * Per worklog * Per user * Per issue 4. Preview the invoice πŸ“Œ The preview shows exactly how the invoice will look before finalizing. ![image-20260127-091208.png](https://docs.worklog360.com/__attachments/a_fd8c05039b30cd075a2d04d0781c545c1ad7f39732f3cef36aa0e3728137f1f0/image-20260127-091208.png?cb=1c6490a6accdd9dc3b8f6e8702551333) *** ** * ** *** ### Step 8: Finalize the invoice Once the invoice is finalized: * Included worklogs are automatically marked as **Invoiced** * Invoiced and uninvoiced amounts are clearly tracked * The same worklogs cannot be invoiced twice *** ** * ** *** ## After invoicing You can now: * Export or sync the invoice (depending on your setup) * Track uninvoiced work * Prepare the next billing cycle with confidence *** ** * ** *** ## Extra tip for service companies > πŸ’‘ Keep **rates, budgets, and client details** up to date. > > > When everything is configured correctly, invoicing becomes a **one-click step** at the end of each period. *** ** * ** *** ## Summary By setting up: * Clients * Role-based rates * Project budgets Worklog360 turns Jira worklogs into **ready-to-send invoices** in minutes. **No exports.** **No manual math.** **No missed billable hours.** --- language: "en" --- # How to detect budget risk early ## How to detect budget risk early **\[For Managers\]** This guide explains how to identify **projects that are burning budget faster than expected** using Worklog360 Budgets --- before it impacts delivery, margins, or invoicing. *** ** * ** *** ### Why budget risk happens Budget risk usually appears when: * Time is logged faster than planned * Too much work is marked as billable * Rates are higher than expected * Non-billable work quietly accumulates * Worklogs are missing or assigned incorrectly Worklog360 Budgets are designed to surface these risks early. *** ** * ** *** ### How budgets work in Worklog360 (quick refresher) Budgets are the **foundation of financial tracking** in Worklog360. A budget: * Is linked to a **specific Jira project** * Covers a defined **time period** * Acts as a **container for worklogs** * Tracks: * Logged time * Billable time * Rates * Dollar amounts Once a budget is created: * Every new worklog logged within the budget's date range β†’ is **automatically assigned** to that budget * Dollar amounts are calculated **only for billable hours** *** ** * ** *** ### Step 1: Open the Budgets overview 1. Go to **Worklog360 β†’ Financials β†’ Budgets** 2. Review the list of budgets #### What you see at a glance For each budget, you can immediately see: * Budgeted amount or hours * Consumed amount * Remaining amount * Burn progress πŸ“Œ This view already highlights **early warning signs**. ![Screenshot 2026-01-27 at 9.45.05.png](https://docs.worklog360.com/__attachments/a_6e535819a15c81f7b61046a88de7b2cab9af3681e335bf59231a262551c7c89a/Screenshot%202026-01-27%20at%209.45.05.png?cb=dfe44f464b1c05d440e236b57ba93194) *** ** * ** *** ### Step 2: Identify early warning signals Look for budgets where: * Consumption is **high early in the period** * Remaining budget is **dropping faster than expected** * Actual burn does not match delivery progress Typical red flags: * 50% of budget consumed halfway through week one * Retainer budgets burning unevenly across periods * Internal effort eating into client budgets *** ** * ** *** ### Step 3: Open the budget details Click on a budget to see detailed insights. #### What you'll see * Total logged time * Billable vs non-billable split * Total billed amount * Remaining budget #### Burn-up chart The **burn-up chart** shows: * How the budget is consumed over time * Whether spending is linear or accelerating πŸ“Œ A steep curve early in the period usually indicates **budget risk**. ![Screenshot 2026-01-27 at 9.46.37.png](https://docs.worklog360.com/__attachments/a_7d9fdf9486561650234ff1d261a9de44f597939bb397a18ec3ea7a56d81354fc/Screenshot%202026-01-27%20at%209.46.37.png?cb=f16075665f8afec1dbede1e20e00d6ea) *** ** * ** *** ### Step 4: Understand what is driving the burn From the budget view, drill down into: * Which users are logging time * Which issues or work types consume most effort * How much time is billable vs non-billable If something looks off, switch to: * **Reports β†’ Worklogs (Details)** Filter by: * Budget * Project * Date range * Billable status This allows you to see **exactly which worklogs** are driving the burn. *** ** * ** *** ### Step 5: Ensure budget data is accurate Budget risk analysis only works if data is complete. #### Important checks * Click the **Calc** button on the budget to: * Recalculate amounts * Ensure all eligible worklogs are assigned * Detect unassigned or out-of-range worklogs πŸ“Œ Worklogs can only be assigned to a budget if: * Their date falls within the budget's time range * They belong to the same Jira project *** ** * ** *** ### Handling worklogs created outside the budget flow If worklogs were: * Created before the budget existed * Imported * Logged via another app Go to **Worklogs \& Budget Administration**, where you can: * Mark worklogs as billable * Update rates and amounts * Assign them to the correct budget (if eligible) This ensures budget calculations reflect reality. *** ** * ** *** ### Best practices for early risk detection > πŸ’‘ Review budgets **weekly**, not just at month-end. > πŸ’‘ Watch the **burn-up chart**, not just totals. > πŸ’‘ Investigate sudden spikes immediately --- they rarely fix themselves. > πŸ’‘ Detecting risk early gives you options: re-scope, re-price, or re-prioritize. *** ** * ** *** ### What to do when you detect budget risk Once a risk is identified, you can: * Adjust scope or priorities * Correct billable hours if needed * Inform stakeholders early * Prepare accurate, defensible invoices --- language: "en" --- # How to export or sync invoices This guide explains how to **export invoices** from Worklog360 and how invoice data can be used in external accounting systems. *** ** * ** *** ## When invoices can be exported Invoices can be exported **only after they are finalized**. Once an invoice is finalized: * Its data is locked * Included worklogs are marked as invoiced * The invoice becomes available for export *** ** * ** *** ## Available export formats Worklog360 currently supports exporting finalized invoices in the following formats: *** ** * ** *** ### Export as Excel Use this option when you need: * Further customization * Internal review * Sharing invoice data with finance or operations teams **Includes:** * Invoice header fields * Line items * Hours, rates, and amounts * Tax information (if applicable) *** ** * ** *** ### Export as PDF Use this option to: * Send invoices directly to clients * Store signed or sent invoices **Includes:** * Clean, client-ready invoice layout * Company and client details * Line items and totals *** ** * ** *** ### Export as QuickBooks CSV Use this option to: * Import invoices into **QuickBooks** manually The CSV format matches QuickBooks import requirements and includes: * Customer name * Invoice number and dates * Line items (hours, rates, amounts) * Tax fields (if applicable) πŸ“Œ This is ideal for teams that want to keep QuickBooks as their accounting system while managing billing inside Jira. *** ** * ** *** ## How to export an invoice 1. Go to **Worklog360 β†’ Financials β†’** **Invoices** 2. Open a **finalized invoice** 3. Click **Export** 4. Choose the desired format: * Excel * PDF * QuickBooks CSV ![Screenshot 2026-01-27 at 11.21.13.png](https://docs.worklog360.com/__attachments/a_ab1ff38e1fda6e13af5381852f001fb4d43261ef277f0673c6a7a042e8e593d1/Screenshot%202026-01-27%20at%2011.21.13.png?cb=e61f0f9ec025e484d151e295dfc01af9) *** ** * ** *** ## Tracking exported invoices After export: * The invoice remains marked as **Finalized** * Worklogs stay marked as **Invoiced** * You can re-export the same invoice if needed πŸ“Œ Exporting does not change invoice or worklog status. *** ** * ** *** ## QuickBooks sync (coming soon) Worklog360 will introduce **automated QuickBooks sync** in **Q1 2026**. Planned capabilities include: * One-click invoice sync to QuickBooks * Automatic customer matching * Reduced manual imports Until then, the **QuickBooks CSV export** provides a reliable manual workflow. *** ** * ** *** ## Best practices for finance teams > πŸ’‘ Finalize invoices only after review --- exports reflect finalized data. > πŸ’‘ Use PDF for clients, CSV for accounting. > πŸ’‘ Keep invoice numbers consistent across systems for easy reconciliation. --- language: "en" --- # How to filter and group worklogs This guide explains **where to click** in Worklog360 to filter and group worklogs, and **which fields** (Jira, custom, and Worklog360) you can use. *** ** * ** *** ## Step 1: Open the Reports section 1. Go to **Worklog360 β†’ Reports** 2. Choose one of the report tabs: * **Time (Summary)** -- grouped totals * **Worklogs (Details)** -- individual worklogs (most flexible) * **Timesheets** -- timesheet-style view πŸ“Œ For advanced filtering and analysis, **Worklogs (Details)** is recommended. *** ** * ** *** ## Step 2: Select time range and scope At the top of the report: 1. Set the **Date range** (day, week, month, or custom) 2. Set the **Scope**: * One or more **Jira projects** * A **Jira filter** * **All projects** These settings define **which worklogs are included**. *** ** * ** *** ## Step 3: Group worklogs Grouping controls **how worklogs are summarized**. ### Where to click 1. Click **the "+" icon** for example for**"Worklog Author"** ![Screenshot 2026-01-26 at 11.07.39.png](https://docs.worklog360.com/__attachments/a_0094dc90df50667ae70452d0bf845114c7d8528cfbefc9d124f2cc4b1135f833/Screenshot%202026-01-26%20at%2011.07.39.png?cb=f115226302c25e5e787d3b38d1736459) ![Screenshot 2026-01-26 at 11.07.51.png](https://docs.worklog360.com/__attachments/a_584ae2f797b9acd006056ed4e59429aa78109ede3da6ee4ffbdb202925980283/Screenshot%202026-01-26%20at%2011.07.51.png?cb=123fdf29396da6c05a010cd2f32fd334) ### Common grouping options You can group by: * **User** * **Project** * **Issue** * **Account** * **Date** and any other filed that the table has !!! πŸ“Œ Grouping is also available in: * **Time (Summary)** * **Timesheets** *** ** * ** *** ## Step 4: Filter worklogs Filtering controls **which worklogs are shown**. ### Where to click 1. Click **Filters** ![Screenshot 2026-01-26 at 11.25.10.png](https://docs.worklog360.com/__attachments/a_ea84940461b650bf720323e0f7156ebe4841770cf139c3d55901bd0838c9b9a9/Screenshot%202026-01-26%20at%2011.25.10.png?cb=9fdfaa323d63f438fc1592527997397c) 2. Add one or more filter conditions ### Available filter fields You can filter by: * Project * Issue * Assignee * Reporter * Issue Type * Status * Priority * **Billable hours** * **Rate** * **Amount** * **Account** Оr Any other fields that exist as selection. custom field available on issues can be used, for example: *** ** * ** *** ## Step 5: Add columns (Worklogs Details only) In **Worklogs (Details)** you can customize what data is visible. ### Where to click 1. Click **Columns** ![Screenshot 2026-01-26 at 11.27.11.png](https://docs.worklog360.com/__attachments/a_0fd7969225201a29bdf583fa0bd55d1b1be0456ded41a01ce757b563ae7b83cb/Screenshot%202026-01-26%20at%2011.27.11.png?cb=c375c3a7855cf624bb7f0c6b5f64864b) 2. Select the fields you want to display ### Available columns You can add: * Any **Jira field** or **custom field** * Any **Worklog360 field**: * Billable hours * Rate * Amount * Account * Team (if configured) πŸ“Œ Columns do not affect filtering --- they only affect visibility. *** ** * ** *** ## Step 6: Combine grouping and filtering (examples) ### Example 1: Billable time per user * Group by: **User** * Filter: **Billable = Yes** * Date range: Monthly ### Example 2: Time spent on a project * Group by: **Project** * Filter: **Project = X** * Date range: Weekly ### Example 3: Client or account analysis * Group by: **Account** * Filter: **Account = Client A** *** ** * ** *** ## Step 7: Save or export your view Once configured: * Click **Save view** to reuse it later * Click **Export** to download the data (e.g. Excel) *** ** * ** *** ## Tips for managers > πŸ’‘ Use **Worklogs (Details)** when you need full transparency and control. > πŸ’‘ Start with grouping, then apply filters to narrow down results. > πŸ’‘ Save frequently used views (e.g. monthly billing, weekly review). --- language: "en" --- # How to identify missing or late worklogs This guide explains how to identify **missing or late worklogs** in Worklog360 before they impact reporting, approvals, or billing. Catching these gaps early helps ensure: * Accurate reports * Complete timesheets * Defensible invoices ## Why missing or late worklogs matter When time is logged late or not logged at all: * Reports do not reflect reality * Timesheets become unreliable * Billable work may never be invoiced Worklog360 gives you multiple ways to spot these issues early. ## Step 1: Open Reports Go to **Worklog360 β†’ Reports**. You will use two main views: * **Timesheets** * **Time (Summary)** *** ** * ** *** ## Method 1: Use Timesheets to spot missing time (recommended) The **Timesheets** view is the fastest way to identify missing or late worklogs. ### How to do it 1. Open **Reports β†’ Timesheets** 2. Group by **User** 3. Select the relevant **time range** (day, week, or month) 4. Apply the desired **scope** (project, filter, or all) ### What to look for When grouped by user, you can clearly see: * **Required hours** * **Logged hours** * **Billable hours** πŸ“Œ Missing or late worklogs usually appear as: * Logged hours **below required hours** * Large gaps earlier in the week * Sudden spikes at the end of a period ![Screenshot 2026-01-24 at 14.42.33.png](https://docs.worklog360.com/__attachments/a_4f3c4bf17452327732e30002555e9f971d7bb29e953eecbb0067a8b8f706d223/Screenshot%202026-01-24%20at%2014.42.33.png?cb=e5df4b460358ea8e0e615010187a2cd4) *** ** * ** *** ## Method 2: Use Time (Summary) to detect anomalies Use **Time (Summary)** to detect patterns that may indicate missing worklogs. ### How to do it 1. Open **Reports β†’ Time (Summary)** 2. Group by **User** or **Project** 3. Review totals for the selected period (check the charts) ### What to look for * Users with unexpectedly low logged time * Projects with less time than expected or vs others * Uneven distribution of time across the period πŸ“Œ This view helps answer: "Does this look right at a high level?" ![Screenshot 2026-01-24 at 14.50.40.png](https://docs.worklog360.com/__attachments/a_9040f8d9cb9edc3e2459ebb208f80115322d7a2b0faff7ba9ec9b28484c694fd/Screenshot%202026-01-24%20at%2014.50.40.png?cb=e1bd9a13343c98f8abcfc230a315ed30) ![Screenshot 2026-01-24 at 14.51.54.png](https://docs.worklog360.com/__attachments/a_aa31e0ea8d60827e94a8c1d66df2234edbb7b4540cca6b21f1f29ccfa134f04e/Screenshot%202026-01-24%20at%2014.51.54.png?cb=74b6e244ef5c11369e4592a6399a188f) *** ** * ** *** ## Method 3: Drill down with Worklogs (Details) When something looks off, use **Worklogs (Details)** to inspect exactly what was logged. ### How to do it 1. Open **Reports β†’ Worklogs (Details)** 2. Apply the same **time range** and **scope** 3. Filter by **User** , **Date**, or any Jira or custom worklog field ### What this view gives you * Full visibility into individual worklogs * Ability to verify dates, duration, and details * Confidence before following up with a team member *** ** * ** *** ## Best practice for managers > πŸ’‘ Review **Timesheets** mid-week, not just at the end of the period. > > > This reduces last-minute logging and improves accuracy. > πŸ’‘ Use **Time (Summary)** to spot trends, then **Worklogs (Details)** to confirm specifics. > πŸ’‘ Address missing time early --- it's easier to fix before approvals or invoicing. --- language: "en" --- # How to log billable time This guide explains how to log **billable time** using the Worklog360 worklog form. (Make sure billalbe hours tracking is first enabled by your admin in Worklog360 Settings) ## Step 1: Open the worklog form Open a Jira issue and click **Log work \[Worklog360\]** ![Screenshot 2026-01-30 at 8.58.41.png](https://docs.worklog360.com/__attachments/a_d5b2e33dc4e8125ee82c0c1e74bf084116d7bde3e8269cb50447f2f83ae9e573/Screenshot%202026-01-30%20at%208.58.41.png?cb=41387b1512342f1ecf02ee2aaba9dbe9) (or from the **Worklog360 app β†’** click**Log time**). ![Screenshot 2026-01-30 at 9.01.53.png](https://docs.worklog360.com/__attachments/a_d0a4db96b4ac9f81db97232dc27265b7f99597ef33365fd432973a8d5a43d1d3/Screenshot%202026-01-30%20at%209.01.53.png?cb=ce56af34f17557d482e895d97b0dda15) ![Screenshot 2026-01-23 at 12.05.58.png](https://docs.worklog360.com/__attachments/a_92d7afc953c06c3e4eceaf403411fd3bae25f9b222bd7ce6d71f5fa0a05dc0fa/Screenshot%202026-01-23%20at%2012.05.58.png?cb=23c03d4eae8c3beb5304b8601e481641) ### Step 2: Enter the time spent In the **Time spent** field, enter the number of hours you worked on the issue. Example: * `2h` * `1h 30m` ### Step 3: Choose how billable hours are calculated By default, **all Jira projects are set automatically to be billable** unless configured otherwise in Worklog360. In the worklog form, locate the **Billable hours** section (πŸ’² icon): ![Screenshot 2026-01-23 at 12.06.08.png](https://docs.worklog360.com/__attachments/a_6b80f7a87379a72b8c4d1528945af0f4f1c212370825ac0f93e7e4a9ba7aa344/Screenshot%202026-01-23%20at%2012.06.08.png?cb=2223fec7a53775440a4cad1fa3484d1c) #### Billable hours options * **πŸ’² Billable (enabled - green button)** Billable time is active for this worklog. You can choose between: * **Same as logged hours** (default) Billable hours will automatically match the time you logged. * **Custom billable hours** Enter a different number of billable hours if only part of the work should be billed. * **πŸ’² Billable (disabled - grey button)** If you click the πŸ’² button to turn it off, **billable hours are set to** `0`, and the worklog is treated as **non-billable**. πŸ‘‰ To log billable time, keep the πŸ’² button enabled and use either **Same as logged hours** or **Custom billable hours**. --- language: "en" --- # How to review and approve timesheets Managers can review, approve, or reject submitted timesheets, and leave feedback for their team members. This helps ensure logged time is accurate and ready for reporting, billing, or payroll. If your organization is using timesheet approvals, team members must [++submit their timesheet++](https://timescale-march2024.atlassian.net/wiki/external/NDQzYjI3NmFmN2QxNDJhN2IyOTkzOWIyMWE5YTgyNjA) for approval at the end of the timesheet approval period to approvers. This approvers is often the team lead/manager for the team in which the employee is a member When a team member submits their timesheet for approval, a notification email is sent to the reviewer. *** ** * ** *** ## Where to review timesheets 1. Navigate to **Time β†’ Approvals** in the main menu. 2. You'll be prompted to **select a team**. *** ** * ** *** ### View team timesheet status After selecting a team, you'll see a list of all users in that team, along with their timesheet status for the selected period (week or month), for example: * Not submitted * Submitted * Approved * Rejected This overview allows you to quickly spot: * pending timesheets * missing submissions * already approved or rejected entries ![Screenshot 2026-01-26 at 11.42.12.png](https://docs.worklog360.com/__attachments/a_c5f150210286f54c2347302e000286d2d28833e26c265ea8111b1eaf57846301/Screenshot%202026-01-26%20at%2011.42.12.png?cb=41fceb80b03472ad4092a7204c8fe565) *** ** * ** *** ### Review a user's timesheet in detail 1. Click **Review** next to a user. 2. The detailed timesheet view opens, showing: * all logged worklogs * dates and issues From here, you can verify whether the logged time is complete and correct. *** ** * ** *** ### Approve, reject, or recall a timesheet From the review screen, you have the following options: * **Approve** * Approves the entire timesheet. * All worklogs in that timesheet receive the status **Approved**. * An approval timestamp is recorded and who approved it. * **Reject** * Rejects the timesheet. * You can leave a **comment** explaining what needs to be corrected. * The user will be able to update and resubmit their timesheet. * **Recall** * Reopens an already submitted timesheet. * Useful if approval was started by mistake or additional review is needed. *** ** * ** *** ### What happens after approval * Every worklog in the approved timesheet is marked with: * **Approval status** * **Approval timestamp** * These fields become available in: * the **Reports** section * **exports** (Excel / CSV) This allows finance and management teams to: * filter or group by approval status * ensure only approved time is used for billing or invoicing * audit who approved time and when *** ** * ** *** ### Why this matters for managers * Prevents unreviewed or incorrect time from reaching reports * Creates a clear approval trail * Improves accuracy for billing, payroll, and utilization reporting * Reduces back-and-forth with teams at month end --- language: "en" --- # How to review billable vs non-billable time This guide explains how to review **billable vs non-billable time** in Worklog360, so you can understand how much work is generating revenue and where non-billable effort is happening. *** ** * ** *** ## Why this matters Tracking billable vs non-billable time helps you: * Monitor revenue-generating work * Identify excessive non-billable effort * Validate billing before invoicing * Make better resourcing and pricing decisions Worklog360 shows billable data consistently across all report views. *** ** * ** *** ## Where billable data is visible Billable vs non-billable information is available in: * **Time (Summary)** * **Worklogs (Details)** * **Timesheets** Each view answers a different question. *** ** * ** *** ## Method 1: Review billable ratio in Time (Summary) Use **Time (Summary)** for a **high-level overview**. ### Where to click 1. Go to **Worklog360 β†’ Reports β†’ Time (Summary)** 2. Select the **time range** and **scope** 3. Select a tab -- **Project** , **User** , Issues or **Account** ### What you will see * **Billable vs non-billable ratio (column)** for the selected grouping ![Screenshot 2026-01-26 at 13.39.29.png](https://docs.worklog360.com/__attachments/a_e06216a59062a08b8f3daeacdd34958f7cbb8e3b40c093dc46f2da31a423c09a/Screenshot%202026-01-26%20at%2013.39.29.png?cb=13f2d77bdf2a7abc4822d0483c40aba3) * A **visual chart** showing the split * **Billable amount**, calculated based on billable hours and rates ![Screenshot 2026-01-26 at 13.40.14.png](https://docs.worklog360.com/__attachments/a_4cd8aca84f19858c8bf0a66c6c2c508b8e419e49685b7928362e3344329b5956/Screenshot%202026-01-26%20at%2013.40.14.png?cb=bfa7d5453e5ee0ea7d6621db271f0f3c) πŸ“Œ This view is ideal for answering: > "How much of our time is actually billable?" πŸ“Έ *Screenshot: Time (Summary) with billable vs non-billable chart* *** ** * ** *** ## Method 2: Identify where non-billable work happens In **Time (Summary)**, change the grouping to: * **Project** β†’ to see which projects generate non-billable work * **User** β†’ to see differences across team members * **Issues** β†’ to see differences across Issues * **Account** β†’ to see account-level impact * **Clients** β†’ (Tobe added), for now visible in Worklog Details (grouped worklogs by Client) * **Teams** β†’ (Tobe added), for now visible in Worklog Details (grouped worklogs by Teams) πŸ“Œ Look for: * Low billable ratios * Projects or users with unusually high non-billable time *** ** * ** *** ## Method 3: Review individual worklogs in Worklogs (Details) Use **Worklogs (Details)** when you need **full transparency**. ### Where to click 1. Go to **Reports β†’ Worklogs (Details)** 2. Set the **time range** and **scope** 3. Add the **Billable** column ### What you will see * Each worklog clearly marked as: * **Billable** * **Non-billable** * Billable hours, rate, and amount (if configured) You can also: * Filter by **Billable = Yes / No** * Combine with other filters (Project, User, Issue, Account) *** ** * ** *** ## Method 4: Review billable time in Timesheets Use **Timesheets** for **per-user comparison**. ### Where to click 1. Go to **Reports β†’ Timesheets** 2. Group by **User** 3. Select the relevant **time range** ### What you will see For each user: * Logged hours (SUM) * Billable hours * Clear comparison between the two πŸ“Œ This view helps answer: "Is logged time actually billable?" ![Screenshot 2026-01-26 at 13.42.02.png](https://docs.worklog360.com/__attachments/a_c61376b10a9fb5b79d09c847a27f2e9fb89968c0242be71cb722373ad4bb4101/Screenshot%202026-01-26%20at%2013.42.02.png?cb=0f50be77ae377ebb390a3be4ec8e9307) *** ** * ** *** ## Common manager use cases ### Before invoicing * Use **Time (Summary)** to review billable totals * Drill down into **Worklogs (Details)** if something looks off ### During delivery * Monitor non-billable time to avoid scope creep * Adjust priorities or expectations early *** ** * ** *** ## Tips for managers > πŸ’‘ Review billable ratios regularly, not just at month-end. > πŸ’‘ Investigate sudden drops in billable percentage early. > πŸ’‘ Use charts for trends, and tables for validation. --- language: "en" --- # How to review budget consumption This guide explains how to review **budget consumption** in Worklog360 --- so you can track **used vs remaining budget** based on logged billable time and rates. Regular budget reviews help you: * Stay in control of delivery * Detect overruns early * Avoid surprises at invoicing time *** ** * ** *** ## What "budget consumption" means in Worklog360 Budget consumption is calculated from: * **Billable worklogs** * **Applied billable rates** * **Budget time range** * **Budget configuration (money or hours)** Only **billable hours** contribute to budget burn. Non-billable work is tracked, but does not consume the budget. *** ** * ** *** ## Step 1: Open the Budgets overview 1. Go to **Worklog360 β†’ Financials β†’** **Budgets** 2. Review the budgets list ### What you see at a glance For each budget, the overview shows: * Budgeted amount or hours * **Consumed** amount * **Remaining** amount * Visual indication of progress πŸ“Œ This is the fastest way to understand overall budget health. ![Screenshot 2026-01-27 at 10.46.26.png](https://docs.worklog360.com/__attachments/a_7b7979b9381c1b8193b7f69526f04860106ccd7bad3a3a675936f90832b7b4be/Screenshot%202026-01-27%20at%2010.46.26.png?cb=a3a5ba60109f8f8469fd89132ed3ea01) *** ** * ** *** ## Step 2: Open a specific budget Click on the budget you want to review. ### Key information in the budget view Inside the budget, you can see: * Total logged time * Total **billable** time * Total consumed amount * Remaining budget * Budget period All values update automatically as new worklogs are added. *** ** * ** *** ## Step 3: Review consumption over time (burn-up chart) Each budget includes a **burn-up chart**. ### What the chart shows * Budget consumption over time * How fast the budget is being used * Whether burn is steady or accelerating πŸ“Œ Use the chart to answer: > "Are we burning this budget faster than expected?" A steep curve early in the period often signals **risk**. ![Screenshot 2026-01-27 at 10.47.19.png](https://docs.worklog360.com/__attachments/a_ac5dad2006d9bf99fadb465c4f4465279dec8f7ab5fe48cb6f37609c5096e485/Screenshot%202026-01-27%20at%2010.47.19.png?cb=242d463acc36550a137a64eebb8eaa56) *** ** * ** *** ## Step 4: Understand what is driving consumption From the budget view, you can analyze: * Which users are consuming the most budget * Which issues or work types contribute most * How billable vs non-billable time compares If needed, drill down into: * **Reports β†’ Worklogs (Details)** Filter by: * Budget * Project * Date range * Billable = Yes This gives full transparency into **which worklogs are consuming the budget**. *** ** * ** *** ## Step 5: Ensure consumption data is accurate To ensure numbers are correct: * Click the **Calc** button on the budget This: * Reassigns eligible worklogs * Recalculates billable amounts * Updates consumed and remaining values πŸ“Œ Especially important after: * Importing worklogs * Adjusting billable hours * Updating rates *** ** * ** *** ## Common scenarios to watch ### Rapid consumption * High rates applied to senior roles * Large volumes of billable work early in the period ### Low consumption * Work logged as non-billable * Missing or late worklogs * Budget not fully aligned with project scope *** ** * ** *** ## Best practices for managers > πŸ’‘ Review budget consumption **weekly**, not monthly. > πŸ’‘ Combine totals with the burn-up chart --- both matter. > πŸ’‘ Investigate anomalies early, before approvals or invoicing. --- language: "en" --- # How to review your team’s logged time **\[For Leads/Managers\]** This guide explains how to review all logged time across your team using the **Reports** section in Worklog360. With Worklog360 reports, you can: * See **who logged time** * Understand **where time was spent** * Review **billable vs non-billable hours** * Drill down from summaries to individual worklogs *** ** * ** *** ## Step 1: Open Reports In the Worklog360 menu, go to **Reports**. The Reports section contains three main views: 1. **Time (Summary)** 2. **Worklogs (Details)** 3. **Timesheets** Each view answers a different management question. *** ** * ** *** ## Time (Summary): High-level overview Use **Time (Summary)** when you want a **quick overview** of how time is distributed. ### What you can see * Total logged time grouped by: * **Project** * **User (Perfect to track utilizations)** * **Issue** * **Account** * A selected **time range** * A selected **scope**: * One or more Jira projects * A Jira filter * All projects πŸ“Œ This view is ideal for answering: "Where is our time going?" ![image-20260123-124408.png](https://docs.worklog360.com/__attachments/a_e7b2d38150438ae6ad231618604fc7c0b40a0aa12e8b9bd136ca9d95f180a515/image-20260123-124408.png?cb=433d49aba7d9058c0256379b1724448d) *** ** * ** *** ## Worklogs (Details): Full transparency Use **Worklogs (Details)** when you need to **inspect individual worklogs**. ### What you can see * A list of **all worklogs** for the selected time range and scope * Each worklog as a single row ### Powerful filtering \& columns You can: * Add **any Jira field or custom field** as a column * Add **custom worklog fields** (e.g. Team, Rate, Amounts and many more) * Filter by **any field** * Save * Charts * Export the data πŸ“Œ This view is ideal for answering: "What exactly was logged, by whom, and why?" ![image-20260123-124544.png](https://docs.worklog360.com/__attachments/a_64e4af11a619d433b9334deed8c37c9c9ed54f2e5701feb129aab42ac91760d1/image-20260123-124544.png?cb=7d5d09b5166d4c4838dca060eee3bb2f) *** ** * ** *** ## Timesheets: Team-level accountability Use **Timesheets** when you want to review time in a **timesheet-style layout**, especially per user. ### What you can see When grouped by **User**, you can clearly see: * **Required hours** * **Logged hours** * **Billable hours** This makes it easy to spot: * Missing or under-logged time * Differences between logged and billable hours Like other views, you can: * Filter and group data * Save views * Export results πŸ“Œ This view is ideal for answering: > "Is my team logging the expected amount of time?" [https://www.youtube.com/watch?v=wZahIaYdkCo\&embeds_referring_euri=https%3A%2F%2Ftimescale-march2024.atlassian.net%2F\&source_ve_path=MjM4NTE](https://www.youtube.com/watch?v=wZahIaYdkCo&embeds_referring_euri=https%3A%2F%2Ftimescale-march2024.atlassian.net%2F&source_ve_path=MjM4NTE) *** ** * ** *** ## Which view should I use? | If you want to... | Use this view | |----------------------------|------------------------| | Get a quick overview | **Time (Summary)** | | Inspect individual entries | **Worklogs (Details)** | | Review per-user effort | **Timesheets** | *** ** * ** *** ## Tips for managers > πŸ’‘ Start with **Time (Summary)** to understand trends, then drill down into **Worklogs (Details)** if something looks off. > πŸ’‘ Use **Timesheets** to quickly identify missing or under-logged time before approvals or invoicing. --- language: "en" --- # How to Set Up Billable and Cost Rates in Worklog360 [← VIEW FULL DOCUMENTATION](https://timescale-march2024.atlassian.net/wiki/external/ZTNhOGYwMzAwMDkxNDIzMTgxODQ4MzJjZWEzNDIyODA) ## What are billable and cost rates in Worklog360? **Billable rates define how much you charge clients per hour, while cost rates represent your internal cost, enabling accurate profitability tracking.** * **Billable rate** β†’ Revenue (what you invoice) * **Cost rate** β†’ Expense (your internal cost) πŸ‘‰ Together, they power: * Revenue calculation * Cost tracking * Profitability analysis * Invoice generation *** ** * ** *** ## How does rate hierarchy work in Worklog360? **Worklog360 applies rates using a hierarchy where more specific rates override more general ones.** ### Rate hierarchy (from lowest to highest priority): 1. Workspace rates (global default) 2. People rates (via roles) 3. Project rates 4. Project user rates πŸ‘‰ **The most specific match always wins** ![Screenshot 2026-03-20 at 11.34.35.png](https://docs.worklog360.com/__attachments/a_b0b4687b43926f3c990d8cb91898838bcd18a214818c7811087f4b7aa6204e48/Screenshot%202026-03-20%20at%2011.34.35.png?cb=1d9c0701bc151b79b23c41be3a72a6e9) *** ** * ** *** ## How does Worklog360 decide which rate to apply? **When time is logged via Worklog360 Time Forms, the system evaluates rates from most specific to most general and applies the first match found.** ### Evaluation order: Project User β†’ Project β†’ People (Role-based) β†’ Workspace ![Screenshot 2026-03-20 at 11.34.46.png](https://docs.worklog360.com/__attachments/a_41c9dc0fdf890ad1a6eebd621393bf501f21700ee585cda9b462dab6504180c2/Screenshot%202026-03-20%20at%2011.34.46.png?cb=da6cffaa87a9c04d679341b1bdedea8a) ### Example: * Workspace = $50/h * Role (Developer) = $60/h * Project = $70/h * Project User = $80/h πŸ‘‰ Final applied rate = **$80/h** *** ** * ** *** ## How to set Workspace (global) rates **Workspace rates act as fallback defaults when no other rates are defined.** ### Steps: 1. Go to **Settings β†’ Rates** 2. Set: * Default billable rate 3. Save πŸ‘‰ Always configure this first *** ** * ** *** ## How to set People (user-level) rates in Worklog360 **User-level rates in Worklog360 are managed through roles---you first define roles with rates, then assign those roles to users.** This ensures: * Consistent pricing * Easy scaling * Centralized rate management *** ** * ** *** ### Step 1: Define roles and rates **Roles act as reusable pricing templates that include billable rates.** ### Steps: 1. Go to **Manage** / **Roles \& Rates** 2. Create a role (e.g. Developer, QA, Project Manager) 3. Set: * Billable rate 4. Save πŸ‘‰ Example: * Developer β†’ $70/h billable, $30/h cost *** ** * ** *** ### Step 2: Assign roles to users **Users inherit rates by being assigned a role in the People \& Rates section.** ### Steps: 1. Go to **Manage** / **People \& Rates** 2. Select a user 3. Assign a role 4. Save πŸ‘‰ The user will now use: * The role's billable rate * The role's cost rate *** ** * ** *** ### How People rates fit in the hierarchy **Role-based user rates apply unless overridden by project or project-user rates.** Hierarchy position: Project User β†’ Project β†’ **People (Role-based)** β†’ Workspace *** ** * ** *** ### Example * Role: Developer β†’ $70/h * User: John β†’ assigned Developer πŸ‘‰ When John logs time: * Default rate = **$70/h** Unless overridden by: * Project rate * Project user rate *** ** * ** *** ## How to set Project-specific rates **Project rates override workspace and people rates for all work within a specific project.** ### Steps: 1. Go to **Manage** **β†’** **Projects \& Rates β†’ Add Project** 2. Set: * Billable rate 3. Save πŸ‘‰ Ideal for: * Client-specific pricing * Retainers * Fixed contracts *** ** * ** *** ## How to set Project User rates (most specific) **Project user rates define custom rates for a specific user within a specific project.** ### Steps: 1. Go to **Manage** **β†’** **Projects \& Rates** **β†’** Click on a **Project from the list** 2. Select a user 3. Set: * Billable rate 4. Save πŸ‘‰ Ideal for: * Senior vs junior pricing * Special agreements * Exceptions *** ** * ** *** ## When should you use each rate level? **Each rate level serves a different purpose depending on how specific your pricing needs are.** | Scenario | Recommended Level | |-------------------------|-------------------| | Default fallback | Workspace | | Standard team pricing | People (Roles) | | Client-specific pricing | Project | | Special cases | Project User | *** ** * ** *** ## What happens when no rate is defined? **If no rate is set, Worklog360 falls back to workspace rates or may result in zero-value calculations depending on configuration.** πŸ‘‰ Best practice: * Always define workspace rates * Ensure all users have roles assigned *** ** * ** *** ## How to ensure correct rate setup **Proper rate setup ensures accurate billing, reporting, and profitability tracking.** ### Best practices: * Start with workspace defaults * Define roles before assigning users * Assign roles to all active users * Use project rates for client pricing * Use project user rates only when needed * Test with a sample worklog *** ** * ** *** ## How rates impact invoicing and profitability **Rates determine how worklogs are converted into revenue and cost, directly affecting invoices and profitability.** ### Flow: Worklog β†’ Rate applied β†’ Revenue \& Cost β†’ Profitability β†’ Invoice πŸ‘‰ Incorrect rates = incorrect financial data *** ** * ** *** ## Final takeaway **Worklog360's hierarchical rate system allows you to manage simple or complex pricing models while ensuring every worklog is converted into accurate financial results.** πŸ‘‰ Start simple: * Workspace + Roles πŸ‘‰ Then scale: * Add Project and Project User rates as needed --- language: "en" --- # Invoices Invoices in Worklog360 allow you to **bill clients based on tracked time and budgets**. They provide a clear way to track billed work, manage client payments, and ensure financial transparency. ![Screenshot 2025-10-28 at 11.08.32.png](https://docs.worklog360.com/__attachments/a_176c7b5ce942c6711eef3ce0e79b62a51c1488900b53b4ccc9002c4e7dfa96cd/Screenshot%202025-10-28%20at%2011.08.32.png?cb=6af8782de2ab0cd957c5c6dc04f0531c) ## **Step 1: Creating an Invoice** 1. Click **Create Invoice** in the Invoicing menu. 2. Select the client for which you want to create the invoice to. 3. After that you will see a list of **budgets** from which you can generate an invoice. * Select a budget to include in your invoice. **Always make sure you click Calc before continuing. If you see Unassigned Worklogs you need to go back to Worklogs \& Budget Administration to fix that.** * You also have the option to **create a standalone invoice**, not linked to any budget. > ![Screenshot 2025-10-28 at 11.11.29.png](https://docs.worklog360.com/__attachments/a_e2f47ab0e5453dbbdc9e67630d0265f07345ba9b28184ccc3a39298f59dce7a0/Screenshot%202025-10-28%20at%2011.11.29.png?cb=d49245fd520f1c2b65b50a2121447b06) *** ** * ** *** ### **Step 2: Invoice Preview** After selecting budgets or creating a standalone invoice, you'll be taken to the **Invoice Preview** screen. Here you can: * Choose **how the lines from the budget appear** on the invoice * Set the **Invoice Number** * Define the **Issue Date** and **Due Date** * Review all amounts and ensure they are correct > ![Screenshot 2025-10-28 at 11.17.17.png](https://docs.worklog360.com/__attachments/a_5c71d27f1e2dc97f14cb6b0fcbfb892600419128992af24620a33b4fe0e12b23/Screenshot%202025-10-28%20at%2011.17.17.png?cb=e0975f8ee8998195525212b6de72519a) > > *** ** * ** *** ### **Step 3: Saving or Sending the Invoice** * **Save as Draft** -- Keeps the invoice in draft status for review or edits. * **Crate Invoice** -- Changes the invoice status to **Sent** , making it ready for the client. You can print it into PDF. **Also all related to that invoice worklogs are marked as invoiced now and reports will be updated.** > **Tip:** Always double-check line items, dates, and amounts before creating to avoid errors in client billing. *** ** * ** *** ### **Summary** Worklog360 invoicing is fully integrated with your budgets and worklogs: * Invoices can be **generated directly from budgets**, ensuring accuracy * Standalone invoices allow billing for work **outside of budgets** * Draft and Sent statuses give you flexibility in managing client billing --- language: "en" --- # Invoicing --- language: "en" --- # Jira Administrator permissions The Jira Administrator permission is key To get the Jira Administrator permission, you must be added to a Jira group that has these permissions, such as the **jira-administrator** group. Another Jira Administrator should be able to do this for you. Once you have Jira Administrator permissions, you can add others to groups that have this permission. Of course, this permission should only be granted to those who need high-level access to your Jira. **To grant Jira Administrator permissions:** 1. Go to **Jira settings \> System \> Global Permissions**. 2. At the top of the page, under **Administer Jira**, add a user to a group which has this permission. More info on: [**Administrator Jira global**](https://confluence.atlassian.com/adminjiraserver/managing-global-permissions-938847142.html) permission. --- language: "en" --- # Jira Project Permissions You need to have ++**Jira administrator**++ permissions to grant any of these Project permissions. * Please note that this page applies to Jira company-managed (classic) projects. For more information on Jira team-managed (next-gen) projects, see [**Jira Team-managed Project Permissions**](https://timescale-march2024.atlassian.net/wiki/external/NGYzMzNiOWQ2NDllNDk0M2I0ODllN2MwMjA4ZmY0N2Y). Project permissions are project-level Jira permissions that affect access to Jira projects, their issues, and worklogs in Worklog360. These are part of typical Jira project management tasks managed through the Jira permission schemes. For more information about how to manage Jira project permissions, see [++Managing project permissions++](https://confluence.atlassian.com/adminjiracloud/managing-project-permissions-776636362.html?_gl=1*2lh2hk*_ga*MTU3NjU4MDM1LjE3MDQxOTkwNzQ.*_ga_5S7Y6HRDLN*MTc0MzA2OTQ0NC44Mi4xLjE3NDMwNzA0MjguMC4wLjA.) in Atlassian Jira's documentation. Make sure that the **atlassian-addons-project-access** project role is granted all permissions in the Permission Schemes used for all of your Jira projects in order for **Worklog360** to function properly. **To grant Project permissions**: 1. Make sure you have **Jira Administrator** permissions. 2. Go to **Project** - **Project Settings** - **Permissions** to view the permission scheme associated with the project. 3. To modify the permission scheme, open the **Permissions** link in the Actions column. 4. Find the permission you want on this page, such as those in the Time Tracking permissions section and then **Update** which groups are granted the permission. ## Project permissions * You need to grant these permissions **for each Jira project** (via its permission scheme). * You need to have **Jira administrator permissions** to grant any of these Project permissions. | **Project Permission** | **Description** | **Who should have this permission** | **Extra information** | |-------------------------|-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|---------------------------------------------------------------------------------------------------------------------------------------------------------------|----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | **Administer Projects** | Permission to edit: * Project role membership * Project components * Project versions * Some project details | Jira administrators, project managers | This is a Jira permission that's useful for Worklog360 administration. | | **Browse Projects** | Permission to: * Browse the Jira project * Use the issue navigator * View individual issues | All Worklog360 users who work on Jira projects and issues. You need this permission for the relevant Jira projects to be able to view the worklogs and plans. | This is a basic Jira permission that all Jira users need for the projects on which they're working. The project role **atlassian-addons-project-access** must be granted permissions to a project in order for Worklog360to function properly. See the [++Atlassian Jira documentation++](https://confluence.atlassian.com/adminjiracloud/managing-project-permissions-776636362.html) for more information. | | **Delete All Worklogs** | Permission to delete all worklogs made on issues in this Jira project. | Team leads and managers, project managers. | | | **Delete Own Worklogs** | Permission to delete your own worklogs made on issues in this Jira project. | All Worklog360 users who log their time. | | | **Edit All Worklogs** | Permission to edit all worklogs made on issues in this Jira project. | Team leads and managers, project managers. | | | **Edit Own Worklogs** | Permission to edit your own worklogs made on issues in this Jira project. | All Worklog360 users who log their time. | | | **View All Worklogs** | Permission to view all worklogs made by others on issues within a Jira project for which they have the Browse Projects permission. **This one is useful to limit external users to view your teams worklogs.** **When people are granted these permissions only they can view other people worklogs. Anyone else will not be able to do that.** | Team leads and managers, HR, project managers. | This permission is added when you install a Worklog360 app. In order this permission to be taken into account. The check box:"**Enable extra worklogs project permission. Make sure users are added first to (Worklog360 View all worklogs) permission group within Jira** **"**Needs to be selected If you have this permission and still can't view all worklogs, it may be because you don't have Browse Projects permission for this project (see above), which you need. **This permission is also required to view all work logged against an issue in the Jira Issue Worklogs tab. If you don't have this, you can only view your own worklogs.** | | | | | | | | | | | --- language: "en" --- # Jira Team-managed Project Permissions Jira team-managed project permissions dictate if and how you can access a project -- whether as an administrator, member or viewer. In order to see the issues and time records for a team-managed project, you need to be a member of the project's board. You can go to the **Project Settings** of the project, and then select **Access** in the sidebar to see who has access to the project and/or grant access to it. For more information about team-managed projects, see [++Atlassian's documentation++](https://support.atlassian.com/jira-software-cloud/docs/get-started-with-next-gen-projects/). --- language: "en" --- # Logging time from your Mobile Because Timescale uses the worklogs directly from Jira you can use Jira mobile app to add worklogs. To do that: 1. [Install the Jira app](https://www.atlassian.com/software/jira/mobile-app) on your mobile. 2. Select a Jira issue ![IMG_EE5E2DE3DF5A-1.jpeg](https://docs.worklog360.com/__attachments/a_b971d8a0d93bbd3d426a09b1a1bc4b54ce07ce6c6661b55334c783e0088b730c/IMG_EE5E2DE3DF5A-1.jpeg?cb=35abd3ac8bd1c43f2e8a2f068140ed41) 3. Scroll down to details ![IMG_5123.PNG](https://docs.worklog360.com/__attachments/a_34ca5981845cf4c34c3fb1c6d317fcc57361f8998434aea38ccecbefc3e7f80b/IMG_5123.PNG?cb=9429c070aba350964c03aac144a98f96) 4. Click on Time Tracking and add time 5. ![IMG_5124 2.PNG](https://docs.worklog360.com/__attachments/a_01123effa4dbd452cba329468384f635a3f6184c19adffaddf5e5968bea39c1d/IMG_5124%202.PNG?cb=a88191ec0be84a708161f472a3c49380) --- language: "en" --- # Manage your Teams Teams are a central concept in Worklog360 [Timesheets](https://marketplace.atlassian.com/apps/1222428/timesheet-report-for-jira-time-tracking-calendar-budget?hosting=cloud&tab=overview). Teams can be used for organizing employees for whatever purpose you need - per department or for a special project that brings together employees from different departments. No matter how you use them, Worklog360 teams can help you easily manage the worklogs and plans for your team. And if you want to use timesheet approvals in Worklog360 Timesheets your employees need to be in a team. If you are a Worklog360 Administrator, you can [create and delete teams](https://timescale-march2024.atlassian.net/wiki/external/NzY2MzBkMmY3MGRhNDk0NDgxOTZjZDUxMTE0NzRiZjc) in the Teams view. You can also modify existing teams by adding or removing team members and timesheet approvers/ Key concepts for Worklog360 Teams include the following: * [Approve timesheets](https://docs.worklog360.com/worklog360-docs/timesheet-approvals.md) for team members on the Approvals page. All they need to do is log their time and then submit their timesheet to their team approvers/reviewers. * The [++team timesheet++](https://docs.worklog360.com/worklog360-docs/reports-people-utilization.md)[](https://docs.worklog360.com/worklog360-docs/timesheet-reports.md)provides a quick overview of the time that is logged by team members on different projects. --- language: "en" --- # Managers's Guide As a manager in your organization, **Worklog360** is a tool for you! From managing your team's time to generating reports to get data, Timesheets has many features designed to help you do your job, no matter what type of manager you are. * [Managing Your Teams](https://docs.worklog360.com/worklog360-docs/manage-your-teams.md)- If you're a team lead, department manager, or project manager, you can create Worklog360 teams that include your direct reports or people working on your project. Having employees organized in teams makes it easy to manage their timesheets and approvals, and to create reports on their logged time. * [Timesheet Approvals](https://docs.worklog360.com/worklog360-docs/timesheet-approvals.md) - With your team set up, you can review and approve the timesheets that your team members submit to you. * **Reports** - helps you analyze and review logged time across your team or projects. It contains three main sub-tabs: * **Time (Summary)**- Provides an overview of aggregated hours and amounts, grouped by user, project, people, epics and many others. This is useful for quickly understanding where worked and billable aggregated time is being spent and what are the corresponding aggregated money amounts Check: * \[Projects Tab\] [++How to use the Time (Summary) / Project++](/worklog360-docs/reports-time-summary-projects-tab.md) * \[People Tab\] [++How to use the Time (Summary) / People++](/worklog360-docs/reports-people-utilization.md) * \[Issues Tab\] [++How to user the Time (Summary) / Issues++](/worklog360-docs/reports-time-summary-issues-tab.md) * **Worklogs** - Displays detailed worklogs entries for all team members. You can filter and sort by user, project, date and many more to get precise insights. [++Check How to use the Worklogs Report++](https://docs.worklog360.com/worklog360-docs/reports-worklogs.md) * **Timesheets** - Offers a summary of logged hours in a timesheet format for the team. This is ideal for reviewing weekly or monthly work and preparing for approvals or billing. [++Check How to use Timesheets Reports++](https://docs.worklog360.com/worklog360-docs/timesheet-reports.md) * **Financialas** - The Financials menu helps you manage budgets, monitor worklogs for billing, and handle invoicing. It contains three main sub-tabs: * **Budgets** - Set up and track budgets for projects or clients. Monitor progress against budgeted hours or budgeted amounts to ensure your team stays on target. [++Check: How to create and track budgets++](https://docs.worklog360.com/worklog360-docs/budget-creation-and-tracking.md) * **Worklogs \& Budget Administration**- Manage and review worklogs from a financial perspective. This includes verifying and adjusting: * billable hours, * rates and amounts, * worklogs invoice statuses, * assigning worklogs to the correct budgets, * ensuring all time data is accurate for reporting and invoicing. [++Check how to use Worklogs \& Budget Administration++](/worklog360-docs/worklogs-budget-administration.md) * **Invoicing** -- Create, manage, and send invoices to clients based on tracked **billable worklogs** . Invoices are **generated from the budgets** you've set, ensuring amounts accurately reflect the time and rates allocated to each project. This tab helps you streamline billing and keep your financials organized. [++Check: How to do Invoicing within Worklog360++](https://docs.worklog360.com/worklog360-docs/invoices.md) * [Organizing Data Using Worklog360 Accounts](https://docs.worklog360.com/worklog360-docs/organizing-data-using-worklog360-accounts.md) - Tracking logged time across multiple Jira projects - and even teams - is what makes Worklog360 Accounts a powerful tool for managing projects, especially for billable work and Capex/Opex (see the tutorials below). You can also follow these **tutorials** to see how to use Worklog360 to accomplish your business goals: * [Tracking Billable Work for Invoicing](https://docs.worklog360.com/worklog360-docs/track-billable-hours-for-invoicing.md)- If you're a project or account manager, this tutorial shows you how to set up both billable and non-billable accounts for a customer and get reports on time logged to each of these accounts. Importantly, you can run a clean report on billable work that can be used as a base for invoicing the customer. * [Tracking Time on Capex for Tax Credits](https://docs.worklog360.com/worklog360-docs/track-capex-hours-for-tax-credits.md) - If you're a project or account manager, this tutorial shows you how to set up Worklog360 accounts for tracking time spent on work related to capital expenditures (Capex) and operating expenses (Opex). Then you can run a report on the time logged to Capex accounts to apply for tax credits. --- language: "en" --- # Migrating Tempo Worklogs in JIRA to Worklog360 Tempo Timesheet application stores some part of worklogs in its own database. These parts are; * Worklog author * Worklog description * Worklog attributes When you migrate from Tempo to another timesheet app, all when you view the worklogs through Jira's own UI or REST API, all these information will be missing. Since attributes are Tempo specific information, it will not be visible at all in other apps or in Jira UI. This is something expected. But losing worklog author and worklog description is not something most people expect. Worklog author will be always displayed as "Tempo Timesheet", and work description will be always displayed as "time-tracking". In short, you will lose actual value of worklog author and worklog description. This misrepresentation can cause issues in reporting, accountability, and overall data management within Jira. As discussed in the Atlassian Developer Community thread titled [++"Unable to get user worklogs using Jira API when Tempo is installed"++](https://community.developer.atlassian.com/t/unable-to-get-user-worklogs-using-jira-api-when-tempo-is-installed/78800/5), other developers have faced similar challenges when trying to retrieve accurate user work logs via the Jira API when Tempo is installed. Here is how the Jira work logs look like after migrating from Tempo; as you can see, all of the work log authors are "Tempo Timesheets" and work descriptions are "time-tracking". ![tempo-timesheet.png](https://docs.worklog360.com/__attachments/a_8f8f7e6e862b7ec51c2dc3d191cfb141b3e71438c1693cb88e519a959ea56cd2/tempo-timesheet.png?cb=3a8862a41358f1cbc615841d7197e6dd) In order for our customers to be able to migrate from Tempo to Worklog360 we have prepared a Python Script which will connect to Tempo API and migrate this information to a format Worklog360 can display. This is done by storing tempo specific information on Jira's worklog properties object. ## An example for Worklog360 property value on a Jira work log after running the script ![Screenshot 2025-11-13 at 13.06.08.png](https://docs.worklog360.com/__attachments/a_164ae6775466486bf23f75f5398e10f0ee6a8b97e7ba1d2eb994ed776a5ea381/Screenshot%202025-11-13%20at%2013.06.08.png?cb=52b8ac07fa70cbf5afec39f899240ba3) You may think that instead of adding this information to Worklog property why the app is not updating actual author information on the worklog itself. Unfortunately, Jira REST API doesn't allow modifying worklog author. Another option may be deleting the original worklog and recreating the worklog using the new information. Since this is a destructive operation, we didn't want to do this. ### Key Points About the Script * Utilizes threads for faster worklog updates, crucial for handling large data volumes. * Manages concurrency to respect Jira's API rate limits, adjusting request timing to prevent failures. * Updates Jira worklog properties with accurate author data from Tempo, ensuring data integrity post-migration. * Provides real-time progress updates and color-coded messages for easy monitoring during migration. ### How to Use the Script Script will require you to define some environment variables before running it. These are required to connect Tempo API, Jira API * Specify environment variables specified on the below table. * Replace `https://your-jira-domain.atlassian.net` string with your actual site. * Then, run the following command in your terminal: `pip install requests==2.31.0 && pip install tqdm==4.66.1` * Make sure the Jira user you will be using in the script has: "**Browse users and groups"** Jira permissions After these steps you can run the script by running this command `python .py` ### The Script | | | |-------------------|--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | `TEMPO_API_TOKEN` | Required to connect to Tempo REST API. We will use this token to pull real author, description and attribute values of worklogs from Tempo. To get an API key for Tempo, you need to follow this path in your Jira: **Tempo \> Settings \> OAuth 2.0 Applications** | | `JIRA_API_TOKEN` | Required to connect to Jira REST API. We will use this token to update worklog properties. We will store Tempo specific information on worklog itself as properties. Go to this link and create an API key: [++https://id.atlassian.com/manage-profile/security/api-tokens++](https://id.atlassian.com/manage-profile/security/api-tokens) | | `JIRA_EMAIL` | Required to connect to Jira REST API. | import asyncio import requests from concurrent.futures import ThreadPoolExecutor from typing import List, Dict from tqdm import tqdm import json # ----------------------------- # πŸ”§ Configuration # ----------------------------- jira_base_url = "https://cloud1.atlassian.net" tempo_base_url = "https://api.tempo.io/4" TEMPO_API_TOKEN = "exampleTOKEN" JIRA_API_TOKEN = "exampleTOKEN" JIRA_EMAIL = "admin(with Browse users and groups JIRA permission) user email" tempo_worklog_limit_per_request = 100 initial_tempo_worklog_offset = 0 # ----------------------------- # βš™οΈ Helpers # ----------------------------- def print_with_color(text: str, color_code: str = "32"): print(f"\033[{color_code}m{text}\033[0m") def send_request_with_rate_limit_handling(request_func, **kwargs): for attempt in range(5): response = request_func(**kwargs) if response.status_code == 429: print_with_color("⏳ Rate limited. Retrying...", "33") import time; time.sleep(2 ** attempt) else: return response response.raise_for_status() return response def build_jira_updated_from_startdate(start_date: str) -> str: if not start_date: return None return f"{start_date}T12:00:00.000+0200" # ----------------------------- # πŸ“₯ Tempo Worklogs # ----------------------------- def get_tempo_worklogs(offset=0): url = f"{tempo_base_url}/worklogs?limit={tempo_worklog_limit_per_request}&offset={offset}" headers = {'Authorization': f'Bearer {TEMPO_API_TOKEN}'} response = requests.get(url, headers=headers) response.raise_for_status() worklogs = response.json().get("results", []) for worklog in worklogs: attributes = worklog.get('attributes', {}).get('values', []) worklog['attributes'] = attributes if attributes else None print_with_color(f"\nFetched {len(worklogs)} worklogs from Tempo (offset={offset})", "36") return worklogs def get_jira_worklog_ids_from_tempo(worklog_ids: List[str]) -> Dict[int, int]: url = f"{tempo_base_url}/worklogs/tempo-to-jira?limit={tempo_worklog_limit_per_request}" headers = {'Authorization': f'Bearer {TEMPO_API_TOKEN}'} response = send_request_with_rate_limit_handling( request_func=requests.post, url=url, headers=headers, json={"tempoWorklogIds": worklog_ids} ) response.raise_for_status() results = response.json().get("results", []) return {item['tempoWorklogId']: item['jiraWorklogId'] for item in results} # ----------------------------- # πŸ§‘ Jira User Cache # ----------------------------- user_cache = {} def get_jira_user_name(account_id: str) -> str: if account_id in user_cache: return user_cache[account_id] url = f"{jira_base_url}/rest/api/3/user?accountId={account_id}" response = send_request_with_rate_limit_handling( requests.get, url=url, auth=requests.auth.HTTPBasicAuth(JIRA_EMAIL, JIRA_API_TOKEN) ) response.raise_for_status() display_name = response.json().get("displayName", "Unknown") user_cache[account_id] = display_name return display_name # ----------------------------- # 🧱 Jira Worklog Updates # ----------------------------- def update_jira_worklog_request(issue_id_or_key: str, worklog_id: int, payload: dict, stats=None) -> bool: url = f"{jira_base_url}/rest/api/3/issue/{issue_id_or_key}/worklog/{worklog_id}/properties/worklog360" response = send_request_with_rate_limit_handling( request_func=requests.put, url=url, auth=requests.auth.HTTPBasicAuth(JIRA_EMAIL, JIRA_API_TOKEN), json=payload ) if response.status_code in [403, 404]: if stats is not None: stats["failed"].append({ "issue": issue_id_or_key, "worklog_id": worklog_id, "reason": f"Forbidden or not found: {response.status_code}" }) print_with_color(f"⚠️ Forbidden: Cannot update worklog360 for worklog {worklog_id} (issue {issue_id_or_key})", "31") return False response.raise_for_status() return True def update_jira_billable_hours_property(issue_id_or_key: str, worklog_id: int, payload: dict, stats=None) -> bool: property_key = "billable_hours_key" url = f"{jira_base_url}/rest/api/3/issue/{issue_id_or_key}/worklog/{worklog_id}/properties/{property_key}" response = send_request_with_rate_limit_handling( request_func=requests.put, url=url, auth=requests.auth.HTTPBasicAuth(JIRA_EMAIL, JIRA_API_TOKEN), json=payload ) if response.status_code in [403, 404]: if stats is not None: stats["failed"].append({ "issue": issue_id_or_key, "worklog_id": worklog_id, "reason": f"Forbidden or not found: {response.status_code}" }) print_with_color(f"⚠️ Forbidden: Cannot update billable_hours_key for worklog {worklog_id} (issue {issue_id_or_key})", "31") return False response.raise_for_status() return True # ----------------------------- # ⚑ Batch Processing # ----------------------------- async def update_jira_worklogs_in_batch(worklogs: List[dict], jira_mapping: Dict[int, int]): executor = ThreadPoolExecutor(max_workers=30) stats = {"migrated": 0, "skipped_no_mapping": 0, "failed": []} success_worklogs = set() async def async_update_property(func, issue_id, worklog_id, payload): loop = asyncio.get_event_loop() try: return await loop.run_in_executor(executor, func, issue_id, worklog_id, payload, stats) except Exception as e: stats["failed"].append({"issue": issue_id, "worklog_id": worklog_id, "reason": str(e)}) return False tasks = [] for worklog in worklogs: issue_id_or_key = worklog.get("issueKey") or str(worklog["issue"]["id"]) jira_worklog_id = jira_mapping.get(worklog['tempoWorklogId']) if not jira_worklog_id: stats["skipped_no_mapping"] += 1 continue # Get displayName from Jira API (cached) author_name = get_jira_user_name(worklog["author"]["accountId"]) payload_worklog360 = { "version": 1, "authorAccountId": worklog["author"]["accountId"], "authorName": author_name, "comment": worklog.get("description", ""), "billableSeconds": worklog.get("billableSeconds", 0), "attributes": {attr['key']: attr['value'] for attr in worklog.get('attributes') or []} } payload_billable = { "billableSeconds": worklog.get("billableSeconds", 0), "updated": build_jira_updated_from_startdate(worklog.get("startDate")) } task = asyncio.gather( async_update_property(update_jira_worklog_request, issue_id_or_key, jira_worklog_id, payload_worklog360), async_update_property(update_jira_billable_hours_property, issue_id_or_key, jira_worklog_id, payload_billable) ) tasks.append((jira_worklog_id, issue_id_or_key, task)) with tqdm(total=len(tasks), desc="Migrating Worklogs", colour="green") as pbar: for jira_worklog_id, issue_id_or_key, task in tasks: success_worklog360, success_billable = await task if success_worklog360 or success_billable: success_worklogs.add(jira_worklog_id) pbar.update(1) stats["migrated"] = len(success_worklogs) return stats # ----------------------------- # 🏁 Main # ----------------------------- def main(): offset = initial_tempo_worklog_offset total_stats = {"migrated": 0, "skipped_no_mapping": 0, "failed": []} while True: worklogs = get_tempo_worklogs(offset) if not worklogs: break tempo_ids = [w['tempoWorklogId'] for w in worklogs] jira_mapping = get_jira_worklog_ids_from_tempo(tempo_ids) batch_stats = asyncio.run(update_jira_worklogs_in_batch(worklogs, jira_mapping)) total_stats["migrated"] += batch_stats["migrated"] total_stats["skipped_no_mapping"] += batch_stats["skipped_no_mapping"] total_stats["failed"].extend(batch_stats["failed"]) offset += tempo_worklog_limit_per_request # Final summary print_with_color("\n🏁 FINAL MIGRATION SUMMARY", "34") print_with_color(f"βœ… Total migrated: {total_stats['migrated']}", "32") print_with_color(f"⚠️ Total skipped (no mapping): {total_stats['skipped_no_mapping']}", "33") print_with_color(f"❌ Total failed: {len(total_stats['failed'])}", "31") if total_stats["failed"]: print_with_color("Sample failed worklogs:", "31") for f in total_stats["failed"][:10]: print(f" - Issue {f['issue']}, Worklog {f['worklog_id']} β†’ {f['reason']}") if __name__ == "__main__": print_with_color("\nStarting Jira worklog migration...", "34") main() After each batch, you'll see `Batch Offset` number on your terminal. Running the script multiple times for the same worklogs is usually safe, as long as you don't modify the same worklog using Worklog360 app between. At the second run, the script will override the same Worklog360 properties. At the end of the script you will receive msg how many worklogs have been migrated and which one has failed (if there are such). Once the Migration is over in the Reports section of Worklog360 all worklogs with "Tempo Timesheet" user will have the proper Author and the Tempo worklog billable hours will also be visible in Worklog360. At this point using the BULK EDIT you can apply Rates, change Accouts or Edit Billabel Hours. \* Those last edits will not be visible back in TEMPO. We recommend that after the migration you change back the Jira Time Tracker provider to be the default Jira instead of TEMPO. You can do that in JIRA/Settings/Work Item/Time Tracking. ...And this is how you will no longer be stuck with Tempo and can explore any other Time Tracking App in the Marketplace. --- language: "en" --- # My Time - Timesheet & Calendar Views In Worklog360, users can view their currently logged work as a timesheet or a calendar by: Navigating to **Apps \> Worklog360 \> Time** ## Timesheet View The **Time** page displays a timesheet for the currently logged-in user. As with any timesheet, the page can be configured for a specific date range, space(s), filters, and breakdowns. You can also [create/edit worklogs](https://docs.worklog360.com/worklog360-docs/creating-and-editing-worklogs.md) from this view. ![Screenshot 2026-05-20 at 12.49.23.png](https://docs.worklog360.com/__attachments/a_00378faf87b1af0c6cd06fdbe13da38fb859ed1b5e0eebc06b11a259fa314663/Screenshot%202026-05-20%20at%2012.49.23.png?cb=8ddbca016bf18e9aa5b63dbccbf2f691) ## Calendar View Users can click the **Calendar** tab to see their logged work on a calendar. ![Screenshot 2026-05-20 at 12.55.35.png](https://docs.worklog360.com/__attachments/a_2fb07c39487473ae0b2508068059baf83d982e96752eebc35c5205739ca5d834/Screenshot%202026-05-20%20at%2012.55.35.png?cb=05feef8c1ab91bd15452503461ee6f7e) You can also [create/edit worklogs](https://docs.worklog360.com/worklog360-docs/creating-and-editing-worklogs.md) from this view. --- language: "en" --- # Organizing Data Using Worklog360 Accounts Accounts are a flexible feature in Worklog360 that helps you organize your company's projects and initiatives to get useful time data, such as time spent by multiple teams across multiple Jira projects. The super thing about Worklog360 accounts is that you can use them to keep track of - and extract - information from time data for many different reasons, such as to: * Define the cost centers in your company with operating expenses (Opex). * Keep track of billable hours and non-billable hours spent on work for a client or customer. * Keep track of Capex hours for applying for tax credits. * Organize the time spent on different projects or initiatives, such as development, marketing, training, or support. ## **The Basic "Life Cycle" of an Account** ![Screenshot 2025-04-10 at 14.19.41.png](https://docs.worklog360.com/__attachments/a_a230010227c77eb6a5ce1645fb957164f9f11c759f1481f326d2f850620776ed/Screenshot%202025-04-10%20at%2014.19.41.png?cb=bf9a3be91778e6ca9427f9b4ee8e9ff6) 1. Accounts are created by the Worklog360 Administrator. The accounts can be for the different projects and initiatives to organize the time data as needed for your company. An Account Lead, such as an account manager or project manager, is assigned to each account. 2. Account **categories** can be created to add a level of organization to the accounts, which allows for useful filtering when running reports. Account categories are defined by their **Type**, which can be one of these four: Billable, Capitalized (Capex), Operational (Opex), or Internal. The Type provides another way of filtering data for reports. 3. **Accounts** are linked to one or more **Jira projects**to which they're associated. Then the account can be selected when team members log their time. 4. Time is logged to the relevant account by team members. They select the account from an **Account** dropdown in the Jira issue or the Log Time form. Only accounts that are linked to a Jira project will appear in this dropdown 5. Reports are run by account to extract the time spent on the different accounts. They export the reports in a format such as XLS or CSV format, and hand them over to the financial team. 6. These reports are used by the financial team for accounting purposes, such as sending invoices to customers/clinets from billable work, or applying for tax credits from work considered as a capital expenditure (Capex). --- language: "en" --- # \[Outdated\] Generating Reports and Insights Worklog360 let you gather data from worklogs for yourself or others, such as your team, department, or even your whole company. You can use reports to gain insight into your business and share your data. By applying filters and different grouping, you can display the results the way you want, and then save the report and insight so that it takes one click to run it again whenever you need it. You can also export your report data for later use. * Viewing worklogs for your team members in Worklog360 requires the **View Worklogs** and **Browse Projects** permissions. To see worklogs for other users in a project, you need to have the **View All Worklogs** permission within JIRA. There are three main time reports that you can use to get insight on how time is spent. * [Timesheet reports](https://timescale-march2024.atlassian.net/wiki/external/OWEyZTkzODQ4YmFiNDg1ZDkyNjhmNTRmZTJjMDViNDU) provide a quick overview of the time spent on different Jira items. You can create reports for multiple teams, projects, accounts, users, and issues - and you can group your results by issue, user, epic, project. For even more grouping and granular reporting we recommend the Time Explorer(see below) * [Time Explorer](https://timescale-march2024.atlassian.net/wiki/external/MWNhNjk4ZjhhZjFjNGQ5ZGI1MWU4NGNkNjAwMzY2ZDQ) - Much granular reporting. View team worklogs, pick columns, group data, save your personal layout and then export to Excel * [Utilization Reporting](https://timescale-march2024.atlassian.net/wiki/external/OWI1NTI5Mzk0OWVlNGY5MGJjNWMwNDhiZGVlMjJhZGY) - percentage of an employee's available working hours that are spent on work and its distribution across projects or accounts. * [Project Budgeting Reporting](https://timescale-march2024.atlassian.net/wiki/external/MTYyZDk4MWRmNjc4NDgzMmIxMDUzODA5YTU4ZGFmNjY)- Overview of all your project budgets and their progress * [Estimated vs Spent Hours and Pace](https://timescale-march2024.atlassian.net/wiki/external/OGEwOTUwOWJhNTkwNDg4YWIxOWRmNGVhOTFhNWU1NWY) - Overview Jira issues progress * [Project Financials](https://timescale-march2024.atlassian.net/wiki/external/Y2RmNTM1ZTEyOGEwNGZmNDljODMzMjI3ZmE5MDEyNTc) - Overview of the Jira Project billable amount (potential project revenue) for a given period * [Worklogs Budget Administration](https://timescale-march2024.atlassian.net/wiki/external/YjJlN2IzNGZhN2UyNDZkZWEyZTBkODE5NTE4NDFmZWE) - Manage all worklogs billable rates and to which budget they belong. --- language: "en" --- # Project Portfolio Management Worklog360 Projects give you a single place to manage your client and business projects in Jira --- combining **project status, Jira issue progress, time, and budgets**. A Worklog360 Project is connected to a **Jira Space** , but it adds a business layer on top of Jira. It lets you track the project as a whole and later becomes the foundation for **budgets, services, billing, and financial reporting**. ## Project Portfolio The **Projects** page gives you an overview of all projects in one place. For every project, you can quickly see: * Client * Connected Jira Space * Project dates * Time remaining * Jira task completion * Current budget usage * Project health * Project status This gives project managers a quick portfolio-level view and makes it easier to identify projects that are **on track, at risk, or need attention**. ![Screenshot 2026-09-17 at 12.09.27.png](https://docs.worklog360.com/__attachments/a_b5d40799564d74f990946e2ec956f9f9eb82033be3ce9c594765ef8c7828ea93/Screenshot%202026-09-17%20at%2012.09.27.png?cb=301b6b9b65e98c8905e1b1cde63f0400) ### Creating a Project To add a new project, click **Create Project**. ![Screenshot 2026-10-06 at 10.07.43.png](https://docs.worklog360.com/__attachments/a_8246fa57b86a7df84c01675209327b96a172857a09ffd8a2b510478ee4d2c1c3/Screenshot%202026-10-06%20at%2010.07.43.png?cb=51abee5b2876015c06fe2faa37e1946a) When creating the project, you define the main project information and connect it to its corresponding **Jira Space**. The Jira Space connection allows Worklog360 to use the Jira issues and activity from that space when calculating project progress and displaying project information. The Worklog360 Project then becomes the central object used across the product. For example, when you later create a **Budget**, you assign it to a Project. This allows Worklog360 to connect: **Jira work β†’ Project β†’ Budget β†’ Services β†’ Billing** This means Jira continues to manage the day-to-day work, while Worklog360 adds the project and financial management layer around it. ### Project Details Clicking a project from the portfolio opens its dedicated **Project Overview**. Here you get a more detailed view of the project's current state, including: * Issues by due date * Overall issue completion * Jira issue statuses * Recent project activity * Logged and billable time * Estimated remaining work * Current budget and budget usage * Milestones * Budget history ![Screenshot 2026-09-17 at 12.14.36.png](https://docs.worklog360.com/__attachments/a_9cbb975c96d6c6f08075f9f6c9c4050817f987d75ce11fe426d93b8510d92971/Screenshot%202026-09-17%20at%2012.14.36.png?cb=7cc86cfa74065462f37adc4b9cccba03) This makes the Project Overview useful as a quick project health dashboard. Instead of checking Jira issues, time reports, and budgets separately, you can see the most important project information together in one place. ### How Projects fit into Worklog360 The idea is simple: **Jira Space** contains the work and issues. **Worklog360 Project** represents the business project. **Budgets** define how the project is commercially managed. As Worklog360 evolves, Projects will be the central place connecting **work, time, budgets, services, resources, and billing**. [Next Page](https://docs.worklog360.com/llms-full.txt/1)