User manual on the timesheet tables, actions and configuration.
Kimai provides also a calendar view, which displays your timesheet entries in an easy readable format.
Since version 1.10 you can configure a lockdown period, which will prevent your users from changing timesheet records in the past.
The lockdown period consists of a start
and end
date and a grace
period. The lockdown feature will only work if all of these fields are configured.
These fields can be found in the System configuration screen and take a relative date format as input.
These rules apply:
lockdown_grace_timesheet
all records in the last lockdown period can be edited, even after the grace period endedlockdown_override_timesheet
none of the lockdown rules applyConfiguration:
relative to now
and you will likely want to configure a start of a month like first day of last month 00:00:00
or first day of -2 month 00:00:00
relative to now
and you will likely want to configure the end of a month like last day of last month 23:59:59
, last day of -2 month 23:59:59
or first day of this month 00:00:00
of
modifier). In 99% you will want to use a relative period like +12 hours
, +10 days
or +3 weeks
Example 1
We want to achieve that the last month goes into lockdown with the start of the current month, but we want to allow that users can edit their records until the fifth day of the month (because invoices will be written on the seventh day of the month).
Configuration:
first day of last month 00:00:00
last day of last month 23:59:59
(could also be written as first day of this month 00:00:00
)+5 days
Please read the PHP documentation about relative date formats.
Some more examples:
first day of -3 month 00:00:00 +216 hours
executed in July 2020 will result in 2020-04-10 00:00:00
yesterday 00:00:00
, end = today 23:59:59
, grace = +1 days
Kimai supports multiple time-tracking modes, which can be changed via configuration setting. This mode is not user specific, but applies for all users.
The different modes are changing the way how start and end times are recorded_
begin
and end
time can be editedbegin
and end
cannot be edited by regular usersbegin
and duration
can be edited (start and end times are hidden in the UI)The default tracking mode is not limiting the user is any way, a user can especially edit
the start and stop times completely on his side.
The time-clock mode is primarily for companies, who don’t want their users to add arbitrary records.
It removes the ability to choose begin
and end
for the regular user / in the users timesheet screens.
Be aware: the admin/team timesheets screens still include these fields, as you might have to correct wrong or add
forgotten entries on behalf of the user.
You can limit access to these screens with the edit_other_timesheet
permission.
When the duration_only
mode is active, all timesheet tables will only display the date
and duration
for all records.
In addition, the “edit timesheet” forms will be changed and instead of displaying the end
date you will see a field for duration
.
You can activate the duration_only
mode by switching the configuration key kimai.timesheet.mode
to duration_only
in
your local.yaml
or directly from within the System-configuration screen:
kimai:
timesheet:
mode: duration_only
Be aware: users with the permission edit_other_timesheet
can still see the
start time and by a simple calculation the end time, if they open each entry manually. If your country has work regulations
that should limit access to this data, make sure to remove this permission for persons without special access regulations (e.g. your HR department).
The duration_fixed_start
mode removes the begin and end datetime fields and uses a default start time (see it as a partial anonymization).
The user is not limited in defining the entries duration.
All logged entries for one day will start at the same time, which can be configured like this:
kimai:
timesheet:
default_begin: 07:30
By default this is configured to now
which is most likely not what you want.
You can read more about the accepted formats here and especially in the time formats chapter.
The duration
field supports entering data in the following formats:
{hours}:{minutes}
, {hours}:{minutes}:{seconds}
2:27
= 2 hours and 27 minutes, 3:143:13
= 5 hours and 23 minutes and 13 seconds{hours}h
, {hours}h{minutes}m
, {hours}h{minutes}m{seconds}s
2h
= 2 hours, 147m
= 2 hours and 27 minutes, 3h14m
= 3 hours and 14 minutes{hours}
, {hours,minutes in decimal}
, {hours.minutes in decimal}
.
and ,
are supported, minutes need to be given as decimal portion (eg. 30 minutes = 0.5)1,5
= 1 hour and 30 minutes, 2
= 2 hoursIf activated in System > Settings, the duration field has a dropdown.
The drop-down allows for simple selection of a duration, which will be entered in Time span
format.
Please note:
0
or 00:00
as duration will also stop the entry with a duration of zero secondsend
and duration
field needs to be emptyTo limit the amount of active entries each user can have, the configuration active_entries
can be changed:
kimai:
timesheet:
active_entries:
soft_limit: 1
hard_limit: 1
The soft_limit
is used as theme setting (formerly “kimai.theme.active_warning”) to display a warning if the user has at least X active recordings.
The hard_limit
is used to detect how many active records are allowed per user.
If hard_limit
is 1, the active record is automatically stopped when a new one is started.
When hard_limit
is greater than 1 and as soon as the limit is reached, the user has to manually stop at least one active
entry (an error message is shown, indicating why it is not possible to start another one).
Want to use the 12 hour format? Read the i18n docu.
The description for every timesheet entry can be formatted in two different ways, configured with the markdown_content
setting.
false
- simple newlines in the description box will be displayed in the frontend as well (default)true
- description will be rendered with a markdown engine, supporting simple lists and other HTML contentAllowing Markdown in timesheet descriptions is beautiful, but also could be a security risk. Kimai will only apply the markdown in the user timesheet and not in the admin section as additional security measure.
Rounding rules are used to round the begin & end dates, and the duration for timesheet records.
You can configure your rounding
rules by changing the configuration file local.yaml.
These are the existing rounding modes:
default
: “begin” will always be rounded to the floor (down) and “end” & “duration” to the ceiling (up)closest
: “begin”, “end” and “duration” will be rounded in a mathematical way, always to the nearest valuefloor
: “begin”, “end” and “duration” will always be rounded down to the nearest valueceil
: “begin”, “end” and “duration” will always be rounded up to the nearest valueA simple example to always charge at least 1 hour for weekend work (even if you only worked for 5 minutes) could look like this:
kimai:
timesheet:
rounding:
weekend:
days: ['saturday','sunday']
begin: 1
end: 1
duration: 60
mode: closest
A rule which is often used is to round up to a mulitple of 10:
kimai:
timesheet:
rounding:
workdays:
days: ['monday','tuesday','wednesday','thursday','friday','saturday','sunday']
begin: 10
end: 10
duration: 0
mode: default
You can find the documentation how rates are calculated here.
Exported records will be locked to prevent manipulation of cleared data.
The permission edit_exported_timesheet
does allow editing and deletion of these
locked entries nevertheless, which by default is given to users with ROLE_ADMIN
and ROLE_SUPER_ADMIN
.
The export state can be set manually or via the invoice and export screens.
Since version 1.14 you can define whether a timesheet record is billable or not.
None-billable timesheets are excluded from invoices and budget calculations.
The search drop-down supports filtering by the fields:
user
(only in team timesheets)daterange
customer
project
activity
tags
state
(running / stopped)Besides these filters, you can query for a free search term, which will be searched in the fields:
description
Additionally, you can filter for custom fields by using a search phrase like location:homeoffice
.
This would find all timesheets with the custom field location
matching the term homeoffice
.
The search terms will be found within the full value, so searching for office
would find:
I love working in my office
Office
This office is beautiful
Our offices are very noisy
You can mix the search term and use multiple meta-field queries:
location:homeoffice hello world
- find all timesheets matching the search term hello world
with the custom field location
matching the term homeoffice
location:homeoffice contract:foo foo
- find all timesheets matching the search term foo
with the custom field combination: location
matching the term homeoffice
and contract
matching the term foo
location:homeoffice contract:foo
- find all timesheets with the custom field combination: location
matching the term homeoffice
and contract
matching the term foo