Timesheet

Starting and stopping records

Re-start timesheet records

• Click one of your last activities in the modal, opened through the upper toolbar - this will start a record for the same customer/project & activity “now”
• Click the restart action from one of the records in your timesheet - this will start a record for the same customer/project & activity “now” and copy description and tags

Start new records

• Clicking the big play button in the toolbar (if no record is active right now)
• Click the “+” action is the upper right page actions to open the “edit new record” modal
• Select a time-range in the calendar (deactivated if the timeclock-mode is active)
• Click a day in the calendar (deactivated if the timeclock-mode is active)

Stop records

• Click the stop button in the “active records” dropdown in the upper toolbar
• Click the stop action in the running record in your timesheet
• Save a running record after setting an end date (deactivated if the timeclock-mode is active)

Problem: cannot be stopped

Kimai has rules in place, to prevent excessive long timesheets from being accidentally created.

When a user tries to create such a timesheet, or tries to stop such a timesheet, a warning will be shown:

You have several options to solve this problem. All of them involve that the user opens the timesheet listing and finds the record (usually the last one created):

• Edit the record and set a different start date
• Edit the record and set a different end date
• Edit the record and set a shorter duration
• Delete the record from the listing

An administrator can fix the problem by opening the All times view and filtering the user.

Administrators can also configure the duration for this check or deactivate it entirely at System > Settings > Timesheet.

Duration format

Please read the full documentation about accepted inputs for the duration format.

Important:

• using 0 or 00:00 as duration will also stop the entry with a duration of zero seconds
• to create a running entry the end and duration field needs to be empty

Exported records

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.

Billable vs. not billable

Since version 1.14 you can define whether a timesheet record is billable or not.

Non-billable timesheets are excluded from invoices and budget calculations.

Please read the billable documentation to understand the billable flag.

Filter and search

The search 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 entries 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

Attention: checkboxes have the values 0 (not checked) and 1 (checked).

You can mix the search term and use multiple meta-field queries:

• location:homeoffice hello - find all entries matching the search term hello with the custom field location matching the term homeoffice
• location:homeoffice contract:fulltime - find all entries with the custom field combination: location matching homeoffice and contract matching fulltime
• expired:0 finds all items whose expired checkbox is off

There are also special operators, which can be used in conjunction with custom fields (since Kimai 1.19.1):

• The   empty string (e.g. location:) will find all entries whose value in the location field is either empty or not existing
• The ~ search term (e.g. location:~) will find all entries that are missing the custom field (created before the field was created)
• The * search term (e.g. location:*) will find all entries that have any value in the location field (basically the opposite of ~)