Planning is the easiest place to track your time. Each allocation already includes the project, budget item, task and your position, so you don't need to fill in anything else. You can only track time on your own allocations.
đĄ If you work in a creative team, we highly recommend tracking time only from Planning. Your planned and tracked time then stay in one place, and you don't need to connect time entries to allocations afterwards.
Three ways to track time in an allocation
I want to⌠| Use |
Track time exactly while I work | âśď¸ Play button |
Enter time manually, in several parts during the day | âąď¸ Clock icon |
Track the planned time at once because I'm done for today | âď¸ Complete button |
âśď¸ Play button (timer)
Hover over the allocation and click Play. The timer starts and the allocation starts blinking. Everyone in Planning can see what you're working on right now.
To stop the timer, click the blinking allocation in Planning, or use the timer in the top right corner from anywhere in Allfred.
To continue later, click Play again.
The allocation stays open, so you can track more time on it later.
â ď¸ If you stop the timer in less than a minute, the time entry shows as 0.00, but it still exists. Such an entry can, for example, prevent you from deleting the task. If Allfred says there's tracked time on a task that looks empty, check the Time report and delete the 0.00 entry. See How to edit or delete tracked time?
âąď¸ Clock icon (partial tracking)
Use the clock icon if you work on the task in several parts and prefer entering time manually to using a timer.
Hover over the allocation and click the clock icon.
You'll see all your previous entries for this allocation. You can still edit or delete them.
Enter the time in the last row and save. A new empty row appears automatically for the next entry.
The allocation isn't marked as complete, so you can keep adding time.
âď¸ Complete button
The fastest way to track time when you're done with your planned work for the day.
Hover over the allocation and click Complete.
Allfred pre-fills the planned time and the allocation's note. Change them if you need to.
Click Save.
The allocation is crossed out, so your team can see you've finished it.
â ď¸ Completing an allocation doesn't close the task or change its status. It only means your planned work on the task is done for that day. The task status can be changed only in the task detail.
Reopening a completed allocation
You can't track more time on a completed allocation. To track time on it again, click the arrow and select Reopen. Time already tracked stays recorded.
Tracking time outside Planning
Time you track outside Planning, from the task detail, via the timer in the top right corner, or in the Time section, isn't connected to any allocation automatically. Many agencies plan several allocations for the same task, each with a different note, so Allfred can't tell which allocation the time belongs to.
This time still appears in the tracked time in the summary row, but it doesn't change the free capacity. To connect it to an allocation afterwards, see Total tracked time overview in Planning.
When tracked time differs from the plan
Free capacity in Planning is calculated only from planned allocations, not from tracked time. If you finish the work faster or slower than planned, drag the bottom edge of the allocation to match the time you actually spent. Your free capacity updates, and your team can see how much time you really have left for new work.
Example: You planned 3 hours but finished the work in 1.5 hours. After tracking, shorten the allocation to 1.5 hours, and 1.5 hours become free for other work.
For other ways to track time in Allfred, see How to track time?