Watch this short video to get all the important information about the Worktime Analytics in just four minutes.

CoffeeCup's Worktime Analytics precisely lists the entered time entries. You can view how long each employee worked on each project and find more details about each entry.

Note: Every user role of CoffeeCup has access to the "Worktime Analytics", but there are restrictions depending on the role.

To access the Worktime Analytics, navigate to "Worktime" in the menu bar and then click on the "Analytics" submenu.

The summary bar in the top shows you all important KPIs about the billable work time in percent, the total billable hours, the amount that is in or out of budget and what is already billed or not.

Note: Just as "Admin" and "PM" you will also see the billable worktime, the total billable time, how much is billable and what has already been billed or not. As "PM" you will only see data for projects for which you have the "PM" role.

The evaluation table displays information about the date, client, project, staff, team, task, reference, tracked hours, billable hours, amount, and billing status of each time entry. If you are an "Employee," only your own working hours will be displayed.

Note: As "Admin" and "PM" all users are displayed. However, as "PM" you will only see working times of projects for which you have the role "PM".

Note: Amount, billable hours and billing status can only be accessed as "Admin" or "PM".

To filter the list of time entries more precisely, click on the "Filter entries" button and choose from various options such as clients, projects, tasks, references, teams, staff, and employee tags. You can also filter by archived clients, projects, tasks, or staff.

Note: The filter options staff and employee tags are only available as "Admin" or "PM".

You can also specify whether to display billable or non-billable, and billed or not billed time entries.

Next to the filter button you can set the time period of the time entries you want to display by clicking on the month and choosing from options such as "This Month" or "Last Month," or setting a custom range. The table will be adjusted accordingly.

You can switch between different days, weeks, months, quarters, or years by clicking on the arrows on the right and left.

You can also define the listing of the time entries by sorting ascending or descending and choosing the maximum number of entries per page. It is also possible to switch between the individual pages.

The grouping function allows you to group time entries by date, client, project, staff, team, task, or reference, making it easier to get an overview and make changes for a group of entries.

To edit a time entry, select it, and make changes as long as it is not locked, accounted, or archived. You can also mark the entry as billed/locked. So this time entry can't be edited or deleted anymore.

Note: As "Admin" you can edit all data except for the working time of an employee, which can only be edited by the employee. "Admin" and "PM" users can also see and edit billing details.

In the context menu in the upper right corner you can adjust your table layout by showing/hiding columns. Click on "show/hide columns" and you can edit the table by activate/deactivate the checkboxes. Confirm your settings and the table will be adjusted.

Enable the “show tooltip hints” button in the context menu and by hovering over the table, tooltips for client, project, staff, team, task and reference appear with shortcuts.

If you click on the item, a new filter is automatically created. If you click on the item by pressing Option you will jump for example to the project, client or staff analytics.

To get a faster access to specific time entries, use the "search comments" field.

In the context menu you have different options to show the comments. Comments can be fully displayed with line breaks or without line breaks. You can only show 1 line of the comments or completely hide the comments of the time entries.

To export the filtered time entries, click on "Export" in the metabar.

You can define the export more precisely. Choose an export format (PDF, Excel, CSV) and name the sheet.

Note: You can only select a title for the PDF file type.

Group the entries by date, client, project, staff, task, team or reference to get a better overview.

Define what duration and amount should be displayed. Choose the duration format and specify exactly which columns should be visible. You have also the option to show only the summary headers.

Note: "Employees" have only a limited selection of export settings.
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The exported time entries can be attached to invoices for your customers as performance records, so they can accurately track the effort and the resulting costs.

If you still have questions about the Worktime Analytics, please contact our support directly here in the chat or via E-Mail. We are happy to help you at any time.