Enabling the Activity Tracking from Power-ups menu allows you to add activities (or projects) and then track time against them so you can generate useful reports for payroll, clients, job costing or work productivity.
You can either create activities one by one or import them directly from a CSV file.
Creating an activity
- Go to Settings > Activities > Add Activity.
- Type the activity name and/or description.
- Add an activity code* (if applicable), these codes will show up in exports and can be used in the bot in Slack or MS teams.
- Click Save.
*After adding the activity code, you will see these codes show up in export files, and can also be used in the bot (Slack or Microsoft teams)
Importing a list of activities
- Download the CSV File and open it in a spreadsheet program.
- As you can see there are four columns: Name, Description, Client, and Code. Fill in the columns. If you are not using client billing, you can simply remove the ‘Client’ column.
- If you are using clients, you can add multiple clients by separating them with a comma (Apple, Microsoft, Google).
- Save the file as a CSV file.
- Go to Settings > Activities > Import Activity and upload the file.
Your CSV file might look like this after filling in the details (inclusive of client billing):
Relating activities to client
If you have the Client Billing Power-Up enabled, you can select which clients this activity relates to. By default, all clients are billable to any activity.
By default, everyone can use activities. However, you can also assign activities to specific team members from the Members Associated tab:
In the example above, David Lin can jibble in on “Business Development”. He will be restricted to see only the Activities associated to him and will no longer see other activities unless he is associated to it.
Tracking Time Against Activities
Once you’ve set up different activities, your team members now have the option to select an activity when they jibble in.
If they switch to a new task they don't have to jibble out, they can simply jibble In again on the new activity.
For example, a typical work day could look something like this:
- 8.45 AM: In - product testing (I start work. My first job the day is product testing.)
- 10.07 AM: In - user testing (I'm done with the first tests and I’m going to start with user testing.)
- 12.29 PM: Out (It’s lunchtime!)
- 1.17 PM: In - user testing (Over with lunch and now back to testing)
- 3.30 PM: Out (Sleepy! It’s coffee time!)
- 4 PM: In - web development (Now I can start working on a new task)
- 6.13 PM: Out (Done for today)
Using Activities in Slack or Microsoft Teams
Once you have created the activities on the web, you can access them through the Jibble Bot in Slack or MS teams:
- Select the jibble bot user and type ‘in’ or use the command /jibble in (See the full bot command list for more info)
- Select the activity from the list.
- Add any optional notes (useful for references, like an Asana or Trello card link)
- The next time you jibble in, the time tracked stops for that activity and is automatically transferred to the new activity. Otherwise, the time stops completely if you choose to jibble out.
Note: you can always adjust the codes that you clock in with, in the Activity Settings
Activities In Timesheets and Reports
Once your team members start to track time against activities, you will have more detailed information about their daily, weekly and monthly time spent.
There are two useful areas where you can view this information:
1. Activity Breakdown from Employees’ Daily Timesheets
Go to Timesheets > Click on the team members’ day/time for more details. The timesheet looks like this on the web:
2. Activity Reports
Allow you to report on activities across the whole team or company. Essential for managers or finance staff for payroll or client billing
- Go to Reports
- Select the date filters, which members you would like to include
- Select if you want to group by Activity, Team Members or Client (if enabled)
- Select your subgroup and run the report
- Include removed members if you want to view ex-coworkers.
The generated report looks like this:
As you can see there is a pie chart with a breakdown based on time spent on clients in this example. You can add Billable Amounts with the Client Billing Power-Up.