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Tagging time registrations; how does it work?

Published on Sunday December 11, 2016 19:26 by Christiaan Thijssen

Because every company has different activities, every company also has different categorisations for these activities. For one company the distinction between billable and non-billible time may be very important, while another company may want to make a distinction between the time spent on consultation with clients and the actual execution of a project. To support virtually all kinds of categorisation, we introduced tags in Saus. You can define your own tags and create your own grouping of time registrations. This can also be done directly from the dashboard when you are creating a new time registration and you cannot find an existing tag that suits the current registration.

Different kinds of tags

Because tags could not only be specific for the organisation, but could also be specific for a client or even a project, we introduced three kinds of tags:

  • Organisation tags
  • Client tags
  • Project tags

When you are adding a new time registration, Saus will show you all the tags that are already known for your current selection. Organisation tags are always available. These can be identified by the green tag icon. If you already selected a client, the tags that are specific for this client will be added to the list of known tags. These will have a orange tag icon. The same applies for when you selected a project. This time, the symbol of the tag will be blue.

These are some examples for every type of tag:

Organisation tags

Organisation tags are intended for categorisations which apply to the whole organisation, regardless of the client or project the work is for. For example, to get more insight in how much time is spent on consultation with colleagues or helping your colleagues, you could add the organisation tags 'Consultation' and 'Helping colleagues'. It does not really matter which client or project the time is spent on, consultation and helping colleagues can be common tasks for every client and project. It is not very practical to add the tag 'Consultation' for every client and project, therefore, organisation tags are very suitable.

Client tags

It could be the case that a certain client wants to keep track of the amount of time spent on research and the amount of time spent on developing a solution. Maybe this distinction is not revelvant to keep track of for your whole organisation, and this makes client tags very suitable. In this case, you could create a client tag 'Research' for tagging all time registrations concerning the research part of the job and a client tag 'Developing solution' for the rest of the activities. When you are working on multiple projects for this client, you automatically have these client tags available for all these projects. This also means that you have to select the relevant client as a filter before these client tags will be available for filtering time registrations.

Project tags

When using project tags, you could really be specific in your categorisation. For example when you are building a web application, you could create a project tag for every part or feature of the application, every phase of the project, every sprint or bug report. These tags will only be available within the context of this project and you will not find these tags in the tag selection list when you are registering time for other clients or projects (because they probably do not have any meaning in this context). When filtering time registrations, these project tags are only availbable after you have selected this project as a filter first.

Adding new tags

When you are adding a time registration, you can immediately create a new tag. This can easily be done by typing in the new tag in the tag field and selecting the option 'New tag: <tag name>'.

When adding new tags using this interface, we apply the same logic that we explained earlier:

  • When a client and a project is selected for the time registration and a new tag is created, this tag will become a project tag
  • When a client is selected for the time registration and a new tag is created, this tag will become a client tag
  • When no client and no project is selected and a new tag is created, this tag will become a organisation tag

It is possible that you accidentally created a tag incorrectly. To correct this, you can alter, add or delete tags after creating them. Organisation tags can be managed under Settings (in the menu). Client tags can be managed under the tab 'Tags' when viewing the client. Project tags can be managed under the tab 'Tags' when viewing the project.