Keep track of the time spent on your tasks, projects and bookings in Cirkus.
Available on Cirkus web, mac and iOS apps, you and your team can report from anywhere.
We also have summary reporting at project level, so you can see how things are tracking against what was planned, and you can export time reported and utilisation information at Workspace, Project, Booking and Task level.
Here’s what we’ll cover in this article:
- Cirkus Time Reporting Basics
- Reporting Time in the Cirkus Mac App
- Reporting Time in the Cirkus iOS App
- Reporting Time in the Cirkus Web App (cirkus.com)To Report Time:
- Reporting time to Bookings linked to multiple Tasks, Projects or Subprojects
- Analysing and Exporting Time Reports and Utilization Reports
Cirkus Time Reporting Basics
- You can report time on a Booking, Task, Subtask, SubProject or Project.
- Time is reported in hours spent. i.e 2.5 hours on Monday on a particular Task or Project.
- Time reported on Tasks or Bookings within a Project will be summed up as part of the total time reports for that Project.
- You can also report time directly against a Project. This is known as direct time reports.
- For Bookings, if the time taken was exactly as planned, you can quickly confirm and report the time as booked.
- Workspace Admins can report time on behalf of other users
- In the Schedule, you can see the time reporting status for each user on a booking. Red indicates no report for that booking, and orange that some reports have been made, but not all days.
- Bookings and Scheduled Tasks count towards Booked time.
- If a Booking is linked to more than one Task, Subproject or Project, you can report time not he booking and specify how much should be allocated to each Reference
Reporting Time in the Cirkus Mac App
To Report Time:
In the Time tab on the Project, Subproject, Task or Booking you want to report, go to the Reported section.
Click on the [Add Time..] button under your name, and select the date and total hours for that day.
In a Booking you can also confirm to report the time as booked. Just right click on the day you want to report in the Not Yet Reported section.
For Tasks you can also add time spent when you mark a Task as Completed.
View/Edit/Delete Reported Time:
In the Schedule, each Booking and Task event has a Time Report Pending indicator. If a cell has a red line on the left, there are no time reports submitted for this resource. If the line is orange, some days have been reported but not all. Cells without an indicator shows that the scheduled time has not yet passed, OR all the booked days have been reported by this user.
You can see the time reported for each day on a task in the Reported section.
In the row with your Reported time for any day, and click on the time to edit directly.
To remove an entry, right click on the day and select [Delete Time].
Reporting Time in the Cirkus iOS App
To Report Time:
In the Time tab on Project, Subproject, Task or Booking you want to report, click on [Add Time] at the bottom of the view.
Enter the time in hours and the date.
In a Booking you can also confirm to report the time as booked. Swipe right on the “Not Yet Reported” time for a particular day to report the time as booked.
You will be prompted to confirm the entry.
Swipe left to report 0 hours.
View/Edit/Delete Reported Time:
Tap on your user from the list, to open a view of all entered hours, and click on any day to update the time logged for that day, or zero the hours.
Reporting Time in the Cirkus Web App (cirkus.com)
To Report Time:
In the Time tab on the Project, Subproject, Task or Booking you want to report, go to the Reported section.
Click on the + icon beside your name to add new time entry. Select the hours and the date.
You can also add time from the toolbar, using the (+) when inside a Project or Task Details.
In a Booking you can also confirm to report the time as booked. Click the checkbox on the “Not Yet Reported” time for a particular day to report the time as booked.
View/Edit/Delete Reported Time:
Select the time icon beside your name to review the time entered for each day.
You can update totals for each day, or 0 them in this view.
Reporting time to Bookings linked to multiple Tasks, Projects or Subprojects
When a Booking is linked to one or more Tasks, Subprojects or Projects, you can decide which of the references your time should be reported to.
In the example below a VO booth is booked for a morning, but two different projects will be using the time to record their VO.
When Peter Time Reports, he has the options to select which Task (and therefore Project) his hours should go to.
If he leaves the selection at All, then the time will be split equally, i.e 1 hour reported will be allocated as 0.5h to each of the 2 Tasks Projects.
Analysing and Exporting Time Reports and Utilization Reports
See at a glance in Cirkus Time tab
As work progresses you need to know how things are going. It’s especially important to know how this compares to what was expected.
In Cirkus, as your team start to report on the time they have spent, you can see a breakdown of the time reported per person and how this is tracking against what is booked for a particular Task or Project.
Let’s look at the the Project > Time tab and see what information is available..
First we have the Booked section. Here you can also see the total time that each user has booked on bookings in this project.
The Reported section shows the totals reported by User, by day on this Project.
Note this includes time booked directly against this Project (direct), and hours reported on tasks, Subprojects, and Bookings in this project.
The Reported Per User section is a graphical breakdown of the reported hours of each user as a % of all time reported on this project.
Hover over the graph to see the actual hour totals.
To see how your Project is tracking, take a look at the Booked vs Forecast chart.
– Booked total is sum of all the Booked time linked to this Project.
– Forecast:Reported is a total of all time reported on this Project.
– Forecast:Not Yet Reported is a total of all the days booked and not yet reported
.
All of these charts are available on all reportable levels, Bookings, Tasks, Projects, SubProjects and Subtasks, and on all platforms.
If your Project contains Bookings in an infinite repeating series, it will not be possible to show the Forecast time of these Bookings (as they are infinite), and they will be indicated with a warning triangle in the booked section and excluded from the Booked totals.
Export Time Reports to csv files
You can also export the reported time to a csv file if you want to work with it in another tool.
Go to your the options for your Workspace, Project, Subproject, Booking or Task, and select “Export Time Reports to CSV”.
In the dialog that appears you can select the time range to export, the delimiter to use and other options about the export.
In the resulting csv you will see all the information about each users time reported, including who the time was reported for, the duration, reporter (if reported on behalf of another user), and various task and project fields.
An example csv is attached to the end of this article
Export Utilization Reports to csv files
You can access this report for each Task, Subtask, Booking, Project, SubProject or Workspace from the Options menu.
Before exporting you need to pick the time range for the export, and some information about how the data will be formatted.
The report will contain data for all contained artefacts . i.e a Project report will contain Time reports which might be made directly on the Project, on Bookings linked to that Project and on Tasks in the project.
An example csv is attached to the end of this article