Time tracking Management

Flowtly provides managers with two interfaces to oversee and manage employee time tracking: the Calendar View and the Table View. Both views are available to users with the roles ROLE_WORKING_HOURS_VIEWER or ROLE_WORKING_HOURS_MANAGER, and can be toggled via the switch in the top-right corner of the Work Time module.

The Calendar View offers a monthly overview of logged hours, displaying project names and time allocations directly on each calendar day. This view is especially useful for reviewing individual or project-level workload patterns and spotting gaps or inconsistencies over longer timeframes.

The Table View provides a bi-weekly matrix of daily logged time versus expected working hours, displayed across all selected employees. This layout is designed for quick comparisons, team-level tracking, and identifying missing entries at a glance.

While employees use the Calendar View primarily to log their own time, managers benefit from enhanced functionality in both views - including filters, details, editing permissions (when applicable), and summary insights.

Role-Based Access Behavior of Calendar View

With the role ROLE_WORKING_HOURS_VIEWER, your access to see other employees time entries is limited to reviewing the time logged only for the projects to which you are personally assigned. Employees with the role ROLE_WORKING_HOURS_MANAGER can review accurate working hours records for any employee and any project in the organization. ROLE_WORKING_HOURS_MANAGER grants users the ability to view and modify time entries for any employee. Users can locate a specific employee using filters, navigate to the relevant day, and click the Edit button on the corresponding time entry to make modifications.

What You See in the Calendar View

The Calendar View provides managers with a month-long overview of time entries logged by selected employees - by default across the entire organization. This view is ideal for quickly scanning how work is distributed, spotting missing entries, and understanding project engagement over time.

Each calendar day displays all time entries from all selected employees and/or projects with the total hours per project, per day.

For example, if three employees logged time for different projects on April 23rd, the calendar will display a stacked list showing each project and the corresponding time entries for that day - making it immediately visible how much effort was spent, by whom, and on what. Managers can hover over or click into any day cell to open a detailed breakdown of that day's entries. The modal includes:

The employee name
The project name
The logged time
Any description or notes

A pencil icon (if the manager has ROLE_WORKING_HOURS_MANAGER) to edit details.

Role-Based Access Behavior of Table View

The visibility and functionality in this view depend on user roles:

Users with only ROLE_WORKING_HOURS_VIEWER can switch to the table view, but will only see time entries for projects they are assigned to. They cannot expand user rows or edit entries.
Users with ROLE_WORKING_HOURS_MANAGER can view the table for all users and projects and are allowed to edit time entries, but cannot expand user rows to see the breakdown and project rates.
Users who have ROLE_PROJECTS_MANAGER in addition to viewer or manager roles can expand rows to see detailed per-project breakdowns.
When both ROLE_WORKING_HOURS_MANAGER + ROLE_PROJECTS_MANAGER are assigned, the user gets full access: view and edit for all time entries, across all users and projects, including drill-down views and rate redirection is it's missing for an employee.

What You See in the Table View

This view displays a calendar-style grid of all employees (or filtered selections) and their daily work time entries. Each cell in the grid shows two values:

The logged time for the day (e.g., 8:00)
The expected working time for that day (usually 8:00, but reduced or empty on weekends, holidays, or based on time-off)

Users can scroll horizontally through the weeks and vertically across all employees. You will see a gray-striped background for weekends and holidays. If a user has a public holiday, the expected time will not be displayed, and the cell is visibly dimmed. However, time entries are not blocked for any day.

Expanding Employee Rows for Project Breakdown

Managers with the appropriate permissions (see Role-Based Access Behavior of Calendar View) can expand a user's row by clicking the arrow next to their name. When expanded, the system reveals:

Projects the user logged time against
The logged amount per project
Hourly rates (if set)
Warnings when rates are missing

Each project row will show the logged time and associated rate for that project, or a red warning: "Missing hourly rate" if no rate is configured. Clicking on the red warning will redirect the manager directly to the rate setting page for that project–employee combination. This provides a convenient shortcut for PMs to resolve rate gaps during time reviews.

Viewing and Editing Logged Time Details

Hovering and clicking on any non-empty time cell opens a detailed modal for that time entry, that includes date, project name, logged time duration and description. A pencil icon (visible only for users with ROLE_WORKING_HOURS_MANAGER) gives possibility to edit the time or description. Users without edit permission can still view this modal for insight into what was logged, but cannot modify its contents.

Filtering Options

At the top of the both views, you can apply dynamic filters to narrow down the data:

Employee filter - Filter the logged time entries by selecting specific employees. This allows managers to focus on the work of individual team members or a group of employees. By default, only you will be displayed in this field. You can filter by exact employee(s), or select all.
Project filter - Filter the entries by specific projects/phases. This is useful for tracking the progress and time allocation across different projects. By default, all project will be selected.
Combination of filters: For more precise review, managers can apply both filters simultaneously. This allows them to see time logged by selected employees on selected projects, providing a detailed overview of resource allocation and project timelines.

Export Options

At the top right, you’ll find buttons to export the view as PDF or CSV. These exports reflect the current filters and are useful for internal audits or client-side billing reports.

When you filter by employees or projects, the values in the summary bar below the calendar and table will update accordingly. "Planned hours", "Holidays", "To be filled", and "Logged hours" values will show the total sum for the selected employees.

Hours worked for specific project can be also reviewed by "Go to hours view" functionality described in the Projects List article.