Time Tracking with Timesheets

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Overview

Kitsu’s timesheet feature allows you to track time spent on tasks, helping your team understand workload, improve estimates, and manage production schedules more effectively.

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Accessing Timesheets

Navigate to My Tasks and select the Timesheets tab. You’ll see:

• A date picker to select the day you’re tracking
• Your total hours logged for that day
• A list of tasks you can log time against
• A time slider for each task

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Understanding the Interface

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Date Selection

The date field at the top allows you to:

• Select any day to view or edit time entries
• Navigate to past dates to log forgotten hours
• View future dates (though you can’t log time ahead)

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Daily Hours Total

Next to the date, you’ll see your total hours logged for that day. This updates in real-time as you adjust time sliders.

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Task List

The timesheet displays two sections:

1. Active Tasks - Tasks currently assigned to you
2. Done Tasks - Recently completed tasks you may still need to log time on

Each task shows:

• Production - Project avatar
• Task Type - Type of work
• Entity - Asset or shot name with thumbnail
• Time Spent - Slider to log hours

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Logging Time

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Using the Time Slider

1. Find the task you worked on
2. Drag the slider to set hours worked
3. Or click anywhere on the slider track to jump to that value
4. Time is saved automatically as you adjust the slider

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Time Display Format

Time can be displayed as:

• Hours - Decimal format (e.g., 2.5 hours)
• Days - Based on your organization’s hours per day setting

Your administrator configures which format is used.

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Tracking Multiple Tasks

On days when you work on multiple tasks:

1. Log time on each task separately using the sliders
2. Your total daily hours will sum all entries
3. You can split your day across as many tasks as needed

Example:

• Animation Task A: 4 hours
• Rigging Task B: 3 hours
• Modeling Task C: 1 hour
• Total: 8 hours

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Managing Days Off

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Marking a Day Off

1. Select the date you were off
2. Click the Day Off button
3. A modal will open to enter details:
   • Start date
   • End date (for multi-day absences)
   • Description/reason
4. Click Confirm

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Types of Days Off

You can mark various types of absences:

• Vacation
• Sick leave
• Personal day
• Holiday
• Training

Include this in the description field for your records.

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Removing a Day Off

If you accidentally mark a day off:

1. Navigate to the date
2. Click the Day Off button (now active)
3. Confirm removal in the modal
4. You can now log time normally

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Viewing Time Summary

At the bottom of the timesheet, you’ll see:

• Number of tasks you logged time on
• Total count of available tasks

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Days Off Management

Switch to the Days Off tab to:

• View all your scheduled and historical days off
• Add new day off periods
• Edit or remove existing entries
• See a calendar view of your time off

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Adding Days Off in Bulk

1. Go to the Days Off tab
2. Click Add Day Off
3. Set a date range for vacation or extended absence
4. Add a description
5. Save to mark multiple days at once

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Time Tracking Best Practices

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Understanding Time vs. Estimation

When viewing tasks in the main Tasks tab, you’ll notice:

• Estimation - How long the task was expected to take
• Duration - Actual time logged (from timesheets)

If duration exceeds estimation:

• The duration will display in red
• This indicates the task took longer than planned
• Helps identify tasks that need better scoping

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Timesheet Restrictions

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Time Entry Window

Your organization may restrict how far back you can edit timesheets:

• Some organizations allow editing only recent dates
• Others may lock timesheets after approval
• Check with your production coordinator for specific policies

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Task Visibility

You can only log time on:

• Tasks assigned to you
• Tasks with time logging enabled (some task types may disable this)
• Tasks within active productions

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Mobile Time Tracking

Kitsu’s responsive design allows timesheet access on mobile devices:

• Use the same interface on tablets and phones
• Quickly log time during breaks or end of day
• All features available on mobile browsers

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Reporting and Analytics

While artists primarily log time, supervisors and producers can:

• View aggregated timesheet data
• Generate reports on time spent by task type, production, or person
• Analyze estimation accuracy
• Export time data for accounting purposes

Your logged time contributes to these production insights.

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Troubleshooting

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Can’t Edit Past Dates

Issue: Date picker won’t let you select earlier dates Solution: Your organization has restricted timesheet editing to recent dates only. Contact your supervisor if you need to log historical time.

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Time Slider Not Saving

Issue: Changes to the slider don’t persist Solution:

• Check your internet connection
• Refresh the page
• Try a different browser if the issue continues

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Task Missing from Timesheet

Issue: You can’t find a task to log time on Solution:

• Ensure the task is assigned to you
• Check if the task type allows time logging
• The task may be in a closed production

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Next Steps