This guide explains how to add new steps and modify existing steps in Tallyfy templates including editing descriptions changing assignments setting deadlines and configuring advanced settings to customize workflows.
How to track time spent on tasks
You can track time in Tallyfy by adding number fields to tasks with validation rules. This creates a simple time tracking system that captures hours and minutes spent on each task, enabling accurate workflow measurement and cost analysis.
Time tracking helps measure task duration, calculate project costs, identify process bottlenecks, and improve resource allocation. Here’s how to implement it effectively.
- Administrator or Standard user role
- Access to edit templates
- Basic understanding of form fields
Time tracking works best for:
- Billable client work requiring accurate hour logs
- Process improvement initiatives measuring task efficiency
- Compliance requirements mandating time documentation
- Resource planning based on actual task duration
- Cost analysis for specific workflow steps
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Open your template for editing Navigate to the Templates tab and open the template where you want to add time tracking. Click Edit Template to enter edit mode.
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Select the task requiring time tracking Click on the specific task (step) where team members should log their time. This opens the task editor panel.
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Add the hours field
- Click Add Form Field in the task editor
- Select Short Text field type
- Configure these settings:
- Field Name: “Hours spent on this task”
- Validation: Select “Number” from the dropdown
- Minimum Value: 0
- Maximum Value: 999 (adjust based on your needs)
- Suffix: “hrs” (appears after the input)
- Required: Check if time tracking is mandatory
- Guidance Text: “Enter whole hours only (0-999)”
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Add the minutes field
- Click Add Form Field again
- Select Short Text field type
- Configure these settings:
- Field Name: “Minutes spent on this task”
- Validation: Select “Number” from the dropdown
- Minimum Value: 0
- Maximum Value: 59
- Suffix: “min” (appears after the input)
- Required: Check if needed
- Guidance Text: “Enter minutes (0-59)”
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Optional: Add a total time calculation field For reference, add a Long Text field with instructions:
- Field Name: “Time tracking notes”
- Guidance Text: “Optional: Add any notes about time spent or delays encountered”
- Required: Leave unchecked
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Save and test your template Click Save Template and launch a test process to verify the time tracking fields work correctly.
While Tallyfy doesn’t automatically calculate totals, you can use variables to display entered time in subsequent tasks:
- In a later task description, insert variables:
{{Hours spent on this task}} hours and {{Minutes spent on this task}} minutes were logged - This creates visibility of time spent for approvers or reviewers
Use automation rules to trigger actions based on time entries:
- Example: If hours spent > 8, assign task to manager for review
- Example: If total time exceeds budget, send notification email
For comprehensive time tracking across an entire process:
- Add time fields to every task requiring measurement
- Create a summary task at the end titled “Time Tracking Summary”
- Use the task description to list all time variables from previous tasks
- Export data via CSV for analysis
Use consistent naming for easy reporting:
- “Task Name - Hours”
- “Task Name - Minutes”
- This makes CSV exports more readable
- Set maximum hours based on typical task duration
- Use validation to prevent data entry errors
- Consider using dropdown lists for standard time increments
- Add guidance text explaining time tracking expectations
- Specify whether to track active work time only or total elapsed time
- Clarify if breaks should be included or excluded
- Export process data monthly to analyze time trends
- Identify tasks consistently taking longer than expected
- Use insights to optimize workflow design
For client billing, consider:
- Adding a “Billable?” radio button field (Yes/No)
- Including a “Billing Code” dropdown field
- Creating separate fields for billable vs non-billable time
For regulatory requirements:
- Make all time fields required
- Add timestamp validation to ensure accuracy
- Include additional fields for:
- Start time
- End time
- Break duration
- Reason for delays
To measure efficiency:
- Track both estimated and actual time
- Add fields for “Estimated Hours” and “Estimated Minutes”
- Compare estimates to actuals in your analysis
- Open any running process with time tracking
- Click Settings > Export CSV
- Open in Excel/Google Sheets
- Sum time columns for total duration
Use the Tallyfy API to:
- Pull time data into business intelligence tools
- Create automated time reports
- Integrate with billing systems
Configure webhooks to:
- Alert when time exceeds thresholds
- Send daily time summaries
- Trigger billing system updates
Problem: Users entering time in wrong format Solution: Use dropdown fields with preset time options instead of text entry
Problem: Forgetting to track time Solution: Make time fields required and add reminder text
Problem: Time entries seem inaccurate
Solution: Add “Time Entry Method” field with options like “Timer”, “Estimate”, “Calculated”
Problem: Different time zones causing confusion Solution: Add timezone field or standardize on UTC
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Tallyfy document templates allow you to create consistent professional documents by adding three types of editable fields (short text long text and date) that users fill in while keeping the rest of the content locked to maintain structure and branding across all documents.
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