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Entering Time

Timeslips can be linked to case/matter records, outreach records, or neither (admin, leave, sick, etc. time).

Time can be recorded by, or on behalf of, staff or pro bono users.

Sites have extensive control over the number of different timeslips offered, and the information collected by each type. Site administrators can review Time - Customizing Time Entry for detail on the options available.

This page describes some fairly common aspects of timekeeping.

Types of Time

The Actions menu on a site will display links for the types of time the site is configured to record. Common types are:
  • Case Time - timeslips that are linked to cases/matters (sometimes referred to as client time)
  • Outreach Time - timeslips that are linked to outreach records
  • General Time - timeslips that are not linked to other records (often called Matter and Supporting Activity time)
  • Pro Bono or PAI Time - timeslips that are tagged as pro bono or PAI time, possibly one for each of case, outreach, and general time. 
Sites can choose to not display some of those links, and can display other links, for example Add Leave Time, Add Lobbying Time, Add Intern Time, etc.

Main Timekeeping Page

The main timekeeping page typically displays a Timekeeping Log. The log is a standard LegalServer list, with default filters set to show timeslips for the person viewing the page and for a limited range of dates, typically the current day and the previous 6 days, configurable by site administrators.



The timekeeping page also typically includes tabs that display lists of cases or outreaches with "Add Time" links. The links are provided as a shortcut alternative to having to display the case or outreach then using an Actions link to add time linked to that specific record.
  • Cases - a list of open cases assigned to the person viewing the list
  • Recently Accessed Cases/Matters - a list of cases and matters the person has viewed. It includes all cases the person has viewed, whether or not assigned to the person, and whether pending, open, or closed. Matters includes prescreens, intakes, and rejected matters.
  • Recently Accessed Outreaches - a list of outreach records the person has viewed. 
The timekeeping page may also include various totals in the side bar, such as totals by date of service, by funding code, and activity type.

Entering Case Time

Depending on a site's configuration, there are several ways to enter case time.
  • Actions menu on the case
  • Actions menu on the main timekeeping page
  • Add Staff Time link on the Cases list on the main timekeeping page
  • Add Staff Time link on the Recently Accessed Cases/Matters list on the main timekeeping page 
If a timeslip is started from the Actions menu of the main timekeeping page, it will not yet be linked to a specific case. A search and select box allows searching open cases by client name or case number. The side bar will also typically display a list of recently accessed cases, and clicking one of those links will associate the timeslip with that case.

Entering Outreach Time

Similar to Case Time, outreach time can be entered from an outreach record, from the recently accessed list on the main timekeeping page (if displayed), or the Actions menu of the main timekeeping page.

Entering General Time

"General" time (not linked to a case or outreach) is entered from the Actions menu of the main timekeeping page.

Date of Service Limits

By default, timeslips will accept any Date of Service. Site administrators can, however, configure timeslips to prevent dates too far in the past and/or too far in the future. If you enter a date outside those restrictions, you will get a required field warning, a message explaining the restriction, and will not be able to save the timeslip until a valid date is entered.

Editing Timeslips

An existing timeslip can be viewed and edited by clicking its ID number on the Timekeeping Log (or from the list on a case or outreach).

Timeslips that have been posted by an administrator (using the optional posting feature) cannot be edited.

Timeslips cannot be deleted. If a timeslip was entered by mistake, it can be edited and the Time Spent set to 0.

Timer

If the Timer feature is enabled, a Timer menu will appear at the top right of every page, usually near the Search menu. The Timer menu displays several options for starting a timer, such as starting a timer for recently accessed cases and outreaches, or for a general timeslip.

Timers run on the server. The elapsed time shown is only updated when new pages are loaded. A running timer can be paused and restarted, and can also be canceled.

When a running timer is stopped, the appropriate timeslip form is displayed, with the Time Spent field filled in. The amount of time is editable, as are the Start and Stop times if those are used.

If a timer is paused, then stopped some time later, the Time Spent will be the elapsed time until it was paused, not including the time between pausing and then stopping.

If a timer is paused, then later unpaused, then later stopped, the Time Spent will be the sum of the two intervals it was running, not counting the time paused. If Start and Stop Times are displayed by default on a timeslip, they will not be shown in this situation because there were multiple start and stop times.

Site administrator note:  A timeslip must use the Start/Stop Time block, not the Time Spent field, for the Timer to work. Start and stop times do not need to be required or Show By Default in the block configuration.

My Time Reports

Site administrators may enable several links to time reports on the Actions menu of the main timekeeping page. These reports, such as My Time Today, will only display time for the person using the links.

Pro Bono or PAI Time

There are several methods for designating time as pro bono or PAI (Private Attorney Involvement). Users should refer to organization policy on when and how to enter this time.