TimeTracker/docs/TIME_ENTRY_TEMPLATES.md

Time Entry Templates

Time Entry Templates allow you to create reusable templates for frequently logged activities, saving time and ensuring consistency in your time tracking.

Overview

Time Entry Templates help you:

• Save time: Start timers or create entries with pre-filled data
• Ensure consistency: Use the same project, task, and notes for recurring activities
• Track patterns: See which templates you use most often
• Reduce errors: Avoid manually entering the same information repeatedly

Features

Template Properties

Each template can include:

• Name (required): A descriptive name for quick identification
• Description (optional): Additional details about when to use this template
• Project: Pre-select a project for this activity
• Task: Pre-select a specific task within the project
• Default Duration: Set a standard duration in hours (e.g., 1.0, 0.5)
• Default Notes: Pre-fill notes/description for the time entry
• Tags: Comma-separated tags for categorization
• Billable: Whether time entries from this template should be billable

Usage Tracking

Templates track:

• Usage Count: How many times the template has been used
• Last Used: When the template was last used
• Templates are automatically sorted by most recently used

Using Templates

Creating a Template

1. Navigate to Templates from the main navigation
2. Click "New Template"
3. Fill in the template details:
   • Enter a descriptive name
   • Select a project (and optionally a task)
   • Set default duration if desired
   • Add default notes and tags
4. Click "Create Template"

Starting a Timer from a Template

There are three ways to use a template:

1. From the Templates Page

1. Go to Templates
2. Click "Use Template" on any template card
3. You'll be redirected to create a time entry with pre-filled data

2. From the Dashboard

1. On the dashboard, click "Start Timer"
2. In the start timer modal, you'll see a list of your recent templates
3. Click on any template to apply its data to the timer form
4. Click "Start" to begin tracking time

3. Direct Timer Start

Some templates (those with a project assigned) have a direct "Start Timer" button that:

• Immediately starts a timer with the template's data
• Increments the template's usage count
• Takes you back to the dashboard

Editing a Template

1. Navigate to Templates
2. Click the edit icon (pencil) on the template card
3. Update any fields as needed
4. Click "Save Changes"

Deleting a Template

1. Navigate to Templates
2. Click the delete icon (trash) on the template card
3. Confirm the deletion

Note: Deleting a template does not affect any time entries that were created using it.

Best Practices

Naming Conventions

Use clear, descriptive names:

• ✅ Good: "Daily Standup", "Client Meeting - ProjectX", "Code Review"
• ❌ Poor: "Meeting", "Work", "Task1"

When to Use Templates

Templates are ideal for:

• Recurring meetings: Daily standups, weekly syncs, client calls
• Regular activities: Code reviews, testing, documentation
• Standard tasks: Email correspondence, administrative work
• Frequent projects: Activities you do multiple times per week

Organizing Templates

• Keep your template list focused (5-10 most-used templates)
• Delete or update templates you no longer use
• Use consistent naming and tagging schemes
• Review and clean up templates quarterly

Duration Settings

• Leave duration blank for activities with variable length (start/stop timer)
• Set a duration for activities with predictable length (meetings, standup)
• Common durations: 0.25 (15 min), 0.5 (30 min), 1.0 (1 hour)

API Integration

Get All Templates

GET /api/templates

Returns all templates for the current user.

Response:

{
  "templates": [
    {
      "id": 1,
      "name": "Daily Standup",
      "project_id": 5,
      "project_name": "Internal",
      "task_id": 12,
      "task_name": "Team Meetings",
      "default_duration": 0.25,
      "default_notes": "Discussed progress and blockers",
      "tags": "meeting,standup",
      "billable": false,
      "usage_count": 45,
      "last_used_at": "2024-01-15T09:00:00Z"
    }
  ]
}

Get Single Template

GET /api/templates/{template_id}

Returns a specific template by ID.

Mark Template as Used

POST /api/templates/{template_id}/use

Records that the template was used (increments usage count and updates last_used_at).

Troubleshooting

Template Not Showing in Dashboard

• The dashboard shows only your 5 most recently used templates
• Visit the Templates page to see all your templates
• Use a template to move it to the top of the list

Cannot Start Timer from Template

• Ensure the template has a project assigned
• Verify the project is active (not archived)
• Stop any active timers before starting a new one

Template Data Not Pre-filling

• Check that you're using the correct method (template button, not manual form)
• Verify the template has the fields you expect filled in
• Try editing and re-saving the template

Migration Notes

If you're upgrading to a version with time entry templates:

1. Templates are stored in a new time_entry_templates table
2. No migration is needed - the feature is additive
3. Templates are user-specific and don't affect existing time entries

Related Features

• Time Tracking: Learn about manual time entries and timer
• Projects: Understanding projects and their settings
• Tasks: Using tasks within projects
• Reports: Analyzing your time data

Tips and Tricks

Quick Template Creation

Create templates from your most frequent activities by:

1. Track your time for a week
2. Review your time entries
3. Create templates for activities that appear 3+ times

Template Chains

For complex workflows:

• Create separate templates for each phase
• Use consistent naming: "ProjectX - Phase 1", "ProjectX - Phase 2"
• This helps with reporting and analysis

Keyboard Shortcuts

When using templates on the dashboard:

• The templates list is keyboard accessible
• Use Tab to navigate, Enter to select
• This speeds up your workflow significantly

Frequently Asked Questions

Q: Can I share templates with my team? A: Templates are currently user-specific. Each team member needs to create their own templates.

Q: Will deleting a template affect my past time entries? A: No, time entries are independent once created. Deleting a template doesn't affect any existing time entries.

Q: How many templates can I create? A: There's no hard limit, but we recommend keeping 10-20 active templates for ease of use.

Q: Can I import/export templates? A: Currently, templates are managed through the UI. API support allows for programmatic creation if needed.

Q: Do templates work with the mobile interface? A: Yes, templates are fully functional on mobile devices through the responsive web interface.

Feedback

We'd love to hear how you're using time entry templates! If you have suggestions or encounter issues, please:

• Open an issue on GitHub
• Contact support
• Contribute improvements via pull request