TimeTracker/docs/GETTING_STARTED.md

# Getting Started with TimeTracker

A complete guide to get you up and running with TimeTracker in minutes.

---

## 📋 Table of Contents

1. [Installation](#-installation)
2. [First Login](#-first-login)
3. [Initial Setup](#-initial-setup)
4. [Core Workflows](#-core-workflows)
5. [Next Steps](#-next-steps)

---

## 🚀 Installation

### Option 1: Docker (Recommended)

The fastest way to get TimeTracker running:

```bash
# 1. Clone the repository
git clone https://github.com/drytrix/TimeTracker.git
cd TimeTracker

# 2. Start TimeTracker
docker-compose up -d

# 3. Access the application
# Open your browser to: http://localhost:8080
```

**That's it!** TimeTracker is now running with PostgreSQL.

### Option 2: Quick Test (SQLite)

Want to try it without setting up a database?

```bash
# Start with SQLite (no database setup needed)
docker-compose -f docker-compose.local-test.yml up --build

# Access at: http://localhost:8080
```

Perfect for testing and development!

### Option 3: Manual Installation

For advanced users who prefer manual setup:

```bash
# 1. Install dependencies
pip install -r requirements.txt

# 2. Configure environment
cp env.example .env
# Edit .env with your settings

# 3. Initialize database
python -c "from app import create_app; app = create_app(); app.app_context().push(); app.initialize_database()"

# 4. Run the application
python app.py
```

**📖 See [Requirements](REQUIREMENTS.md) for detailed system requirements**

---

## 🔑 First Login

1. **Open TimeTracker** in your browser: `http://localhost:8080`

2. **Enter a username** (no password required for internal use)
   - Example: `admin`, `john`, or your name
   - This creates your account automatically

3. **First user becomes admin** automatically
   - Full access to all features
   - Can manage users and settings

4. **You're in!** Welcome to your dashboard

> **Note**: TimeTracker uses username-only authentication for simplicity. It's designed for internal, trusted network use. For additional security, deploy behind a reverse proxy with authentication.

---

## ⚙️ Initial Setup

### Step 1: Configure System Settings

1. Go to **Admin → System Settings** (gear icon in top right)

2. **Set your company information**:
   - Company name
   - Address for invoices
   - Optional: Upload your logo

3. **Configure regional settings**:
   - **Timezone**: Your local timezone (e.g., `America/New_York`)
   - **Currency**: Your preferred currency (e.g., `USD`, `EUR`, `GBP`)

4. **Adjust timer behavior**:
   - **Idle Timeout**: How long before auto-pause (default: 30 minutes)
   - **Single Active Timer**: Allow only one running timer per user
   - **Time Rounding**: Round to nearest minute/5 minutes/15 minutes

5. **Set user management**:
   - **Allow Self-Registration**: Let users create their own accounts
   - **Admin Usernames**: Comma-separated list of admin users

6. **Click Save** to apply settings

### Step 2: Add Your First Client

1. Navigate to **Clients → Create Client**

2. **Enter client information**:
   - **Name**: Client or company name (required)
   - **Contact Person**: Primary contact
   - **Email**: Client email address
   - **Phone**: Contact number
   - **Address**: Billing address

3. **Set billing defaults**:
   - **Default Hourly Rate**: Your rate for this client (e.g., `100.00`)
   - This will auto-populate when creating projects

4. **Click Create** to save the client

### Step 3: Create Your First Project

1. Go to **Projects → Create Project**

2. **Basic information**:
   - **Name**: Project name (required)
   - **Client**: Select from dropdown (auto-filled with client info)
   - **Description**: Brief project description

3. **Billing information**:
   - **Billable**: Toggle on if you'll invoice this project
   - **Hourly Rate**: Auto-filled from client (can override)
   - **Estimated Hours**: Optional project estimate

4. **Advanced settings** (optional):
   - **Status**: Active/Archived
   - **Start/End Dates**: Project timeline
   - **Budget Alert Threshold**: Get notified at X% budget used

5. **Click Create** to save the project

### Step 4: Create Tasks (Optional)

Break your project into manageable tasks:

1. Go to **Tasks → Create Task**

2. **Task details**:
   - **Project**: Select your project
   - **Name**: Task name (e.g., "Design homepage")
   - **Description**: What needs to be done
   - **Priority**: Low/Medium/High/Urgent

3. **Planning**:
   - **Estimated Hours**: Time estimate for this task
   - **Due Date**: When it should be completed
   - **Assign To**: Team member responsible

4. **Click Create** to save the task

---

## 🎯 Core Workflows

### Workflow 1: Track Time with Timer

**Quick time tracking for active work:**

1. **On the Dashboard**, find the timer section
2. **Select a project** (and optionally a task)
3. **Click Start** — the timer begins
4. **Work on your task** — timer continues even if you close the browser
5. **Click Stop** when finished — time entry is saved automatically

**💡 Tip**: The timer runs on the server, so it keeps going even if you:
- Close your browser
- Switch devices
- Lose internet connection temporarily

### Workflow 2: Manual Time Entry

**Add historical or bulk time entries:**

1. Go to **Timer → Log Time**

2. **Choose entry type**:
   - Single entry
   - Bulk entry (multiple entries at once)
   - Calendar view (visual entry)

3. **Fill in details**:
   - **Project**: Required
   - **Task**: Optional
   - **Start Time**: When you started
   - **End Time**: When you finished
   - **Notes**: What you worked on
   - **Tags**: Categorize your work (e.g., `design`, `meeting`, `bugfix`)

4. **Click Save** to record the entry

### Workflow 3: Generate an Invoice

**Turn tracked time into a professional invoice:**

1. Go to **Invoices → Create Invoice**

2. **Select project** and fill in client details
   - Client info auto-populated from project

3. **Set invoice details**:
   - **Issue Date**: Today (default)
   - **Due Date**: Payment deadline (e.g., 30 days)
   - **Tax Rate**: Your tax rate (e.g., `21.00` for 21%)

4. **Click "Generate from Time Entries"**:
   - Select time entries to bill
   - Choose grouping (by task or project)
   - Preview the total

5. **Review and customize**:
   - Edit descriptions
   - Add manual line items
   - Adjust quantities or rates

6. **Save and send**:
   - Status: Draft → Sent → Paid
   - Export as CSV
   - (PDF export coming soon!)

### Workflow 4: View Reports

**Analyze your time and productivity:**

1. Go to **Reports**

2. **Choose report type**:
   - **Project Report**: Time breakdown by project
   - **User Report**: Individual productivity
   - **Summary Report**: Overall statistics

3. **Set filters**:
   - **Date Range**: Today/This Week/This Month/Custom
   - **Project**: Specific project or all
   - **User**: Specific user or all
   - **Billable**: Billable only/Non-billable only/Both

4. **View insights**:
   - Total hours worked
   - Billable vs non-billable
   - Time distribution
   - Estimated costs

5. **Export data**:
   - Click **Export CSV** for spreadsheet analysis
   - Choose delimiter (comma, semicolon, tab)

---

## 🎓 Next Steps

### Learn Advanced Features

- **[Task Management](TASK_MANAGEMENT_README.md)** — Master task boards and workflows
- **[Calendar View](CALENDAR_FEATURES_README.md)** — Visual time entry and planning
- **[Command Palette](COMMAND_PALETTE_USAGE.md)** — Keyboard shortcuts for power users
- **[Bulk Operations](BULK_TIME_ENTRY_README.md)** — Batch time entry creation

### Customize Your Experience

- **Upload your logo** for branded invoices
- **Configure notifications** for task due dates
- **Set up recurring time blocks** for regular tasks
- **Create saved filters** for common report views
- **Add custom tags** for better categorization

### Team Setup

If you're setting up for a team:

1. **Add team members**:
   - Go to **Admin → Users**
   - Users can self-register (if enabled) or admin can add them
   - Assign roles (Admin/User)

2. **Assign projects**:
   - Projects are visible to all users
   - Use permissions to control access (coming soon)

3. **Assign tasks**:
   - Create tasks and assign to team members
   - Set priorities and due dates
   - Track progress in task board

4. **Review reports**:
   - See team productivity
   - Identify bottlenecks
   - Optimize resource allocation

### Production Deployment

Ready to deploy for real use?

1. **Use PostgreSQL** instead of SQLite:
   ```bash
   # Edit .env file
   DATABASE_URL=postgresql://user:pass@localhost:5432/timetracker
   ```

2. **Set a secure secret key**:
   ```bash
   # Generate a random key
   SECRET_KEY=$(python -c 'import secrets; print(secrets.token_hex(32))')
   ```

3. **Configure for production**:
   ```bash
   FLASK_ENV=production
   FLASK_DEBUG=false
   SESSION_COOKIE_SECURE=true
   REMEMBER_COOKIE_SECURE=true
   ```

4. **Set up backups**:
   - Configure automatic database backups
   - Store backups off-site
   - Test restore procedures

5. **Optional: Add reverse proxy**:
   - Use Caddy or nginx for HTTPS
   - Add authentication layer if needed
   - Configure firewall rules

**📖 See [Docker Public Setup](DOCKER_PUBLIC_SETUP.md) for production deployment**

---

## 💡 Tips & Tricks

### Keyboard Shortcuts

Press `Ctrl+K` (or `Cmd+K` on Mac) to open the command palette:

- Quickly start/stop timers
- Navigate to any page
- Search projects and tasks
- Log time entries

### Mobile Access

TimeTracker is fully responsive:

- Access from any device
- Mobile-optimized interface
- Touch-friendly controls
- Works in any browser

### Time Entry Best Practices

1. **Add descriptive notes** — Future you will thank you
2. **Use consistent tags** — Makes reporting easier
3. **Track regularly** — Don't let entries pile up
4. **Review weekly** — Catch missing time or errors
5. **Categorize accurately** — Billable vs non-billable matters

### Project Management Tips

1. **Set realistic estimates** — Helps with planning
2. **Break into tasks** — Makes tracking easier
3. **Use task priorities** — Focus on what matters
4. **Review progress regularly** — Stay on track
5. **Archive completed projects** — Keep your list clean

---

## ❓ Common Questions

### How do I reset my database?

```bash
# ⚠️ This deletes all data
docker-compose down -v
docker-compose up -d
```

### How do I add more users?

- Enable self-registration in settings, or
- Users can just enter a username on first visit, or
- Admin can create users in Admin → Users

### Can I export my data?

Yes! Multiple export options:
- **CSV export** from reports
- **Database backup** via scripts
- **API access** for custom integrations (coming soon)

### How do I upgrade TimeTracker?

```bash
# Pull latest changes
git pull origin main

# Rebuild and restart
docker-compose up -d --build

# Migrations run automatically
```

### Is there a mobile app?

TimeTracker is a web application that works great on mobile browsers. A Progressive Web App (PWA) version with offline support is planned.

---

## 🆘 Need Help?

- **[Documentation](README.md)** — Complete documentation index
- **[Troubleshooting](DOCKER_STARTUP_TROUBLESHOOTING.md)** — Fix common issues
- **[GitHub Issues](https://github.com/drytrix/TimeTracker/issues)** — Report bugs or request features
- **[Contributing](CONTRIBUTING.md)** — Help improve TimeTracker

---

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**Ready to track your time like a pro?** 🚀

[← Back to Main README](../README.md) | [View All Documentation](README.md)

</div>