Time Tracking Onboarding

Onboarding Checklist

Pre-First Day

• Create time tracking account
• Assign to appropriate projects
• Set billing rate (if applicable)
• Configure access permissions
• Install software/apps

Day 1

• Explain why we track time
• Review company time tracking policy
• Demonstrate software basics
• Practice first time entry
• Provide quick reference guide

Week 1

• Daily reminder to submit time
• Review first week's entries
• Correct any errors together
• Answer questions
• Check for forgotten entries

Week 2-4

• Weekly check-in on time tracking
• Monitor for patterns/issues
• Provide additional training if needed
• Ensure mobile app setup
• Celebrate good tracking habits

Training Topics

Policy Understanding

• When to track (start/end of day, breaks)
• What to track (tasks, projects, categories)
• How granular (task-level vs. project-level)
• Approval process and deadlines
• Consequences of non-compliance

Software Skills

• Start/stop timer
• Manual time entry
• Project/task selection
• Adding descriptions/notes
• Editing past entries
• Submitting for approval
• Mobile app usage

Best Practices

• Track daily, not weekly
• Be specific in descriptions
• Use templates for recurring tasks
• Review before submitting
• Ask questions when unsure

Common Mistakes

Forgetting to Track

Solution: Daily reminders, calendar integration, mobile notifications.

Incorrect Project Assignment

Solution: Clear project naming, dropdown defaults, manager review.

Vague Descriptions

Example: "Meeting" (bad) vs. "Client kickoff call with ABC Corp" (good) Solution: Show examples, templates.

Batch Entry Friday

Problem: Inaccurate reconstruction of week. Solution: Emphasize same-day entry, calendar sync for memory aid.

Support Resources

Documentation

• Quick start guide (1-page)
• Video tutorials (2-5 min each)
• FAQ document
• Policy handbook

Ongoing Help

• Designated time tracking champion
• Slack/Teams channel for questions
• Monthly tips email
• Refresher training sessions

Role-Specific Training

Employees

• How to log time
• What categories to use
• When to submit
• Mobile app usage

Managers

• How to review timesheets
• Approval process
• Common errors to watch for
• Reporting and analytics

Admins

• User setup
• Project configuration
• Rate management
• System administration

Success Metrics

Week 1

• 100% of entries submitted
• <5 errors per employee
• All required fields completed

Week 4

• Timesheets submitted on time
• Accurate project categorization
• Appropriate level of detail
• Independent operation (minimal questions)

Month 3

• Tracking is habitual
• Data quality high
• Minimal manager correction needed
• Employee understands value

Best Practices

1. Buddy System: Pair with experienced tracker
2. Practice First: Demo account before real entries
3. Patient Support: Expect learning curve
4. Positive Framing: Benefits, not burden
5. Quick Wins: Show how tracking helps them
6. Consistent Enforcement: From day one
7. Manager Modeling: Leaders track first