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Track time and allocate employees to projects

Set up projects and record working time against them in Salesforce, the Employee Hub, or the mobile app. Managers can review Project Time Entries, reports, and employee allocation.

Who can use this?

HR Admins and project managers set up projects in Salesforce. Employees and Managers track or review project time in the Employee Hub, the mobile app, or Salesforce.

Before you begin​

  • Time tracking is enabled for your organization.
  • Employees have time-tracking permissions and an active workload.
  • Users have at least read access to the Project object and create, read, and edit access to the Project Time Entry object.

Enable Project Time Tracking​

  1. In the flair HR app in Salesforce, open Employees, and select the employee.

    An employee selected for Project Time Tracking

  2. Open More → Time And Workload.

  3. If the employee has an active workload, end it before creating the replacement.

    The action for ending an employee's active workload

  4. Click Add New Workload.

  5. Start the new workload immediately after the previous workload ends.

  6. In Time Tracking Type, select Time Tracking and Project Tracking.

    Time Tracking and Project Tracking selected for a new workload

  7. Configure whether project selection is required and whether employees can track tasks, clients, or billable hours.

  8. Save the workload.

Create a project​

  1. In Salesforce, open the App Launcher (⋮⋮ grid icon), and select Projects.

  2. Click New.

    The New Project action in Salesforce

  3. Complete the project fields:

    SettingWhat it does
    Project NameIdentifies the project.
    Project CodeProvides a short identifier, such as WR-Q1-2024.
    Client/CustomerAssociates an optional client.
    Start DateSets the first project date.
    End DateSets the optional expected completion date. Both dates are required for Project Allocation.
    StatusMarks the project as Active, Planned, On Hold, or Completed.
    Budget HoursRecords the estimated total hours.
    BillableMarks the project as billable.

  4. Save the project.

Configure the project team and billing​

Use Employee Segments or individual assignments to define who can track time to the project.

Employee Segments assigned to a project

Project configuration supports these details:

GroupAvailable details
Cost centerProject cost center, costs against budget, and financial reporting.
Project teamTeam members, lead/member/contributor roles, and hourly billing rates.
BillingBillable rate, Internal cost, Billing type, and invoice integration settings.

Track project time in the Employee Hub​

Track from the Projects view​

  1. In the Employee Hub, open Time → Projects.

    Projects available for time tracking in the Employee Hub

  2. Select the project.

  3. Optional: Select a Task.

  4. Click Clock In. flair associates the tracked time with the project.

  5. Before switching projects, clock out.

  6. Select the next project, and clock in again.

Track from the time-tracking widget​

When project selection is optional, select a project from the time-tracking widget before or during the shift. When you clock out, flair records the time against that project.

Add details from the Days view​

  • In the Employee Hub's Days view, add notes or a cost center to a Project Time Entry.

Notes and cost centers on the Employee Hub Days view

Add a description of the work, progress, blockers, or next steps when that context supports project reporting, billing, team communication, or performance reviews.

Track project time in the mobile app​

On a project-tracking workload, the mobile home screen shows a Projects dashboard widget with the project you are tracking now or your top active projects. Tap the widget to open the Projects list, which is grouped into Active, Not started, and Finished tabs and can be searched. Tap a project to see its progress against Budget Hours, billable and non-billable tracked time, and recent entries.

Attach a project to the running timer​

  1. On the mobile home screen, start tracking your time.

  2. On the running timer, tap Add project.

  3. In the Track to a project picker, select the project.

flair shows Working on the selected project next to the timer and tracks elapsed time against it. To track a different project without clocking out, tap Switch, and select the new project.

Assign hours at clock out​

  1. On the mobile home screen, tap the stop icon to clock out.

  2. If your organization requires a project before clock-out, flair opens the Select a project to clock out picker; select a project to continue.

  3. Confirm the clock-out. flair opens the Clock out sheet showing the Worked time for the session.

  4. Under Assign time to projects, select a project for each row, and enter hours.

  5. Optional: Tap Add project to split the worked time across more than one project.

  6. Optional: Add a note.

  7. Tap Save. flair records the assigned hours against each project.

To assign the time later instead, close the sheet without saving. The session still appears unassigned in that day's Project time section.

Log project time for a day​

  1. In the mobile app, open Time Tracking, and select a day.
  2. In the Project time section, tap Edit project time.
  3. In Log project time, tap Add project, and select a project.
  4. Enter hours for the project. Repeat to log time against more projects for that day.
  5. Optional: Add a note.
  6. Tap Save. flair records the entries against that day's timesheet.

A day without a resolved timesheet shows No timesheet for this date, and Save stays disabled until you select a date that has one.

Create a Project Time Entry in Salesforce​

  1. In Salesforce, open Time Entries.
  2. Click New.
  3. Complete Employee, Date, Hours, and Project.
  4. Optional: Complete Task, Description, and Billable.
  5. Click Save. The Project Time Entry appears against the selected project.

Review project time​

Review the Manager view​

  • In the Employee Hub, open Team → Time Management → Projects to review overall project progress.

Project progress in the Employee Hub Manager view

Review reports​

Project reports can show the following data:

Report groupAvailable data
Time by projectTotal hours, team-member breakdown, task detail, and timeline views.
Billable and non-billable timeClient-billable time, internal time, and overhead allocation.

Project-time approvals can route from the employee to the project manager, then optionally to the client for billable hours and Finance for billing.

Plan Project Allocation​

Project Allocation displays each employee as a row and projects as blocks on a timeline. Overlapping blocks reveal simultaneous assignments.

  1. In flair, open Attendance → Project Allocation.
  2. Select weeks, months, a year, or a custom date range. Public holidays appear on the timeline.
  3. Optional: Filter by Department, Location, Entity, or employee name.
  4. Confirm that each project has a Start Date and End Date.
  5. To limit the people shown for a project, remove All Employees, and add Employee Segments or individuals.
  6. Review the timeline for over-allocation, underutilization, scheduling conflicts, continuity, handoffs, and capacity.

Troubleshooting​

A project does not appear in the selector​

  • Confirm that Status is Active.
  • Confirm that the user can access the project.
  • Confirm that the Start Date is not in the future.
  • Refresh the page or app.

You cannot track time to a project​

  • Confirm that Project Time Tracking is enabled on your workload.
  • Confirm that you are assigned to the project team.
  • Confirm that the project has not ended.
  • Contact your project manager.

Project time does not appear in a report​

  • Confirm that the Project Time Entry is approved.
  • Confirm that the report date range includes the entry.
  • Confirm that the correct project filter is applied.
  • Refresh the report.