Support | Common Questions

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Getting Started

Can TimeFox alert me when a job estimate reaches a certain percentage of completion?

Yes. With TimeFox Premier you can preset a percentage of completion and have an email sent to the project manager automatically when the number of hours reaches that level. The percentage is based on your TimeFox estimate of hours for the job and the actual number of hours people have recorded for that project. (Go to Setup > My Account > Account Preferences > Alerts)

I created a project, why can't I see it on my timesheet?

Here are a couple of things to check if you cannot see a project on the timesheet:

1. Is the start day of the project today or a day in the past, not a day in the future? You will only see the project in your timesheet if the start date has been reached.
2. Is the project setup complete? Does it include tasks? You need to have set up the Client, Project and Tasks for a project to track time.
3. Are you in a user group? User groups control which clients and projects appear on your timesheet. You may need to have your TimeFox administrator add the project to your group.

How do I add another person to my account?

Go to Setup > Personnel in the left menu. Create a user ID and password for them, add contact details, establish if they need to be a Project Manger and what access level they need. Click 'Save New', and TimeFox will email the new user's login details to the address you provided.

How do I remove one of the personnel from my account?

Go to Setup > Personnel in the left menu. Click on the 'Archive Personnel' link at the top right of page, place a checkmark beside the personnel you would like to archive The user will no longer be able to login and is removed from the timesheet. Any time that they have tracked in the past will stay in reports under their name with all the original details. Don't forget to send a quick email to billing@functionfox.com, to let us know that you have archived one of your personnel, so we can update your billing.

I forgot my login information. How can I retrieve it?

Go to https://www.functionfox.com/timefox and click on the 'Forgot Login Information' link. Enter your email address and click 'Submit'. We will email your login details to you right away.

How do I update my billing information?

Go to Setup > My Account in the left menu. Click on the 'Payment Info' tab at the top. This is where you can update your information. If you do not see this tab, you may not have the correct access level in TimeFox to update account information. In that case, talk to your TimeFox administrator.

Can I limit what TimeFox information my employees have access to?

With TimeFox you can make sure that each member of your team sees only the information you want them to see. Access Levels control what features, reports, and data each person can view and use. We have some preset default levels to make it easier for you. For instance the 'Admin' level allows you to see everything in the system, and 'Level 2' allows you to enter data and pull basic reports, but see only hours, not rates. You can customize levels for each job description or person on your team. Go to Setup > Access Levels you can also control access using 'User Groups' which controls what clients and projects team members can see. Groups can consist of one or more people. Go to Setup > User Groups.

How do I control what clients and projects a freelancer can see?

User groups restrict which clients and projects people can see or create reports about. This feature is particularly useful when you want to use a freelancer, but do not want to provide access to your entire client list, or when you have departments that work independently on different projects. Go to Setup > User Groups and type in a name for the group or individual, then use the pull down menus and arrows to add clients and projects you want these people to see. Note: When you create a new project for this user group, you will need to select it on the setup>project page so people in the group can track time on the project.

How do I add my logo to my reports?

To replace the default FunctionFox logo with your own company logo on reports, go to Setup > My Account and select the 'Logo' tab at the top. Then click 'Browse', locate your company logo on your computer and click upload logo. Artwork at least 200 pixels wide and in a GIF, PNG, or JPG format on a white background will work best. All logo changes will take effect when you click the 'Upload Logo' button. If you have any trouble uploading your logo, we'll do it for you. Just email your logo to FunctionFox and we will resize and upload it.

How do I delete a project?

You can't delete a project if it has time tracked against it, but you can archive it. Archiving a project means it will no longer show up on the timesheet page, but all the information about the project (hours, expenses, personnel, etc) is still available if you need it, and you can produce reports that include it. To archive a project, go to Setup > Project Status in your left menu. Change the status of the finished project to 'Closed'. Then go to Setup > Projects, in the left menu. Click on the 'Archive Projects' button on the top right side of the page. Place a checkmark beside the project that you would like to archive. This project is removed from the Timesheet page and CEO Desktop but remains in TimeFox in case you need to find details about it in the future.

My fiscal year runs April 1 to April 1 - how should I set up my company's internal projects?

We recommend that you create internal projects (vacation, sick time, holidays, training and other non-billable admin time, etc) with a start date that is the same as the beginning of your fiscal year, and a due date at the end. By closing your internal projects every year, you can easily make year-to-year comparisons, and it is simple to change tasks or tracking structure for the next year. Most companies set up an Internal Client and with separate projects for each business aspect they want to track, and include a task called "Non-billable" with a rate of $0.00 for tasks that cannot be billed.

The client/project I just added doesn't appear on my Timesheet page. Why not?

Only clients that have at least one open project set up for them, appear on the Timesheet page. And projects will not show up on the Timesheet page until the start date you have set for the project. Check Setup > Projects, select the pencil icon and adjust the start date. Also ensure that you have selected tasks for each project. You need a Client, Project and Task to be able to track time.

I work on retainer with some of my clients. How do I track that with FunctionFox?

The most efficient way to track monthly retainers is to set up a separate project for each month; that way you keep each month's budget and reporting separate. By using the 'Custom Report' you can run reports on all your retainer projects together when you need to, as well as month-to-month comparisons. You can set up a year's worth of retainer projects at the beginning of each year; it usually takes just a few minutes.

How do I create a new Project Status?

To create a new status in TimeFox, go to Setup > Project Status and select the 'Manage Status Options' buttons on top right of the page. Simply type in the name of the new project status in the entry field. Once you have done this, your team can choose which status a project is in each time they open a new project on the Setup > Project page, and can adjust the status as needed from the Setup > Project Status page, or the project pop up window on the Timesheet page.

How do I adjust rates for a specific job?

In TimeFox, rates are established at the task level. To adjust rates for a specific project go to Setup > Tasks and select the client and project that you want to adjust from the pull down menus at the top of the page. The current tasks and rates are displayed below. To edit, select the pencil icon and change the rate at the top of the page. This will update the dollar amount calculated for both hours already entered on this job, and hours that still need to be tracked.

How do I change rates to reflect individual personnel rates?

TimeFox does not have rates associated to personnel. TimeFox is setup to link rates to tasks, and has been designed to calculate the total cost of a project based on the number of hours spent at each task. You can calculate personnel costs outside the system by creating personnel reports and then calculating by each person's pay rate. Or you can create several levels of the same task (in Setup > Tasks) to reflect different pay rates. IE: JR Design 85.00, SR Design 110.00, or Design I 85.00, Design II 100.00. The list of tasks you have set up will now show up in your common task list. It appears while you are setting up each project. By choosing only the tasks that you need on a certain job you simplify the task pull down list on the Timesheet page and make it easier to estimate time.

Can I run more than one timer, or track time on two different projects or tasks at the same time?

Yes. Select the 'My Preferences' link, either on the Timesheet page or under setup on the left hand menu. Simply check the box beside 'Multiple Timers' and click on the timers you would like to start. Your timers will run simultaneously until you go back to this page and remove the checkmark.

Can I copy rates and estimated hours from one project to another?

Yes. Once you have set up one project for a client, you can copy tasks, rates and estimates from another project in the system. Create a new project from Setup > Projects, add in the scope and due date, and save your changes. When you see the task pop up window, select the link on the top that says 'Copy Tasks from an open Client/Project'. This will take you to another screen where you can select the client and project you want to copy tasks from. By selecting the 'Copy Estimated Hours' box TimeFox will complete hours for task on the estimate page automatically.

What is the difference between Daily Notes and Personal Notes?

Daily Notes only appear on the Timesheet page for the date that you added the note. Personal notes remain on the Timesheet page until you select and delete them, regardless of the date.

Reports & Billing

How do I see what tasks or services a team member has worked on in a given timeframe?

The 'Productivity Report' summarizes all billable and non-billable time spent by TimeFox users in a specific time frame. Click on a specific Personnel bar to see a detailed view of an individual's productivity (billable versus non-billable time) by both Client/Project and also the breakdown of time spent on tasks and services across all clients and projects in a given timeframe.

What's the easiest way to see project details without creating a report?

Select a client and project on the timesheet page. Click on the underlined 'Project' link on the right. A pop-up will appear, showing start and due dates, project scope, project manager, current status and actual vs. estimated hours on this project per task to date.

If I decide that TimeFox is no longer working for me, can I keep the data I've already entered? If so, how?

All TimeFox reports can be saved as Excel files, or printed as PDFs in a clean, readable layout. Just create a report that contains the information you want and save the files in the format you prefer. We also have a 'Download Data Tool' that lets you download any raw data you want to your hard drive, as a CSV or XML file. Need some help? Our friendly, knowledgeable customer service reps will be happy to lend a hand.

Does TimeFox work with QuickBooks?

Yes. You can move timesheet data from TimeFox into QuickBooks on the PC. We recommend you chat with our service team first, though, to ensure that this feature will work with your particular QuickBooks/TimeFox setup.

Does TimeFox create Invoices?

Not at the moment. TimeFox is designed to be a simple, easy-to-use time and project tracking application. It provides accurate time tracking for projects, and solid reporting - which allows you to easily create accurate invoices and estimates. We've left the accounting functions, such as sale tax calculations, creating markups and posting to ledgers to dedicated accounting systems. Currently many of our customers create a simple invoice in their accounting software, and attach a detailed TimeFox project report when it goes to the client.

TimeFox Premier

How do I see a Gantt chart?

We do not have traditional Gantt charts in TimeFox Premier. Instead, we have a centralized calendar and detailed production reports to ensure you do not miss any Milestones or Actions. There are three ways to view project schedules.

1. Go to 'Schedule' on the left hand menu and select Project Calendar', where you can filter your results,
2. Pull a detailed production report for either all clients or all projects for a specific timeframe, or
3. Go to a particular project and filter down to the level of detail you need.

How can I see what my team is working on?

The Action Report, (tab under actions, or listed under reports) is the easiest way to see everything your team is working on and the current status of projects. Select all clients, all projects, and the date range that you are interested in. You can group results to a particular team member (Group by 'Assigned To') or in chronological order (Group by 'Date'). Show "Edit Links" on the report to edit or update actions directly from the report.

How can I see the workloads of individual members of my team?

Go to Actions > Action Assignment and select 'Check Availability', to see individual workloads. View available hours left per person to see whose schedule is overloaded, and who has time for additional work. Note: If you do not see any personnel or details in this table, no actions or meetings have been assigned to personnel. Availability is based on estimated versus actual time, on actions within a due date.

Can I modify the Priorities of Actions from low, normal or high?

Yes. Go to Actions > Action Assignment page. Click on the 'Manage' button (beside where you select the current priority) and rename or add to the current priorities.

Can I modify the Action Status options available?

Yes. Go to Actions > Action Assignment page. Click the Manage link (beside where you select the action status). Rename or add action statuses (such as On Hold, With Client, Out for Proofing, etc.).

Troubleshooting

I created a project, why can't I see it on my timesheet?

Here are a few of things to check if you cannot see a project on the timesheet:

1. Is the start day of the project today or a day in the past, not a day in the future? You will only see the project in your timesheet if the start date has been reached.
2. Is the project setup complete? Does it include tasks? You need to have set up the Client, Project and Tasks for a project to track time.
3. Are you in a user group? User groups control which clients and projects appear on your timesheet. You may need to have your TimeFox administrator add the project to your group.

I am having trouble printing Online Reports, any suggestions?

TimeFox is a frame-based application and has been developed so that all reports use browser specific printing standards. On any page that has report output there is a print link in the menu bar up at the top.