Overview
The Require Time Tracking feature allows organizations to enforce time entry before specific tasks can be marked complete. Unlike the previous project-wide requirement, GUIDEcx now supports granular task-level controls, giving teams greater flexibility over which work requires time tracking.
This means you can:
Require time tracking for only specific tasks
Configure requirements directly in templates
Override requirements at the project level when needed
Prevent task completion until time has been logged
Maintain more accurate reporting and resource utilization data
Time tracking requirements can be configured in both templates and active projects.
How It Works
Time tracking enforcement is controlled by two settings:
1. Task-Level Requirement
Any and all tasks can be configured on the template or project level to require time tracking before it can be marked complete.
2. Project-Level Enforcement
Projects include a setting called Require Time Entry for Relevant Tasks.
When enabled:
Tasks configured to require time tracking will enforce the requirement.
Tasks without the requirement can be completed normally.
When disabled:
All task-level time tracking requirements are ignored for that project.
Note: The project-level setting acts as a master switch for all task-level requirements within the project.
Configure Time Tracking Requirements in a Template
Setting requirements in a template ensures new projects inherit the desired behavior automatically.
Steps
Navigate to Templates.
Open the desired template.
Select a task to open the task drawer.
Locate the Require Time Tracking toggle.
Turn the toggle On or Off.
Expected Behavior
When enabled:
Users must log time before marking the task complete.
When disabled:
Users can complete the task without entering time.
Configure Project-Level Time Tracking Settings
When a project is created from a template, verify the project-level enforcement setting.
Steps
Navigate to Projects.
Create a project from a template.
Open the project.
Select the Details tab.
Locate Require Time Entry for Relevant Tasks.
Enable or disable the setting as needed.
Expected Behavior
Enabled (Default)
The project honors all task-level time tracking requirements.
Disabled
Time tracking requirements are bypassed for every task in the project.
Complete a Task That Requires Time Tracking
Tasks Without Time Tracking Requirements
Open the project.
Locate the task.
Change the task status to Done.
The task is completed immediately.
Tasks With Time Tracking Requirements
Open the project.
Change the task status to Done.
A prompt appears indicating that time must be entered.
Enter the required duration and category information.
Select Add Time & Update Status.
The task is completed after the time entry is saved.
Override a Task Requirement in a Project
Managers and administrators can override inherited template settings within a specific project.
Note: If a the assigned PM of a project is a PM, they can always disable the project settings and that will allow them to complete a task without requiring tracking time.
Steps
Open the project.
Select the task.
Open the task drawer.
Turn the Require Time Tracking toggle off.
Close the task drawer.
The task can now be completed without entering time.
Changes made within a project affect only that project and do not modify the original template.
Permission Access
Role | Project-Level Setting | Task-Level Setting |
Admin | Yes | Yes |
Manager | Yes | Yes |
Guide / Project Manager | Yes | No |
Standard User | No | No |
Note: Guides and Project Managers can disable project-wide enforcement using the project-level setting but cannot modify individual task requirements.
API + Email-Based Task Completion Behavior
Time tracking requirements are also enforced when updating task status through the API.
If a task requires time tracking, API requests that attempt to mark the task as complete without a valid time entry will be prevented.
Email-based task completion enforcement will depend on if the user is authenticated into GUIDEcx (has logged in recently):
If authenticated - they will be prompted to track time within the tasks action page (in the email).
If they aren't authenticated - GUIDEcx will block them from completing the task and inform them that they need to add time. There will be a button that links them to the project so they can authenticate and track time.
Best Practices
Configure requirements at the template level whenever possible.
Require time tracking only for work that contributes to utilization, billing, or reporting.
Use project-level enforcement sparingly, as disabling it bypasses all task-level requirements.
Review time tracking requirements during project creation to ensure the correct behavior is inherited.
Communicate expectations to project teams so users understand why time entry is required.
Frequently Asked Questions
Can I require time tracking for only certain tasks?
Yes. Time tracking requirements are configured individually on each task.
What happens if a user tries to complete a required task without entering time?
A prompt will appear requiring a time entry before the task can be marked complete.
Can project-level settings override task-level requirements?
Yes. Disabling Require Time Entry for Relevant Tasks at the project level bypasses all task-level requirements in that project.
Do changes made in a project update the template?
No. Changes made within a project only affect that specific project.
Are API updates subject to time tracking requirements?
Yes. Time tracking requirements are enforced through the API when attempting to complete tasks.
Can standard users disable time tracking requirements?
No. Only users with the appropriate permissions can modify project or task-level settings.
Are task completion emails currently subject to time tracking enforcement?
Not yet. Enforcement currently applies within the application and through the API. Support for email-based task completion enforcement is planned for a future release.