TimeBandit Help

Concepts
About TimeBandit
Client Details
Project Details
Project Totals Page
Project Children
Project Tree Concepts and Samples
Types of Time and Rates
Notes, Expenses and Currency
Export Billing Details

How to
Navigate TimeBandit
Enter Client Details
Set Up A Currency List
Set Up a Project
The Project Details Page
Capture Times
Single or Multiple Clocks
Project Totals
Edit Accumulating Times
Enter Notes and Expenses
Export Data for Billing
Obtain a Valid License

About TimeBandit

TimeBandit is the ultimate time, expense and note tracking tool whether you need to track your individual time, your team or crew time, or any combination of people/equipment. Designed to bring you flexibility, ease of use, and all the features you need to ensure you keep accurate and complete time/billing records, TimeBandit will keep you and your company on track. The tree-structure allows complete flexibility in set-up, yet is easy and uncomplicated to use.

A touch of the stylis on your pocket PC starts a clock running for the selected project in any one of three possible rates (regular, overtime or special) that you have defined for this project. Projects can easily be subdivided into groups and levels by simply adding a project (project child) at any level. Rates may be inherited from the parent project or set at each project level.

TimeBandit further allows you to track time for multiple resources at once, or to set an option that will prohibit tracking time in more than one project at one time.

The Project Notes Tab lets you track both information and expense items related to each project, or category within a project. Expenses may be tracked in any currency.

Real Time Tools recommends that you begin by taking a few moments to read all of the TimeBandit concept sections. The conceptual overview these sections provide will help to ensure that you make the most effective use of this tool.

Client Details

TimeBandit keeps a complete record of your clients, including essential contact information, billing information, and default currency. A client ID number may be used to help sychronize your TimeBandit information with project management, billing or accounts records. A client name from this list is associated with each project.

Project Details

You will set up your TimeBandit Projects to suit your method of doing business and tracking your costs or invoicing your clients. Refer to Project Tree Concepts and Samples for some examples of project set-up.

Projects are displayed in a tree format. A plus/minus symbol to the left of a file indicates that there are subcategories within this file. A clock symbol to the left of the name indicates that time can be tracked at this level.

Project details include Project ID, Project Name, Client Name, and billing information including up to three rates (regular, overtime and special). Overtime and Special are set as a percentage of Regular. When a project is a child to another project on the tree, you may optionally inherit rates from the parent at any percentage rate.

Project Totals Page

TimeBandit allows you to view the item details that make up the Project Totals. These items including each type of time accumulated each day and any expenses are seen on the Totals tab for any project and can be sorted by any column simply by tapping the column heading.

As you select projects up the Project Tree, the details of each subordinate level are also displayed on the Totals Tab.

Project Children

Use subprojects, or Project Children to detail and categorize a project in any way that suits your business style. A Project Child can represent some specific part of a project, or specific resource for example. It is possible to break down subprojects into further levels of subprojects.

The details of each project child appear as individual line items both on the subproject Totals tab, and on the parent tab. Refer to Project Tree Concepts and Samples for some examples of project set-up.

Project Tree Concepts and Samples

The Project Tree allows you to set up TimeBandit to suit your business in every way. Your own Project Tree reflects the simplicity or complexity that you need, whether tracking many aspects of a single project, several projects, or even several project resources.

The important thing to remember is that your project tree should suit your style of doing business and billing or costing time. The following examples show a few of the ways one might set up a project tree.

Examples
Single Level Consulting
Complex Projects
Group Projects by Client
Keeping Time for a Crew
Multiple Client Projects


Keeping Time

Once your projects have been set up, keeping time is a simple point and click process. Simply highlight the project for which time must be accumulated, and click on the time button at the bottom of the screen. Use the button that will record the time-type (regular, overtime or special) that needs to be tracked.

As soon as you click on the time button, TimeBandit begins to accumulate time to that project. It is easy to see which project is actively accumulating time, and what time type it is accumulating by the colour of the clock to the left of the project. An open (white) clock face is inactive. A green clock face is accumulating regular time. A yellow clock face is accumulating overtime, and a majenta clock face is accumulating time at the set 'special' rate.

Once you have started a clock running, it is not necessary to keep TimeBandit, or your PocketPC unit running. TimeBandit will keep track of running clocks even if the unit is turned off.

TimeBandit continues to run in the background and keep track of your time on this project. Pause the timer at any point by tapping on the timer again. Time will continue to accumulate each time you tap the time button. Each individual sesson is accumulated and added to the details list on the Project Totals page.

Notes and Expenses

TimeBandit lets you keep your notes and expense records easily grouped together with relative projects. Enter as many notes as are needed and they will be maintained in date order. Expenses are entered on the same screen, allowing you to include an expense amount with a project note.

Export Billing Details

Ultimately, your reason for tracking your time and expenses is to ensure accurate billing and/or costing of your projects. TimeBandit exports your transactions in a .csv (comma separated values) file that can be opened directly by most spreadsheet applications or imported by billing applications.

How to Navigating TimeBandit

When you open TimeBandit, your project tree is displayed in the top two thirds of the screen. The bottom third shows current information for the selected project including time accumulated in each of the three time-type categories.

Following is a list of symbols used in TimeBandit to help you navigate your information.



Enter a Client

To Enter or Edit Client information, select File from the menu at the bottom of your screen. Select 'Client Database' from that menu.

If you have already entered this client, the Client Name will appear in the drop-down box. Simply select that client if you wish to add or amend any of the fields on the screen.

If this is a new client entry, begin by entering the Client name. Add any additional information you wish to keep handy for this client, such as contact information, coordinates and telephone numbers. You may also set up a default currency type.

Each time you set up a project, you may select a client from the client list.

Set Up A Currency List

When entering clients and/or expenses, you may designate a currency. Use the Options menu item to create your list of currencies. Enter a 3-character code for each currency you wish to have on your list.

Enter (Insert) a Project

Insert each new project on the tree according to a tracking system that suits your style of record-keeping. (Refer to Project Tree Concepts and Samples for some examples of project set-up.) To insert a new project at any point on your project tree, click on the [+in a file] icon at the bottom of the TimeBandit screen.

The new project will be inserted as a child to whichever project is selected when the insert icon is tapped. To insert a top-level project, select the root (TimeBandit) and then tap the insert icon.

Enter the project name, id and other relevant information. Select the customer name from the drop-down list. The client must be set up in the database before a project can be linked to them. (Refer to Enter a Client.) Child projects will default to the same client, but can be assigned to any client on the list. Enter relevant rates for each of the three time categories, or inherit rates at any percentage, from the parent project.

Capture Times

Once you have set up your project(s), tracking time is as easy as tapping the screen. Select the project you wish to track. At the bottom of the screen basic information about this project is displayed, including the client time, and currenly accumulated Total Regular, Overtime and Special time. Select the type of time that should be accumulated now by tapping the appropriate button. The clock next to the project name will change in colour to let you know that it has begun running and time will continue to be accumulated until you click the button again, or press the Stop sign on the menu bar. You may switch to a different type of time by tapping one of the other buttons.

Single or Multiple Clocks

Ordinarily, selecting a clock will cause the previously selected clock to stop running. Depending upon your business, however, it may be appropriate to run more than one clock at a time. If you require the ability to run multiple clocks simultaneously, select the Edit menu item and Program Options from that menu. On that screen, click to put a check mark next to "Allow Multiple Clocks".

When 'allow multiple clocks' is selected each clock you tap on will begin to run until you stop it. All clocks can be stopped immediately by tapping the stop sign on the menu bar.

Edit Accumulating Times

If you forget to start, or stop a clock, you may edit the accumulated time simply. Open the project details (double-click, or use the [file with mag glass icon]. Edit the current time field. You may use the up/down arrow keys to the right of the field to make changes.

Project Details

The Project Details page is the top of three pages available for each project and project child. This page is accessible by double-tapping any project, and selecting the 'Details' tab if necessay. It is also the page displayed when a new project is set up. The page displays the project Name and ID, the client name, and currently accumulated times in each category as well as total times for this project. Use the [RST] button to reset current times (usually only after exporting this information).

Billing information on this project is displayed at the bottom and may be edited.

Project Totals

The Project Totals page is the second of three pages available for each project and project child. This page is accessible by double-tapping any project, and selecting the 'Totals' tab. This page shows all times accumulated to this project (including child project items) in a list, and is the information that will be exported when you are ready to export your data. You may sort this list by any column simply by tapping on the column heading.

Enter Notes and Expenses

Notes and Expenses are entered on the third page of project information. This page is accessible by double-tapping any project, and selecting the 'Notes' tab. To view a previously entered note, select the drop down list box at the top of the screen and select the note you wish to view. To enter a new note, simply begin writing or typing the information into the Note window. Enter any associated expenses in the field at the bottom of the screen. If a currency has been set for this client, the currency designation will default to that currency. You may change the currency to any you have set up on your list (See Set up a Currency List.).

Exporting Your Times, Notes and Client Database

All of the information you keep and accumulate in TimeBandit can be exported for use in other programs. To export your data, first select the project, or project child you are ready to export. Select the File item from the Menu Bar and Export the data you need.

The client database, and project times are exported in csv (comma separated value) file format which can be opened using a spreadsheet application. The project notes are exported in a txt (text) format. All data accumulated on your project since the last reset is exported.

When the file has been exported, TimeBandit will give you details regarding the exported file, including the path to find it, and the name of the exported file. If necessary, make a note of this information to ensure you can locate your exported file for later use.

Your Time, Expenses and Notes data may be reset when you export it, or kept on hand to be exported with the next batch of information.

Obtain a Valid License

Now that you have tried TimeBandit you will want to obtain your license so that you can keep using it, and be elligible for upgrades as they become available. TimeBandit Licenses are available from several sources, including our own site at www.realtimetools.com, at www.handango.com, and at www.pocketgear.com. It is not necessary to reinstall the software over your trial version when you purchase a license. Once you have purchased your license visit www.realtimetools.com/license.htm and submit this form with your product code. The product code can be found by selecting Help from the menu bar, and Licensing from that menu. A license code will be sent to your email address and can be entered the next time you use TimeBandit.

Once you have licensed TimeBandit, it will not be necessary to reenter license information when you upgrade to a new release.

Single Level Consulting (Sample Tree)

This project tree would consist of only two levels. The top level is simply all projects. The second level is each active client with associated details. The Tree would look like this.



Each individual project will reveal a list of entries for that project as well as accumulated totals. The entries and totals may be cleared when the project is exported for billing so that new totals can be accumulated.

You may also set each project as a subproject to one that encompasses all. In this way you will be able to look at one item (e.g. 'All Active Projects') to see an accumulation of time/value and expenses for all projects. This Tree might look like this.



Complex Projects (Sample Tree)

A complex project consists of several individual project components. Each can be set up with its own set of rates, or import rates from the parent project at any percentage. Following is a example of a complex project tree.



Any number of complex projects may be set up, and a complex project may have as many levels as are required to adequately define the project. Time is always tracked at the lowest level, and accumulated into the next higher level.

Group Projects by Client (Sample Tree)

By grouping all of a client's project on one 'branch' of the project tree, it becomes possible to quickly get a total of that Client's status for billing. The tree would look something like this.



Keeping Time for a Crew (Sample Tree)

A foreman or job supervisor may wish to track times for crew members on a job site. Each crew members and/or resource be carried individually with its own rates, or a percentage of the job rate. A crew tree might look like this.



TimeBandit does not limit a supervisor to a single active project. One might move from job site to site depending upon time and weather. A complex crew tree might appear like this.



Multiple Client Projects (Sample Tree)

In some instances, it may be appropriate to track one's time and allocate it towards several projects or clients. In this case, one would set up the project, and then a sub-project for each project or client to receive a portion of the allocation. Each sub-project should be allocated a percentage of the parent rate. In the following example, each client has been allocated 20% of the total research project.