Summary
This article covers how to track individual work sessions using the Time Entry model. You’ll learn which key data points to capture, how to organize fields, and how to connect entries to billing, cost, and profitability tracking.
Who is this article for?
Planhat builders/admins who configure their tenant for their team (e.g. CS Ops).
This article is part of the Data Models Course.
Article Contents
Introduction
Tracking time is a key part of project management and service delivery, and with Planhat, it’s simple and flexible. Whether you’re logging time for a single task or submitting a full timesheet for approval, Planhat makes it easy to capture and submit time entries.
This article is focused on the Time Entry. Each session is logged individually, and once submitted, it turns into a Timesheet—a separate data model that provides a clear overview of how time is being utilized across projects.
Key System Fields
The basic Time Entry Fields are:
Name
Submitted By
Date
Timesheet Status
Currency
Here are some Fields related to Revenue:
Hours
Track Time On
Time Off (toggle)
Billable Rate
Cost Rate
Total Billed
Total Cost
Billable (toggle)
Description (text)
Billing Code (list)
Key Custom Fields
Some Custom Fields for additional insight include:
Time Type - e.g. Analysis, Technical Work, Design, etc.
Margin %
Profitability
Partner Name (list)
Note: Margin % and Profitability calculations are done via Formula Fields
Field Groups
Now that you have an understanding of the Key Fields, you can set them up in Field Groups, which live in Profile > Profile Templates. This determines what shows in Previews and full-page profiles for Time Entries.
Let’s look at how to group them in a logical way. We recommend a set up as below:
For more information on Field Groups, take a look at Help Center Article: Field Groups.
Create Form
To ensure your data stays clean, it’s important you make fields mandatory for creation. We recommend the following at a minimum to enable you to manage your Time Entries in the best way.
For an in-depth breakdown on all things Profile related, take a look at our Help Center Article: An introduction to Profiles / Previews, the How-To Library in app, or check out the Dojo course related to Profiles.