Overview

This guide provides instructions on managing contacts, projects, tasks, and short codes in MinuteDock. It includes setting hourly rates, enabling client view, organizing time entries, pinning frequently used items, and merging duplicate contacts.

Creating Contacts/Projects/Tasks

Contacts, Projects and Tasks are the categories you can assign to time entries to organise your timesheets for reporting and billing purposes.

Create a Contact

A contact in MinuteDock is the client – the entity which you want to create invoices against.

• Click on the ‘Contacts’ tab
• Click ‘create Contact’
• Fill in the relevant fields (name/short code/billable rates)
• Click ‘save’

Organizing with Contacts

• Purpose: Projects help organize time entries under client assignments for reporting and invoicing.
• How to Associate Contacts:
1. Press the @ key (SHIFT + 2) when creating an entry.
2. Select from the list of existing contacts or create a new one. Type some of the contact short code to search for the right contact.
3. Only one contact can be associated per entry.
• Managing Contacts:
  • Visit the Contacts tab to manage, create default rates, and pin contacts.
  • Generate goals and filter reports based on contacts via the relevant tab.

Create a Project

A project in MinuteDock operates as a subcategory of the Contact – Projects are attached to a specific contact and only applied to time entries against that Contact

• Click on the ‘Projects’ tab
• Click ‘create Project’
• Fill in relevant fields (name/short code/billable rates/Contact assignment)
• Click ‘save’

Organizing with Projects

• Purpose: Projects help organize time entries under specific contacts.
• How to Assign Projects:
1. Press the # key (SHIFT + 3) when creating an entry.
2. Select from the list of existing projects or create a new one.
3. Only one project can be associated per entry.
• Managing Projects:
  • Visit the Projects tab to manage, create default rates, and pin projects.
  • Generate goals and filter reports based on projects via the relevant tab.

Create a Task

A task allows you to categorize your time entries according to the specific kind of work being performed, letting you differentiate between time spent, for example, on admin work or in meetings.

•        Click on the ‘Projects’ tab
•        Click on the ‘Tasks’ subtab
•        Click ‘create Task’
•        Fill in the relevant fields (name/short code/billable rates)
•        Click ‘save’

Categorizing with Tasks

• Purpose: Tasks sort and categorize time entries, allowing association with multiple tasks.
• How to Associate Tasks:
1. Press the # key (SHIFT + 3) when creating an entry.
2. Select from the list of existing tasks or create new ones.
• Managing Tasks:
  • Visit the Tasks tab under Projects to manage, create default rates, and pin tasks.
  • Use tasks for sorting invoices, generating goals and filtering reports via the relevant tab.

Short Codes

Using Short Codes

• Purpose: Short codes provide easy references for contacts or tasks in the log bar.
• Access Short Codes:
  • Click into the textbox on the main timer/log
• For contacts, press the @ key (SHIFT + 2).
• For projects/tasks, press the # key (SHIFT + 3).
• Type the short code of the desired category to search for it
• Click on the relevant category in the list to apply it to the time entry

Changing Short Codes

• For Contacts:
1. Click the Contacts tab.
2. Search for the contact and click edit.
3. Adjust text under the 'short code' field as needed.
4. Click 'save'
• For Projects:
  1. Click the Projects tab.
  2. Search for the project and click edit.
  3. Adjust text under the 'short code' field as needed.
  4. Click 'save'
• For Tasks:
1. Click the Projects tab, then the Tasks sub-tab.
2. Search for the task and click edit.
3. Adjust text under the 'short code' field as needed.
4. Click save.

Managing Hourly Rates

• Manual Rate Setting: To manually set a rate, visit the Contacts or Projects tabs and edit the relevant category by hovering over it and clicking the wrench icon which appears.
• Check the ‘billable’ box or uncheck the box to make the category ‘non-billable’ ($0 rate).
• In the settings, select the ‘specify a rate’ option to set a rate for this category, or select ‘use ‘x’ default rate’
• If specifying a rate, you can record a rate for this category, and/or you can set a user specific rate for the category.
• Click ‘save’ to update the category with your new rate.

Merging Contacts/Projects

Merging Duplicate Contacts

• Purpose: Merge contacts and associated time entries, projects, or invoices.
• How to Merge:
1. Go to the Contacts tab.
2. Find the contact to merge and click the red "X."
3. Choose 'merge this contact into another' (available if entries/projects exist).
4. Select the target contact to merge into.
5. Click hide Contact when ready (merges are permanent).

Note: If linked to an accounting system, MinuteDock copies the link to the merged contact if possible. If both contacts are linked, only entries and projects are copied, preventing reappearance after a sync.

Merging Projects

• Purpose: Merge one project into another project, replacing the category on time entries with the merged category, and deleting the original
• How to merge:

1. Go to the Projects tab.
2. Find the project to merge and click the red "X."
3. Choose 'merge this project into another' (available if assigned time entries exist).
4. Select the target contact to merge into.
5. Click hide Contact when ready (merges are permanent).

Note: ‘merging’ into another project will remove the category from the system and replace the assignment for time entries which contained the project with the category chosen in step 4 above.

Pin Goals/Contacts/Projects/Tasks

• Pin Goals (targets or budgets) to show at the top of a user’s Time tab for tracking while recording time.
• Pin Contacts/Projects/Tasks to show at the top of the Contacts/Projects/Tasks tabs.

Pin for Everyone/Me/Some

There are three pin options:

• Pin for everyone: pins the item for all users on the account.
• Pin for some: select a specific set of users to pin the item for.
• Pin for me: pin the item only for yourself.

Click the pin icon to pin for me.

Hover over the pin icon and open the dropdown menu to pin for everyone or pin for some users.

Pinning for everyone and pinning for some users are mutually exclusive options

Client View

Enabling Client View

Client view gives your client the ability to run MinuteDock reports for time assigned to their contact.

• Purpose: Allows clients to view logged time in real-time without needing an account.
• Enable Client View:
1. Click the Contacts tab.
2. Find the desired contact and click the client view button at the bottom left.
3. Click enable client view at the top, copy the URL, and send it to the client.