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Quick Summary: Lets you change general options

How to Get There: Tools/Global Options/General

Here's a description of things you can set in this window:

 

Minimum Duration

If you use a minimum billing duration, enter it here.  For example, if you want to charge for 15 minutes even if you only work 11 minutes, enter "15 minutes" or ".25 hours."  Time Logger will store the calculated duration in the column or field called "Duration."  It also keeps a record of the "True" duration.   That is, the actual duration of the record, not taking minimum duration and duration increment into account.

IMPORTANT: So that you can conveniently work with Time Logger's database in another application, such as Access, Time Logger stores the calculated duration in the database.  That means that if you change the minimum duration or duration increment, you must let Time Logger recalculate the duration field for all time records.  Time Logger will prompt you to do this whenever a change is made in this field, or you can do it yourself by choosing Advanced/Set Calculated Fields.

Also, we strongly recommend that you use the same minimum duration and duration increment for all files.

Note that if you don't require a minimum duration (that is, you charge for exactly the amount of time that you work), you should set this value to zero.

Duration Increment

Some users will want Time Logger to round up their durations in increments of x minutes.  For example, if your billing increment is 15 minutes, and you work for 32 minutes, Time Logger will round the duration up to 45 minutes.

If you bill in increments of time, enter the increment here.  For example, if you charge in increments of 15 minutes, enter "15 minutes" or ".25 hours."

Time Logger will store the calculated duration in the column or field called "Duration."  It also keeps a record of the "True" duration.   That is, the actual duration of the record, not taking minimum duration and duration increment into account.

IMPORTANT: So that you can conveniently work with Time Logger's database in another application, such as Access, Time Logger stores the calculated duration in the database.  That means that if you change the minimum duration or duration increment, you must let Time Logger recalculate the duration field for all time records.  Time Logger will prompt you to do this whenever a change is made in this field, or you can do it yourself by choosing Advanced/Set Calculated Fields.

Also, we strongly recommend that you use the same minimum duration and duration increment for all files.

Note that if you don't require a duration increment, you should set this value to zero.

Pause Handling

You've learned that you can pause the stopwatch when your work is interrupted (see Stopwatch Window).

The duration of a time record is its total elapsed time minus the pause duration.  However, you may find that it is too complicated to have start time, end time, and pause duration in your reports.  It can be confusing to see a start time of 10:00 end time of 10:30 and a total duration of only 7 minutes.

This window allows you to choose among different ways of handling pauses.

The alternatives for handling pause duration are (1) to automatically add it to the start time, (2) to subtract it from the end time of a time record, or (3) retain the pause information.

For example, if you choose to have pause times added to the start time, then whenever you end a time record, Time Logger will automatically increment the start time by the duration of the pause.  For example, if you worked from 10:00 to 10:30 with a pause duration of 23 minutes, Time Logger would adjust the time record to have a start time of 10:23, an end time of 10:30 and a pause duration of 0.

Choose Add Pause Duration to Start Time, Subtract Pause Duration from End Time, or Retain Pause Information based on your personal preference.

 

Check for Updates on the Website

At the frequency you select, the system will attempt to open your browser and direct it to our website to see if there are any new versions available for Responsive Time Logger.

 

Allow Changes to The Descriptor Database During Time Record Editing And/Or Importing

You may want to keep tight control on the descriptors that you and others may use.  For example, if one day you type in a client name of "XYZ Corp," another day, "XYZ Corporation," and third day "XYZ", your ability to analyze the time record database will degrade.  For example, subtotaling on Client will lead to separate subtotals for the different descriptors you have used.

Uncheck this box to prevent changes to the descriptors (client names, project names, etc.).  Once unchecked, you will need the global password in order to change descriptors.

Automatically Combine Stopwatch Record With Records With The Same Descriptors And The Same Date

This option refers to a powerful feature that benefits users who switch back and forth between different projects, but don't what a large number of different time records added to the database.  Here's how it works: whenever you stop the stopwatch, Time Logger will look to see if there is another record on the same day with the same set of descriptors.  If it finds one, it will not add a new time record, but instead, combine the new time with the old time record.  That is, the duration showing on the stopwatch will be added to the duration of the existing record.  Also, any description you've added will be added to the end of the existing time record's description.

For example, let's say you've worked on project A from 9 to 10, and on project B from 10 to 11.  At noon, you right click on the record that started at 9:00, and select "Start Copy of Selected Record."  This starts the stopwatch using the same descriptors that were in the existing record.  At 12:30, you click the Stop button.  Time Logger will note that an existing record for today has the same descriptors.  So, instead of adding a new record, it will change the duration of the existing record to 1.5 hours (that is, 1 hour already recorded, plus 30 minutes for the newly recorded time).

Note that you will want to select "Allow overlapping time records" in Tools/Global Options/Safety, because changes to the durations of existing records may cause them to overlap other records.

Duration-Only Mode

Check this option to select Duration-only mode.  This mode is useful if all you care about is the duration of each time record (and not the start and stop times).  When in duration-only mode, Time Logger allows time records to overlap, and removes some controls from the Time Record Editor window.  That is, instead of Start Date, Start Time, End Date, and End Time edit boxes, the window only contains a Date edit box.

In the database, every time record must have a start and end time, so when you add records in this mode, Time Logger arbitrarily sets the start time to 9:00 AM.  The end time is 9:00 AM plus the duration.  Thus, if you enter a time record with a duration of 2.5 hours, Time Logger will record the start time as 9:00 AM and the end time as 11:30 AM.

If you use duration-only mode, you will probably not want to display the Start Time and End Time fields in the time record list.  Also, we recommend that you not switch back and forth between duration-only mode and regular mode.

Export Invoice Data For Import Into Quickbooks

If checked, Time Logger will export invoice data to Quickbooks .iif files.  You may then import this data into Quickbooks.  This topic is discussed in detail in Sharing Data via Quickbooks IIF Files.

Export Invoice Data For Import Into Quicken

If checked, Time Logger will export invoice data to Quicken .qif files.  You may then import this data into Quicken.  This topic is discussed in detail in Sharing Data Via Quicken .QIF Files.

Hide Hourly Rates

If you don't want hourly rates displayed, check this option.  This will prevent passers-by from seeing your hourly rate.  You may also use this option to prevent individual users from knowing their own hourly rate.  In this case, you'll want to link hourly rates properly so that Time Logger will choose the correct rate automatically.  For more on linking, see Linking Descriptors.

When this is selected, an hourly rate column cannot be added to the time record list, and hourly rates and other rate-related fields will not be displayed in the summary or subtotals information.

Record All Time Record Deletions (Used For HotSyncing With Palm Device)

When you delete a time record, Time Logger makes note of the record that was deleted so that it may be deleted on the Palm during the next HotSync.  If you do not have a Palm device, uncheck this option.

Record All Time Record Deletions (Used For Synchronizing With Other Databases)

When you delete a time record, Time Logger makes note of the record that was deleted so that it may be deleted in another database during database synchronization.  If you do not synchronize your database with other databases, you may uncheck this option.  For more on synchronization, see Maintaining Multiple Copies of a Database.

Round Time Record Durations to Two Decimal Places (Not Recommended)

Time Logger version 4 uses an improved procedure for calculating fees.  The fee is calculated (and rounded to the penny) individually for each time record, and these fees are summed to get the total fee.  Thus all calculations agree to the cent.

However, there is one situation in which rounding plays a role.  Imagine that you have two time records, each with a duration of one minute.  If your duration format is decimal hour, rounded to two places (e.g. 1.02 hours), then each time record will have a displayed duration of .02 hours.  That  is, 1 minute/60 minutes

= .01666667, and is rounded to .02 hours.

However, if you choose View/Summary, you'll see a total duration of .03 hours.  That is, .01666667 + .01666667 = .0333333, and is rounded to .03.    Thus it looks like an error (.02 + .02 = .03).

To resolve this, you can either choose to display durations in one of the minute formats (for example, 1 hr 3 min), or you can select Round time record durations to two decimal places.  The latter choice is less desirable because accuracy is affected (for example, if you had 60 one-minute time records, your total duration would be 1.20 hours!).  If you choose a decimal format with three places, the problem is much less significant.

So, we recommend that you choose a duration format that shows hours and minutes, and we recommend that you do not select the Round time record durations to two decimal places option.