Jira time tracking and resource planning with Timesheet Builder - Actonic – Unfolding your potential

Jira time tracking and resource planning with Timesheet Builder

Jira time tracking


Project managers know: The most important resource available to them is the working time of their team. Therefore, it is a matter of course for good project managers to know this resource precisely, because this is the only way to guarantee effective time management. Atlassian's Jira Software, which is extremely popular among project managers, offers a special solution for time tracking: the Jira App "Timesheet Builder". With this smart app, you can create comprehensive and customizable work schedules for your entire team or individual employees in just a few minutes. You can then export these work schedules to XLS, CSV or PDF to present them to stakeholders, for example. This gives you an accurate overview of the time spent on specific tasks, tickets or projects, and based on these insights you can accurately plan and more realistically estimate your team's resources.

The Timesheet Builder app consists of two sections: "My Timesheets" and "Teams". The "Teams" section gives you the perfect insight into your team's capacity. In the "My Timesheets" area, In the "My timesheets" area, employees can record their working hours in detail and display them in different views.

In this article, we will give you an overview of the two areas of the app and show you in a practical way how to use them for your optimal Jira time tracking and resource planning.


Jira time tracking with Timesheet Builder: the “My Timesheets” area

The “My Timesheets” area is the heart of Timesheet Builder, because this is where timesheets are created. To create them here, the first thing to do is to track your working time. To track the time, the app offers two views: the calendar view and the timeline view.

The calendar view gives you a transparent overview of a period. You can choose between a weekly view, a weekly view with clock times and a monthly view.

The timeline view is the right choice for those who love tables. Moreover, this view contains a filter function through which you can filter the view by tasks, projects and many more criteria. To do this, click on “Group by” and add new grouping criteria by “add a field”. Based on your selection, the output will be adjusted, and you will get a detailed view of the working time, which you can export from the app as XLS, CSV or PDF.

To record the time spent on your tickets, there are several options in the views:

Option 1: Log-Time

Log-Time tracking is available in both the Calendar and Timeline views. To do this, click on the “Log Time” button at the top of your preferred view. In each case, which will open a pop-up window. In this window, you can select the ticket that you had edited and determine the start time and the duration of the editing.

Option 2: direct entry of times into the table

This option is only available in the calendar view. Here, in your preferred view mode, click on the start time when you started working on a ticket. This will open a pop-up window where you can select the ticket you want to work on and enter the duration of the time spent.

Option 3: Drag-and-drop

This option is also available only in the calendar view. Here, you can select your desired ticket at the side of the view by using a search function. Once you have found it, you can drag-and-drop it to the desired start time. If you have dropped the ticket, again, a pop-up window will appear where you enter the duration of the processing.

For all three variants, it is important to select the team for which the ticket was processed in the pop-up window. The selection here is then the basis for the timeline view of the team (more on this in the next section). By entering the time, a blocker for the ticket is created at the selected view.

Jira time tracking with Timesheet Builder: the “Teams” area

The “Teams” area of Timesheet Builder allows you to get the perfect overview of your team’s capacity. Here you can create structured teams, to which you get an overview of the team in the timeline view. You can then export this overview as XLS, CSV or PDF. This way, you can create working time overviews for your team in no time at all. Of course, you can create multiple teams, each with different people, to generate separate views of the individual work areas of your team or department.

To create a team, click on “Create Team” in the “Teams” area, which will bring up a pop-up window. There you enter the name of the team, select the team leader and optionally add a description of the team. By clicking on “Create”, the team is created and appears in the overview of the area.

Clicking on the name of the previously created team will take you to its view, where you can add more properties. By clicking on “Add Members”, you can select people to add them to the team. By clicking on “Bulk Add Members”, you can add a group of people to the team at once through a bulk operation.
In the team overview completed by this, you can see the role of the members and their commitment, i.e., whether they are assigned to a project 100% or less. In addition, you can see when the user joined or left the team.

In the “Manage roles and permissions” section, you can define the permissions that the various team members should have. Three permissions can be selected here:

“Work on issues” allows you to add work logs for the team in “My Timesheets” and thus track time associated with a team. “View work logs” permission allows you to view work logs added by other team members for the same team. “Manage work logs” entitles you to edit and delete work logs added by other team members for the same team. The different permission types thereby help individual team members have some privacy, as not everyone can view all timesheets.

Here the team lead has all permissions and team members automatically have only “work on issues”. By clicking on “add custom role” you can define additional roles to assign to team members. In doing so, you give the new role a name and then tick the desired permission in each case. When you add or edit new team members, you can then select the role and the member will receive the selected permissions.

As a team leader, the “Timeline” button is displayed in the view of your team. By clicking on it, you will get a timeline overview of your team’s entered hours. As in the timeline view of the “My Timesheets” area, you can group the output according to many different criteria and specify your desired period of output. This powerful overview of your team’s worklogs can then be exported from the app as XLS, CSV or PDF, allowing them to be presented to stakeholders for analysis, for example.


Jira time tracking with Timesheet Builder: a conclusion

Jira time tracking has never been so fast and easy as with Timesheet Builder! The app is the smartest solution to get an overview of a person’s or team’s working hours in Jira. The timesheets created in the app provide the perfect added value for project managers, as they generate a unique insight into the capacity of a team. The simple effort recording and the overview of your team will also convince you. That’s a promise!

Curious? Try Timesheet Builder now for free for 30 days on the Atlassian Marketplace!

Would you like a deeper insight into the app tailored to your company? Then a product demo with one of our developers is the perfect solution for you! Simply and conveniently book a demo appointment via the following link:

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