How do I track my time spent with a student?

The CollegePlannerPro time tracker is a fast and easy way to keep a record of all time spent with your students. Your time tracker hours can be added to any invoice when using the billing and invoicing module. You can manually log time entries to the Time Tracker on a student profile page or you may automatically add meeting time to the Time Tracker when scheduling a meeting with a student.

Time Tracker Video Tutorial

Step-by-step to adding time to the Time Tracker 

1. Navigate to a student profile page 
2. Select "Edit time tracker" from the toolbar
3. Select "+Add new entry" to add a line item to the time tracker log
4. Enter a label for the time you are tracking, set the date the time occurred, and adjust the amount of time spent.
5. Optional: If you plan to bill for this time, you may indicate if this is "billable" or "non-billable" time using the billable toggle.

Track meeting time to the Time Tracker

1. Navigate to a student profile page
2. Select "Add new meeting" from the toolbar 
3. After inputting the meeting information, select the box "include this event as a log item"
4. The event will automatically be added to the Time Tracker log with a calendar icon noting that it was added from an event
5. Edits can be made to the entry by clicking into each cell

Using the Time Tracker for client billing

Hourly billing

For hourly billing, we recommend importing Time Tracker entries directly into client invoices. You must have the Billing & Invoicing module enabled in order to create invoices. 

For instructions on importing Time Tracker entries into an invoice, see: How do I add line items on an invoice?

Allocated hours (hours "packages")

For clients who have purchased an hours package and need their time tracked against a set number of allocated hours, we recommend utilizing the “Allocated hours” field in the time tracker. See: How do I track student time worked against an allocated number of hours?

Simply enter the total number of hours the student has purchased. Any time spent with the student that is marked as “Billable” will be tracked against that hours total, and a “Remaining hours” calculation will appear at the bottom of the window.

Next Article: Log Student Notes and Send Emails