Time Tracking & Work
FlowLance's Work page combines time tracking, task management, and day planning into a single view. Log billable and non-billable hours, plan structured days with AI assistance, track tasks, and review your working patterns.
Work Page Overview
The Work page is organised into tabs:
- Overview — Heatmap, stats dashboard, and AI insights
- Today — Your active day view with timeline, quick log, timer, and tasks
- History — Browse past days and see detailed breakdowns
- Settings — Day templates and time tracking preferences
Overview Tab
Activity Heatmap
A contribution-style heatmap showing your daily working hours over the past year. Darker squares mean more hours logged. You can toggle between:
- Total hours — Overall time logged each day
- Activity view — Colour-coded by activity type
- Billable view — Shows billable vs. non-billable split
Click any day to jump to its detail view.
Stats Dashboard
A rolling 3-month analytics section. Use the arrows to step forward and back through periods.
Top-line stats: - Total hours logged - Billable hours and billable percentage - Working days and average hours per day - Average hours per week
Billable breakdown — A stacked bar showing billable, unbilled, and non-billable hours.
Activity breakdown — Progress bars for each activity type showing how your time is distributed.
Goals — If you've set time tracking goals, traffic-light indicators show your progress. Green means on track, amber means close, red means behind.
Insights
AI-generated observations about your working patterns — which projects consume the most time, billable trends, and suggestions for improvement.
Logging Time
Quick Log Form
The fastest way to log time. Available on the Today tab:
| Field | Required | Description |
|---|---|---|
| Project | Yes (or Category) | Select a project to log time against |
| Category | Yes (or Project) | Select a time category. At least one of Project or Category is required |
| Duration | Yes | Hours as a decimal (e.g., 1.5 for 90 minutes) |
| Description | No | What you worked on |
| Billable | No | Toggle on/off (defaults based on project settings) |
| Date | No | Defaults to today |
Timer
For real-time tracking, start the timer from the Work page:
- Click the timer icon or Start Timer
- Select a project and optionally a category
- The timer runs in the background — you can navigate to other pages
- When you're done, stop the timer and it creates a time entry with the elapsed duration
- You can pause and resume the timer
Edit & Delete
Click any time entry to edit its details — project, category, duration, description, billable status, and date. Delete entries from the same dialog.
Unbilling Time
If time was incorrectly marked as billed (included on an invoice), you can use the Mark Unbilled action to reverse it. This removes the entry from the invoice's line items.
Day Planning
Plan Slots
Structure your day by adding planned time blocks to your timeline. Each slot has:
- A time range (start and end)
- An activity type
- An optional project and category
- An optional description
Drag slots to reorder them. Resize by dragging the edges. When you're done with a block, complete it to log time against it.
AI Day Planner
Click Plan my day to get an AI-suggested daily plan based on your projects, upcoming deadlines, task priorities, and recent working patterns. Review the suggestion and apply it with one click to populate your timeline with plan slots.
Day Templates
Templates let you save and reuse structured day layouts.
Creating a template:
Go to the Settings tab on the Work page and click New Template. A template consists of:
- Template name (e.g., "Development Day", "Client Day")
- Time blocks — Each block has:
- Activity name (e.g., "Deep work", "Meetings")
- Duration in hours
- Project (optional — link a block to a specific project)
- Category (optional — loaded dynamically based on the selected project)
A workday hours warning appears in amber if your blocks exceed your configured default day hours.
Applying a template:
From the Today tab, click Apply Template to pre-populate your day with time blocks based on a template.
Managing templates:
From the Settings tab on the Work page: - View all your templates - Edit any template (blocks, names, durations) - Delete templates with confirmation
Guided Sessions
When a template is applied to your day, the Template Guide appears — a countdown timer that walks you through each block:
- The current block shows with a countdown timer
- Block chips at the top let you see and navigate between blocks
- When a block's time is up, a toast notification alerts you and auto-advances to the next block
- You can pause, resume, skip, or go back to previous blocks
- At the end, a collapsible plan vs. reality summary shows how your actual time compared to the template
The guide persists across page navigations.
Categories
Time categories help you classify work by type. Categories can be:
- Global — Available across all projects
- Project-specific — Only available when logging time to a particular project
Create categories from: - The Categories tab on a project detail page - The Quick Log form's category dropdown
When you select a project in the time entry form, the category dropdown updates to show that project's categories.
Goals
Set time tracking targets to stay on track. Goals can target:
- Hours — A minimum number of hours per period
- Percentage — A billable percentage target
- Cap — A maximum number of hours (useful for preventing overwork)
Goals can apply globally, to a specific activity type, or to a specific project. Your progress is shown in the Stats Dashboard on the Overview tab with traffic-light indicators.
Google Calendar Sync
Connect your Google Calendar to automatically surface calendar events as time entry suggestions:
- Go to Settings > Connected Accounts
- Click Connect Google Calendar
- Authorise FlowLance to read your calendar
- Calendar events with matching keywords or project names appear as suggested time entries
This is a one-way sync — FlowLance reads your calendar to suggest entries, but doesn't modify your calendar.