Before you get started with Time Tracking, the feature must be enabled for your office by the Qondor team.
If you don't see Time Tracking in Office settings → Modules, contact your Qondor representative and they will enable it for you.
Once Time Tracking has been enabled, an Office or Super Admin can continue with the steps below to set it up for your team.
Step 1: Configure Time Tracking in Office settings
Go to Office settings → Modules.
Under Time tracking, tick Enable time tracking.
Set up budget warnings (optional)
Budget warnings notify the project's Main PM when logged hours are approaching the project's time budget.
Tick Enable time budget warnings.
Enter a Budget warning threshold (%) — for example, 80 means the warning is sent when 80% of the budget is used.
Under Send warnings via, choose In-app, Email, or both.
💡 Set the threshold to 0% to turn budget warnings off.
📌 Budget warnings are sent to the project's Main PM. You can optionally send a blind copy to the office. A warning is only sent once for each threshold reached, and resets automatically if the project's budget changes.
Configure time budget defaults (optional)
These defaults control how time budgets are structured when they are added to a project.
Choose a Default time budget structure (for example, Service categories and roles).
Choose a Default time budget unit (Hours or Days).
Set Hours per working day (used when the unit is set to days).
💡 These defaults apply to new time budgets. You can override them per project.
Click Save.
Step 2: Set up roles and select a VAT article
Roles define the job functions your team performs, such as Project Manager, Event Manager, Account Manager, Coordinator, or Designer.
Select a VAT article for time
Before creating roles, select a VAT article under Settings → Roles. This determines which VAT article is used when time is added to quotes and invoices.
❗ A VAT article is required for Time Tracking to work in quotes and invoicing. Make sure you complete this before continuing.
Create roles
Each role requires: a name, default rate and an internal cost.
To create a role:
Go to Settings → Roles.
Enter a Role name.
Enter a Default rate.
Enter an Internal cost.
Click Save.
💰 Internal cost is used to calculate profitability in Time Reports, so make sure it reflects the actual cost of the role.
Add seniority levels (optional)
Seniority levels let you define different rates within the same role, such as 'Junior' and 'Senior Project Manager'. This helps you report on time, costs, and profitability more accurately.
To add a seniority level:
Click the arrow next to a role.
Enter a Seniority name.
Adjust the Default rate and Internal cost if needed.
Click Save.
💡 You only need to create the roles and seniority levels that are relevant to your billing and reporting. You can always add more later.
Step 3: Create rate cards
Rate cards define how much you charge customers for each role and seniority level.
Every office has a Standard rates rate card. This is used by default whenever a customer does not have their own rate card.
If a customer has agreed different rates, you can create a customer-specific rate card. These override the standard rates for that customer.
To create a rate card:
Go to Settings → Rate cards.
Enter a name for the rate card.
Select the customer or customers the rate card applies to.
Enter rates for the relevant roles and seniority levels.
Click Save.
Good to know
💡 A single rate card can be assigned to multiple customers. This can be useful if several customers use the same pricing.
📌 You only need to enter rates that differ from your standard rates. Any blank fields will use the default rate from the role.
📌 Changes to a rate card do not automatically update existing projects. Project managers can choose to update a project's rates to use the latest version of the rate card.
💡 If some customers have negotiated different rates, create a separate rate card and assign it to those customers. Qondor will automatically use the correct rates when time is logged on their projects.
Step 4: Create service categories
Service categories help you categorise the type of work being performed when time is logged. They are optional per log entry but make the time report much more useful for analysis.
For example, you might create categories such as Planning, On-site, Follow-up, or Reporting.
To create a service category:
Go to Settings → Service categories.
Enter a name for the category.
Choose whether it should be available only to your office or across all offices.
Select Default if you want the category to be pre-selected when users log time.
Click Save.
💡 Aim for a small number of categories that everyone understands. In most cases, 4–6 categories is enough.
📌 Only one service category can be set as the default at a time. The default category is automatically selected when users log time, but they can choose a different category if needed.
Your team is ready to start tracking
Once roles, a default rate card, and service categories are in place, your team can start logging time straight away.
No further action is needed per project — rates are resolved automatically from the customer's rate card.
Next steps
Once you've completed the setup, your team can start logging time on projects.
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