Before you begin
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, your manager can contact support@qondor.com and we'll 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: Set up Time Tracking
Go to Office settings → Modules.
Under Time tracking, select a VAT article for time in Standard projects.
⚠️ A VAT article is required for Time Tracking to work in quotes and invoicing, so make sure you complete this step before continuing.
3. If you use Agent projects, select a VAT article for time in Agent projects. Otherwise, you can skip this setting.
4. Leave External reference blank unless you've been instructed to use it.
5. Click Save.
💡 You can also set up budget warnings from this page. These are optional and can be configured later.
Step 2: Create roles and seniority levels
Roles define the job functions your team performs, such as Project Manager, Event Manager, Account Manager, Coordinator, or Designer.
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.
[Insert screenshot of the Time tracking roles page]
💰 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.
Learn more about:
Logging time
Approving time entries (if applicable)
Using Time Reports
Set up budget warnings (optional)
Budget warnings notify the project's Main PM when logged hours are approaching the project's time budget.
You can choose:
When the warning should be sent (for example, at 80% of the budget)
How warnings should be sent (in Qondor, by email, or both)
To set up budget warnings:
Go to Office settings → Modules.
Enable Time budget warnings.
Enter a Budget warning threshold (%).
Choose how warnings should be sent.
Click Save.
Good to know
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.
If the project's budget changes, the warning is automatically reset.