Logging Tasks in toggl
General Note: Please log your tasks within 24 hours so you don’t get behind. Employees will get a grace period until Sunday night of each week.
The final cutoff is Monday morning, when SCAD Management finalizes payroll.
It is your responsibility each week to double check the hours are correct.
In the morning
- Start with “Check in” under the “General SCAD” tag.
- Use this for anything like setup workspace, look through emails, find to do tasks, and end when you put your to-do list in general (slack).
- Should only be 15-30 minutes.
Naming Convention
(Meeting), Task: Details, w/ team
- (Meeting)- if meeting, add the word Meeting.
Action- what you did. Examples: Flywheel PPT: edits, GA Logo: add to website, Homepage template: draft, Red Ribbon: write event copy.
w/ team- if it was a meeting include any SCAD employees.
- Examples: “Training Meeting w/ Savanna and Alex”; “Deck Improvements”; “Meeting w/ Mary’; “Fathers Day Promo: scheduling”; “Meeting Notes: add to BC”; “Lunch and watch Adobe XD tutorial”; “Recording Combat Trailer”.
Adding tasks throughout the day
- If client specific, use that client’s tag (meeting with client, working on client deliverable, meeting with SCAD team to talk primarily about one client).
- If you don't know which tag to use under a client company, use general.
- If you switch tasks but still have the same client tag, ADD A NEW TASK.
- If you are multitasking, use your best judgment to choose the thing you spend the most time/energy on.
Break Time/Lunch
- You can include breaks/lunch as separate tasks. If you do, make sure to uncheck the “$” icon, as these are not accounted for in the total billable hours (40 hours for salaried employees).
- If you take time for a personal appointment or take a half day, do not log this in toggl. Instead, make sure this is noted in the HR Calendar.
Driving (to and from SCAD appointments)
- If you are driving to a SCAD appointment in town (Alachua county and neighboring counties), mark this as General under the client’s name. Title the task “Drive (to/from) ____”.
- If you are traveling long distances to a client (i.e., out-of-state, out-of-town) for an extended period of time log this under SCAD “General”.
- If you are unsure about logging your travel time, please ask your Client Manager in advance.
End of the Day
- You can end your day with “Check out” under the “General SCAD” tag.
- Use this for anything like breakdown workspace, look through emails, find to do tasks for tomorrow, and ends when you leave the office.
- Should only be 15-30 minutes.
- If you have to go back to finish something and it takes more than 5 minutes, jump off of “Check out” and toggl it separately.
Quick Glossary
SCAD - General
tasks within SCAD media, anything not related to a specific client or can't be categorized elsewhere. Make sure these entries are more descriptive so we understand what is going on.
SCAD - Continuing Education
Used when you are watching a tutorial, learning/teaching another employee, or researching to improve work skills..
For client specific tasks, please use the client-related tag. This includes cleaning up the client’s filing system, meetings with SCAD employees focused on one client, and more.
Without Client
This means you did not attach a task with a Client/Project Tag.
There should not be any tasks under (no description/without client). Please double check each week that you do not forget to tag anything.
If you need a tag to describe your work and you do not see it, fill out this form, and your manager can add a new client/project. Toggl- Request to Add a Project
Important Disclaimer
We use Toggl to track our time so that we can bill our clients accurately. Clients can also request to view our records, so it is important that we use Toggl honestly.