Tracking Time

Keito provides flexible options for recording how your team spends their hours. Whether you prefer real-time timers or logging time after the fact, everything ends up in the same place — organised by project and task.

How Time Entries Work

Every time entry in Keito includes:

  • Date — When the work was performed
  • Project — Which project the work belongs to
  • Task — The specific type of work (e.g., Design, Development, Meetings)
  • Duration — How long you worked
  • Notes — Optional context about what you did
  • Billable status — Whether the time is chargeable to the client

Entry Methods

Timer

Click start, work, click stop. The timer runs in the background and persists across page refreshes and browser sessions. You can only run one timer at a time.

By default, timers start at the current time. If an administrator enables Past timer starts in Company Settings, team members can start a timer from a selected past date and optional start time. Future start times are not allowed.

Duration Entry

Type the hours directly:

  • Decimal: 1.5 = 1 hour 30 minutes
  • Hours:Minutes: 1:30 = 1 hour 30 minutes

Start/End Time

Enter a start and end time, and Keito calculates the duration. Supports entries that cross midnight.

Quick Actions

  • Copy — Duplicate an entry to quickly log similar work.
  • Restart — Start a new timer based on an existing entry’s project and task.
  • Edit — Modify any unlocked entry’s details.
  • Delete — Remove an entry entirely.

Entry Locking

Entries become locked (read-only) when they are:

  • Approved — After a manager approves a submitted timesheet
  • Invoiced — After the time has been included on an invoice
  • Auto-locked — If your workspace has entry locking enabled after a set number of days

Locked entries cannot be edited or deleted without administrator intervention.

Time Rounding

Time rounding is off by default. If an administrator enables it in Settings -> Preferences -> Time rounding, Keito can round each entry to the nearest increment or always up to the next increment:

  • 5 minutes
  • 6 minutes (1/10 hour)
  • 10 minutes
  • 15 minutes (1/4 hour)
  • 30 minutes

Keito keeps the actual duration of each entry. The rounded value is calculated separately and is used for totals, budgets, reports, and new invoice quantities. Changing a rounding setting does not overwrite the actual duration.

When rounding changes an entry, the day and week timesheets keep rounded time as the primary value and identify the actual time alongside it. The Detailed Time report shows separate Actual and Rounded columns.

Rounding is applied to each entry before entries are added together. For example, with nearest 15-minute rounding, two separate 8-minute entries each round to 15 minutes, so the rounded total is 30 minutes while the actual total is 16 minutes.

CSV and Excel detailed-time exports keep the existing Hours column as the rounded value for compatibility and add Actual Hours and Rounded Hours columns when rounding is enabled. Client-facing PDF reports continue to use rounded time.

Already-created invoice line items keep their saved quantities. Workspace administrators should choose a rounding policy appropriate for their contracts and applicable record-keeping rules.

Daily and Weekly Totals

The time page shows your running totals:

  • Daily total — Sum of all entries for the selected date
  • Weekly total — Sum of all entries for the current week

These help you stay on track with your weekly capacity target.

Filtering Entries

Administrators and managers can filter the time view by:

  • Team member
  • Client
  • Project
  • Task
  • Billable status
  • Approval status
  • Date range