# Time Tracking Onboarding

> Structured process for introducing new employees to time tracking systems, policies, and best practices. Effective onboarding includes software training, policy review, practice entries, and ongoing support to ensure compliance from day one.

- **URL:** https://www.workyard.com
- **Category:** Time Tracking Process
- **Tags:** Onboarding, Training, Adoption, Change Management
- **Updated:** 2026-03-20 15:16
- **Canonical page:** https://timetrack.works/ja/items/time-tracking-onboarding

## Details

## Onboarding Checklist

### Pre-First Day
- [ ] Create time tracking account
- [ ] Assign to appropriate projects
- [ ] Set billing rate (if applicable)
- [ ] Configure access permissions
- [ ] Install software/apps

### Day 1
- [ ] Explain why we track time
- [ ] Review company time tracking policy
- [ ] Demonstrate software basics
- [ ] Practice first time entry
- [ ] Provide quick reference guide

### Week 1
- [ ] Daily reminder to submit time
- [ ] Review first week's entries
- [ ] Correct any errors together
- [ ] Answer questions
- [ ] Check for forgotten entries

### Week 2-4
- [ ] Weekly check-in on time tracking
- [ ] Monitor for patterns/issues
- [ ] Provide additional training if needed
- [ ] Ensure mobile app setup
- [ ] Celebrate good tracking habits

## Training Topics

### Policy Understanding
- When to track (start/end of day, breaks)
- What to track (tasks, projects, categories)
- How granular (task-level vs. project-level)
- Approval process and deadlines
- Consequences of non-compliance

### Software Skills
- Start/stop timer
- Manual time entry
- Project/task selection
- Adding descriptions/notes
- Editing past entries
- Submitting for approval
- Mobile app usage

### Best Practices
- Track daily, not weekly
- Be specific in descriptions
- Use templates for recurring tasks
- Review before submitting
- Ask questions when unsure

## Common Mistakes

### Forgetting to Track
**Solution**: Daily reminders, calendar integration, mobile notifications.

### Incorrect Project Assignment
**Solution**: Clear project naming, dropdown defaults, manager review.

### Vague Descriptions
**Example**: "Meeting" (bad) vs. "Client kickoff call with ABC Corp" (good)
**Solution**: Show examples, templates.

### Batch Entry Friday
**Problem**: Inaccurate reconstruction of week.
**Solution**: Emphasize same-day entry, calendar sync for memory aid.

## Support Resources

### Documentation
- Quick start guide (1-page)
- Video tutorials (2-5 min each)
- FAQ document
- Policy handbook

### Ongoing Help
- Designated time tracking champion
- Slack/Teams channel for questions
- Monthly tips email
- Refresher training sessions

## Role-Specific Training

### Employees
- How to log time
- What categories to use
- When to submit
- Mobile app usage

### Managers
- How to review timesheets
- Approval process
- Common errors to watch for
- Reporting and analytics

### Admins
- User setup
- Project configuration
- Rate management
- System administration

## Success Metrics

### Week 1
- 100% of entries submitted
- <5 errors per employee
- All required fields completed

### Week 4
- Timesheets submitted on time
- Accurate project categorization
- Appropriate level of detail
- Independent operation (minimal questions)

### Month 3
- Tracking is habitual
- Data quality high
- Minimal manager correction needed
- Employee understands value

## Best Practices

1. **Buddy System**: Pair with experienced tracker
2. **Practice First**: Demo account before real entries
3. **Patient Support**: Expect learning curve
4. **Positive Framing**: Benefits, not burden
5. **Quick Wins**: Show how tracking helps them
6. **Consistent Enforcement**: From day one
7. **Manager Modeling**: Leaders track first

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