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Features & Functionality FAQs

How do I track time?​

Two main methods:

Method 1: Timer (automatic)

  1. Click green "Start Timer" button
  2. Select project and task
  3. Work on your task
  4. Click "Stop" when done
  5. Time entry created automatically

Method 2: Manual entry

  1. Click "+ Add Entry"
  2. Fill in: • Date • Project • Task • Start/end time (or duration) • Description (optional)
  3. Click "Save"
  4. Entry added

Which method to use?

  • Timer: Best for real-time tracking, accurate to the second
  • Manual: Best for logging past work, billing in blocks

Full guide: Time Tracking →

Can I track time across multiple projects?​

Yes! Switch between projects anytime:

With timer:

Project A timer running:
1. Click "Stop" on Project A
2. Time saved: 1h 30m
3. Click "Start Timer"
4. Select Project B
5. Project B timer starts

Switch projects quickly:

Recent projects dropdown:
• Project A - Task 1
• Project B - Task 3 ← Click to start
• Project C - Task 2

Manual entries:

Add multiple entries for same time period:
• 9:00-11:00 → Project A (Client meeting)
• 11:00-13:00 → Project B (Development)
• 14:00-16:00 → Project C (Design work)

Daily tracking example:

Monday, Jan 25:
┌─────────────────────────────────────────┐
│ 09:00-11:00 Project A Client Meeting    │
│ Budget Dev 2h 00m                       │
│                                         │
│ 11:00-13:00 Project B Feature #234      │
│ Development 2h 00m                      │
│                                         │
│ 14:00-16:00 Project C Homepage UI       │
│ Design 2h 00m                           │
│                                         │
│ Total: 6h 00m across 3 projects         │
└─────────────────────────────────────────┘

What if I forget to stop the timer?​

No problem! Easy to fix:

Timer running overnight:

Scenario: Started timer Friday 5pm, forgot to stop, now Monday 9am

Fix Option 1: Edit entry

  1. See "Timer running for 64h" alert
  2. Click "Edit Running Timer"
  3. Change end time: Friday 6:00 PM
  4. Duration updated: 1h 00m

Fix Option 2: Delete and re-add

  1. Click "Stop Timer"
  2. Delete the 64h entry
  3. Add manual entry: Friday 5pm-6pm

Automatic reminders:

PRO feature:
• Timer > 8 hours → Email notification
• Timer > 12 hours → Desktop notification
• Timer > 24 hours → Urgent alert

Settings → Notifications → Timer Alerts

Best practice:

  • Set daily reminder (phone alarm) at end of day
  • Review running timers weekly
  • Use manual entries for past work

Can I edit or delete time entries?​

Yes! Full editing control:

Edit entry:

1. Find entry in list
2. Click "..." → "Edit"
3. Modify:
 • Date
 • Project/Task
 • Start/end time
 • Duration
 • Description
 • Billable status
4. Click "Save Changes"

Delete entry:

  1. Find entry
  2. Click "..." → "Delete"
  3. Confirm deletion
  4. Entry removed

Bulk editing (PRO+):

  1. Select multiple entries (checkbox)
  2. Click "Bulk Actions"
  3. Options: • Change project • Change billable status • Add tags • Delete selected
  4. Apply to all selected

Permissions:

FREE/PRO: • Edit your own entries: • Delete your own entries: • Edit others' entries:

ENTERPRISE: • Managers can edit team entries • Admins can edit all entries • Audit log tracks all changes

More info: Bulk Editing →

What are billable vs non-billable hours?​

Billable hours: Time you charge to clients Non-billable: Internal time (admin, meetings, etc.)

Example:

Client Website Project:
┌─────────────────────────────────────────┐
│ Billable Hours:                         │
│ • Development: 20h @ €50/h = €1,000     │
│ • Design: 10h @ €60/h = €600            │
│ • Client meetings: 3h @ €50/h = €150    │
│ Total billable: 33h = €1,750            │
│                                         │
│ Non-Billable Hours:                     │
│ • Internal meetings: 2h                 │
│ • Admin/emails: 1h                      │
│ • Learning/training: 3h                 │
│ Total non-billable: 6h = €0             │
│                                         │
│ Invoice amount: €1,750                  │
│ Total time spent: 39h                   │
│ Utilization: 33h / 39h = 84.6%          │
└─────────────────────────────────────────┘

How to set:

Per entry:
• Toggle "Billable" when creating entry
• ☑ Billable (included in invoice)
• ☐ Non-billable (internal time)

Project default:
• Settings → Project → Default Billable
• All entries billable by default
• Can override per entry

Reporting:

Filter reports by:
• Billable hours only (for invoicing)
• Non-billable only (overhead analysis)
• Both (total time spent)

How do I create a project?​

Quick project creation:

Steps:

  1. Click "+ New Project" button
  2. Fill in details: ┌────────────────────────────────────┐ │ Project Name: Website Redesign │ │ Client: ABC Company (optional) │ │ Budget: 80 hours (optional) │ │ Hourly Rate: €50 (optional) │ │ Color: Blue │ │ Start Date: Jan 1, 2026 │ │ Deadline: Mar 31, 2026 │ └────────────────────────────────────┘
  3. Click "Create Project"
  4. Add tasks (optional): • Design: 20h budget • Development: 40h budget • Testing: 10h budget • Deployment: 10h budget

Project templates (ENTERPRISE):

Pre-configured templates: • Website Project (standard phases) • Mobile App (agile sprints) • Consulting Project (hourly tracking) • Fixed-Price Project (milestone-based)

  1. Click "Create from Template"
  2. Select template
  3. Customize as needed
  4. Project created with tasks

Full guide: Creating Projects →

Can I set budgets for projects?​

Yes! Multiple budget types:

Time budget:

Set maximum hours for project: • Total: 80 hours • Per task:

  • Design: 20h
  • Development: 40h
  • Testing: 10h
  • Deployment: 10h

Budget alerts: • 50% used: ℹ️ Notification • 80% used: Warning • 100% used: Alert • Over budget: 🚨 Stop tracking (optional)

Money budget (PRO+):

Set maximum cost:
• Total: €4,000
• Calculated: Hours × Rate
• Example: 80h × €50/h = €4,000

Spent so far:
• 45h tracked
• 45h × €50/h = €2,250
• Budget remaining: €1,750 (43.75%)

Budget display:

┌─────────────────────────────────────────┐ │ Website Redesign Project │ │ │ │ Time Budget: 45h / 80h [▓▓▓░░] 56% │ │ Money Budget: €2,250 / €4,000 56% │ │ │ │ Status: On track │ │ Remaining: 35h (€1,750) │ │ Est. Complete: Feb 15, 2026 │ └─────────────────────────────────────────┘

More info: Project Budgets →

How do I generate reports?​

Report types:

Basic reports (FREE):

1. Navigate to Reports
2. Select "Time Summary"
3. Choose date range
4. Filter by:
 • Project
 • User
 • Billable/non-billable
5. Click "Generate Report"
6. Export CSV

Advanced reports (PRO+):

Available reports:
• Detailed Time Report (all entries)
• Project Summary (by project)
• User Summary (by team member)
• Client Summary (by client)
• Profitability Report (revenue vs cost)
• Budget vs Actual
• Utilization Report (billable %)

Export formats:
• PDF (formatted, professional)
• CSV (Excel-compatible)
• Excel (XLSX with formulas)

Custom reports (ENTERPRISE):

Build your own:
1. Reports → "Create Custom Report"
2. Select data:
 ☑ Time entries
 ☑ Projects
 ☑ Users
 ☑ Budgets
3. Choose columns
4. Add filters
5. Group by project/user/date
6. Save template
7. Schedule automatic delivery

Scheduled reports (PRO+):

Automatic email delivery:
• Weekly every Monday 9am
• Monthly first day of month
• Custom schedule

Recipients:
• Team members
• Clients (external sharing)
• Stakeholders

Full guide: Reporting →

Can I invite team members?​

Yes! Collaborate easily:

Invite members:

  1. Settings → Workspace → Members
  2. Click "+ Invite Member"
  3. Enter email: sarah@example.com
  4. Select role: • Admin (full access) • Manager (manage projects/team) • Member (track time, view assigned) • Viewer (read-only)
  5. Click "Send Invitation"
  6. Member receives email
  7. They sign up and join

Roles & permissions:

┌─────────────────────────────────────────┐ │ Role Track Edit Manage Admin │ │ Time Projects │ ├─────────────────────────────────────────┤ │ Admin │ │ Manager Team │ │ Member Own View │ │ Viewer View │ └─────────────────────────────────────────┘

Billing:

FREE: 1 user only
PRO: Up to 20 users
• €12/user/month
• Add/remove anytime
• Prorated billing

ENTERPRISE: Unlimited users

More info: Inviting Members →

What's the difference between workspaces and projects?​

Workspace: Top-level container (like a company) Project: Work within a workspace (like a client project)

Hierarchy:

Workspace: "Marketing Agency"
├── Project: "Client A Website"
│ ├── Task: Design
│ ├── Task: Development
│ └── Task: Testing
├── Project: "Client B Campaign"
│ ├── Task: Strategy
│ ├── Task: Creative
│ └── Task: Reporting
└── Project: "Internal: Admin"
 └── Task: Meetings

Another Workspace: "Freelance Work"
├── Project: "Freelance Client 1"
└── Project: "Freelance Client 2"

Use cases:

Multiple workspaces:

Scenario: Freelancer + Agency job
• Workspace 1: "Freelance Projects"
 - Personal clients
 - FREE plan
• Workspace 2: "ABC Agency"
 - Employer's projects
 - They pay for PRO

One workspace, many projects:

Scenario: Small agency
• Workspace: "DesignCo"
 - All team members
 - All clients as projects
 - PRO plan

Workspace limits:

FREE: 1 workspace
PRO: 3 workspaces
ENTERPRISE: Unlimited

More info: Creating Workspaces →

Can I use CADENSA on mobile?​

Yes! Mobile apps available:

PRO+ Mobile Apps:

📱 iOS App (iPhone/iPad)
• Download: App Store
• Track time on the go
• Start/stop timer
• View reports
• Requires PRO or ENTERPRISE plan

📱 Android App
• Download: Google Play
• Same features as iOS
• Offline mode
• Sync when online

Mobile web (FREE):

🌐 app.cadensa.io
• Works in mobile browser
• Responsive design
• All features available
• No download needed
• Works on FREE plan

Mobile features:

Start/stop timer Add manual entries Edit existing entries View time reports Check project budgets Real-time notifications (in-app) Offline tracking (PRO+ apps)

Offline mode (PRO+ apps):

No internet? No problem!
1. Track time offline
2. Entries saved locally
3. Auto-sync when online
4. Conflict resolution

Do you integrate with other tools?​

Integrations — Coming Soon

Native integrations with popular tools are in development and will be available for PRO and ENTERPRISE plans.

Currently available — all plans:

• CSV export (Excel-compatible)
• Time entry import via CSV
• GDPR data export (JSON)

Coming soon (PRO & ENTERPRISE):

  • Google Calendar — sync calendar events to time entries
  • Slack — track time directly from Slack
  • Zapier — connect with 3,000+ apps
  • Webhooks — real-time event notifications
  • API access — build your own integrations

We'll notify you when integrations become available. Stay tuned for updates.

Can I approve time entries?​

Yes! Approval workflow (ENTERPRISE):

Approval process:

1. Team member tracks time
2. Submits for approval
3. Manager reviews
4. Approves or rejects
5. Approved = billable/payroll

Example workflow:

Employee: John Monday-Friday time entries: • 8h Monday • 7.5h Tuesday • 8h Wednesday • 8h Thursday • 6h Friday Total: 37.5h

  1. John clicks "Submit for Approval"
  2. Manager Sarah receives notification
  3. Sarah reviews entries
  4. Sarah approves 37.5h
  5. John's timesheet locked
  6. Ready for payroll/billing

Approval statuses:

📝 Draft - Not yet submitted ⏳ Pending - Awaiting approval Approved - Confirmed by manager Rejected - Needs correction

Full guide: Time Approval →

Next Steps​

Need Help?​