Time Insights

Calendar view and analytics dashboard for tracking designer time and billing.

This document describes the Time Insights feature that provides visual calendar views and analytics for designer time tracking and billing across clients and projects.

Overview

Time Insights provides:

Calendar views - Day, Week, Month, and Year views of activities
Filtering - By client, project, designer, activity type, and billing status
Time analytics - Breakdowns by activity type, client, designer, and project
Billing insights - Total billable amounts and revenue tracking
Multi-tenant isolation - Each organization sees only their data

How It Works

┌─────────────────────────────────────────────────────────────────────────┐
│  TIME INSIGHTS DASHBOARD                                                │
│                                                                         │
│  ┌─────────────────────────────────────────────────────────────────┐   │
│  │ Filters                                                          │   │
│  │ [Client ▼] [Project ▼] [Designer ▼] [Type ▼] [Billable ▼]       │   │
│  └─────────────────────────────────────────────────────────────────┘   │
│                                                                         │
│  ┌───────────────────────────────────┬─────────────────────────────┐   │
│  │ CALENDAR VIEW                     │ INSIGHTS PANEL              │   │
│  │                                   │                             │   │
│  │  ◄ December 2025 ►    [Month ▼]  │ Summary                     │   │
│  │                                   │ Total: 124h 30m             │   │
│  │  Sun Mon Tue Wed Thu Fri Sat     │ Billable: $24,900           │   │
│  │  ┌───┬───┬───┬───┬───┬───┬───┐  │                             │   │
│  │  │   │ 1 │ 2 │ 3 │ 4 │ 5 │ 6 │  │ By Activity Type            │   │
│  │  │   │ ■ │ ■ │   │ ■ │ ■ │   │  │ ■ Consulting: 80h           │   │
│  │  ├───┼───┼───┼───┼───┼───┼───┤  │ ■ Design Time: 35h          │   │
│  │  │ 7 │ 8 │ 9 │10 │11 │12 │13 │  │ ■ Meetings: 9h 30m          │   │
│  │  │ ■ │ ■ │ ■ │ ■ │ ■ │   │   │  │                             │   │
│  │  └───┴───┴───┴───┴───┴───┴───┘  │ By Client                   │   │
│  │                                   │ Smith: 45h ($9,000)         │   │
│  │  ■ = Activities on that day      │ Johnson: 32h ($6,400)       │   │
│  │                                   │ Williams: 28h ($5,600)      │   │
│  └───────────────────────────────────┴─────────────────────────────┘   │
│                                                                         │
└─────────────────────────────────────────────────────────────────────────┘

Calendar Views

Month View (Default)

The traditional calendar grid showing activities as colored bars on each day.

Element	Description
Day number	Highlighted if today
Activity bars	Color-coded by activity type
"+X more"	Indicator when more than 3 activities
Gray cells	Days outside current month

Week View

Seven-day grid with time slots showing activity blocks.

Element	Description
Time slots	Hour-by-hour breakdown
Activity blocks	Positioned by start/end time
Duration	Visual representation of time spent

Day View

Single day detailed view with all activities listed.

Element	Description
Time grid	Hour-by-hour slots
Activity details	Full description visible
Quick actions	Click to view full details

Year View

12-month overview showing activity density.

Element	Description
Heat map	Darker = more activities
Month summaries	Total hours per month
Quick navigation	Click month to zoom in

Filtering

Available Filters

Filter	Options	Description
Client	Multi-select	Show only activities for selected clients
Project	Multi-select	Show only activities for selected projects
Designer	Multi-select	Show only activities by selected team members
Activity Type	Multi-select	Filter by Consulting, Design Time, etc.
Billable Status	All / Billable / Non-Billable	Filter by billing flag
Invoice Status	All / Invoiced / Not Invoiced	Filter by invoice state

Filter Behavior

All Filters Applied
        │
        ▼
Activities matching ALL selected criteria
        │
        ▼
Calendar displays filtered activities
        │
        ▼
Insights panel recalculates based on filtered data

Note: When a filter is active, a badge shows the count and an X to clear it.

Insights Panel

Summary Section

┌─────────────────────────────────────┐
│ Summary                             │
├─────────────────────────────────────┤
│ Total Time        124h 30m          │
│ Billable Amount   $24,900.00        │
│ Activities        156               │
└─────────────────────────────────────┘

Time by Activity Type

Shows distribution of time across activity categories with color indicators.

┌─────────────────────────────────────┐
│ By Activity Type                    │
├─────────────────────────────────────┤
│ ■ Consulting (45)     80h 00m       │
│ ■ Design Time (32)    35h 15m       │
│ ■ Meetings (28)       9h 15m        │
└─────────────────────────────────────┘

Time by Billable Status

┌─────────────────────────────────────┐
│ By Billable Status                  │
├─────────────────────────────────────┤
│ ■ Billable (98)       110h 30m      │
│ ■ Non-Billable (58)   14h 00m       │
└─────────────────────────────────────┘

Time by Client

Expandable cards showing each client's time breakdown.

┌─────────────────────────────────────┐
│ By Client                           │
├─────────────────────────────────────┤
│ ┌─────────────────────────────────┐ │
│ │ Smith (24)            45h 00m   │ │
│ │ Revenue: $9,000.00              │ │
│ └─────────────────────────────────┘ │
│ ┌─────────────────────────────────┐ │
│ │ Johnson (18)          32h 00m   │ │
│ │ Revenue: $6,400.00              │ │
│ └─────────────────────────────────┘ │
└─────────────────────────────────────┘

Time by Designer

┌─────────────────────────────────────┐
│ By Designer                         │
├─────────────────────────────────────┤
│ ┌─────────────────────────────────┐ │
│ │ Sarah (52)            68h 30m   │ │
│ │ Revenue: $13,700.00             │ │
│ └─────────────────────────────────┘ │
│ ┌─────────────────────────────────┐ │
│ │ Mike (38)             42h 15m   │ │
│ │ Revenue: $8,450.00              │ │
│ └─────────────────────────────────┘ │
└─────────────────────────────────────┘

Time by Project

Shows distribution across projects, with "General" projects indicated.

┌─────────────────────────────────────┐
│ By Project                          │
├─────────────────────────────────────┤
│ Smith Kitchen (12)      28h 30m     │
│ Johnson Remodel (15)    24h 00m     │
│ Smith - General (8)     12h 00m     │
│ Williams Bath (9)       8h 15m      │
└─────────────────────────────────────┘

Use Cases

Monthly Billing Review

Select Month view
Navigate to billing month
Open Insights Panel
Review totals by client
Filter by Not Invoiced to see pending work
Generate billing statements from Activities page

Designer Utilization

Select Month or Year view
Open Insights Panel
Review By Designer section
Compare hours across team members
Filter by specific designer to see their activity breakdown

Client Time Tracking

Filter by Client
Open Insights Panel
Review total hours and billable amount
Filter by Project to see project-specific breakdown
Use Activity Type breakdown to see time allocation

Unbilled Work Audit

Filter by Not Invoiced
Open Insights Panel
Review unbilled amounts by client
Filter by General projects to find unassigned activities
Reassign activities to specific projects as needed

Access Control

Role	Access
Owner	Full access to all data and insights
Admin	Full access to all data and insights
Member	Can view all activities and insights
Client	No access to Time Insights

Note: All data is scoped to the organization. Users can only see activities for their organization.

Data Sources

Time Insights reads from the activity tracking system:

Data	Source
Activities	`organization_activities` table
Projects	`organization_projects` table (including General projects)
Designers	`organization_designers` + `accounts_memberships` (team members)
Clients	`organization_clients` table
Activity Types	`organization_activity_types` table

Real-Time Updates

The insights update automatically when:

Activities are created from the Calendar Addon
Activities are edited in the Activities table
Activities are reassigned to different projects
Billing status changes

Key Metrics Calculated

Metric	Calculation
Total Time	Sum of `duration_minutes` for visible activities
Billable Amount	`(duration_minutes / 60) × hourly_rate` for billable activities
Activity Count	Count of activities in the current view
Average Duration	Total time ÷ activity count

Access Time Insights from the team account sidebar:

Home
├── Dashboard
├── Time Insights    ← This feature
├── Activities       ← Detailed activity table
├── Projects
├── Clients
└── Settings

Activity Tracker - Time tracking and billing system
Projects Data Model - Project structure
Organization Management - Client management