Time Tracking in Equip records time spent supporting participants and completing organization activities. Each entry brings together the activity, dates or times, service notes, and any required signature so your team can maintain consistent service records.
⚙️ How it works
Use Equip in a web browser. Time must be enabled for your account, and your role needs the Time permission at Supporter level or higher to add entries. Viewer access does not allow logging time.
Open Time and click Add Time Entry. Alternatively, open a participant’s profile, choose Time → Time Entries, and click Add Time. Entries opened from a profile stay assigned to that participant.
Under What is this time for?, choose the participant option or Organization. For participant time, select an active participant available to you. Your account may use a different name for participants.
Choose an Activity. The available activities match whether you are recording participant or organization time. Your selection determines the entry fields, billing status, and any location, date, or signature requirements.
Enter the date and time information shown. For time-based activities, enter Date and Start Time, then either End Time or a whole-number count in Units. For activities measured by Day, enter Start Date and End Date; both dates are included in the day count.
Under Where was this time spent?, select Office or Field. This is required when the activity requires a location. Use Context for a location name or short description.
Complete Notes using the formatting tools to document the service or work performed. Notes are required; file attachments are not supported in this field.
If Signature appears, draw your signature. You must sign when the activity requires it; typed signatures are not available.
Review the entry and check the box beside You attest that you have reviewed the content and verified the information provided is true and accurate. This confirmation is required each time you submit, including edits.
Click Submit to save. When available, use Submit and Start Next to save and open another entry for the same participant or organization and activity. For time-based entries, the next entry starts at the previous entry’s end time; review all details before submitting.
✅ Benefits
Keep service details and time together in one record.
Use consistent activity rules instead of deciding billing and documentation requirements for every entry.
Document the person who signed and when the signature was recorded.
⚙️ Options and calculations
Entry method: The activity determines whether you enter start/end times or a start time and units. Equip calculates the other value. Day-based entries count one unit per calendar day, including both the start and end dates.
Billing: The activity sets the billing status; it is not an editable toggle on the entry. Organization time is always non-billable.
Units and rates: For time-based entries, Equip uses the applicable unit length and account rounding rule. A billable entry is recorded as at least one unit, even when a short duration would round below one unit.
Amounts: Billable entries use the activity’s rate effective on the entry’s start date. If no rate covers that date, the entry can save without a dollar amount.
Allowed dates: Backdating and future dating are separate activity settings. Turning off future dating does not prevent past dates that the backdating rule allows.
Overlap checks: Depending on account settings, Equip can prevent overlapping entries for the same team member or the same participant. Back-to-back time-based entries do not overlap.
✏️ Reviewing, editing, and deleting entries
Open a saved entry to review its details. Use Edit Time Entry or Delete Time Entry when those actions are available. Supporters can edit or delete their own entries. Administrators can manage other entries within their permitted access and caseload.
Finding entries: The main Time Entries page initially shows today. Adjust the date range and filters to find entries for other dates. Below Administrator level, the time-entry lists show your own entries.
Signatures after edits: Saving changes clears the previous signature unless you draw a new one. If a signature is required, you must sign again before the edit can be saved.
Stored billing: Changing activity rates does not automatically rewrite saved entries. Editing an entry’s dates, times, or activity can recalculate its billing. Notes-, context-, or location-only edits preserve the stored billing values.
💡 Best practices
Choose the correct activity before entering dates and times, because the activity controls the form’s requirements.
Write clear, factual notes describing the service provided and relevant outcomes.
Review calculated units and billing information before attesting and submitting.
If an overlap or date restriction appears, check the existing entries and activity rules rather than changing the record to an inaccurate time.
❓ FAQs
Why is the activity list empty?
An administrator must create an active activity for the type of time you are recording. Participant and organization activities appear in their respective lists.
Can participants log their own time or can I log time for another team member?
Time entries are created by authorized team members, not participants. Entries are recorded for a participant or the organization, and the person submitting the entry is recorded as the team member who logged it.
Can I record a time-based shift across midnight?
Not as one time-based entry. Start and end times must be on the same date. The minute-based form cannot represent a continuous overnight block exactly by ending at 11:59 PM and restarting at midnight, so contact the Equip team for guidance rather than omitting time. Day-based activities use date ranges instead of clock times.
Can I edit an older entry when backdating is restricted?
You can still edit an existing entry’s notes without changing its date or activity. Changing the date or activity applies the relevant activity’s date rules. Required notes, attestation, location, and signature rules still apply when saving.
Why did my signature disappear after an unsuccessful save?
A newly drawn signature is not retained when an entry is refused. Correct the indicated fields, sign again if needed, and check the attestation before resubmitting.
Why is a saved entry missing from the list?
Check the date range and any activity, participant, or staff filters. The main Time Entries page opens on today, so an entry saved for another date may be outside the current view.