Open Time in the left sidebar and choose Add Time Entry, pick the participant, set the date and the start and end times, choose an activity, and click Submit. Equip works out the units and the billable amount from the activity, so you never type those.
Who can do this, and where
Time is logged on the web app only. It is not in the mobile app.
Your role needs the Time permission at Supporter level or higher. Viewers can read time but not log it.
You can log time for any participant in your caseload. You cannot log time for a team member, and participants cannot log their own time.
Time only appears in the sidebar once Equip has turned it on for your account. If you do not see it, ask us to enable it.
Steps
In the left sidebar, open Time and click Add Time Entry. This works from any page. You can also open a participant's profile, choose Time, and click Add Time, which fills in that participant for you.
Under What is this time for?, choose the participant option, or Organization for time that is not about one participant, such as a staff meeting.
Pick the participant. The list only shows people in your caseload.
Set the Date, Start Time and End Time. Both times must be on the same day and the end must be after the start.
Choose the Activity. Your administrator sets up this list under Settings, then Time, then Activities.
Check the Billable toggle. Some activities lock it, and the note under the toggle says why.
If your account records location, choose Office or Field under Where was this time spent?.
Add Context (a location name or short description) and Notes about what happened during the block.
Click Submit. To log the next block for the same participant and activity right away, click Submit and Restart. The new form starts where the last block ended.
What Equip fills in
Units. Equip divides the block by the activity's unit length (15 minutes unless your administrator changed it) and rounds using your account's rounding rule. Units are shown when you open the entry, for example "3 units (15 minutes per unit, rounded nearest)".
Rate and amount. Equip applies the activity's rate for that date. If no rate covers the date, the entry saves with no dollar amount rather than zero.
Billable. Organization time is never billable. An activity marked always billable or always non-billable locks the toggle. For an activity that leaves it to you, the toggle starts from the participant's most recent entry.
Once saved, an entry's units, rate and amount are frozen. Changing a rate or a setting later never rewrites entries already logged. Editing the entry itself recalculates it against current rates.
Limits and what the errors mean
"This participant already has time logged from 3:00 PM to 4:00 PM." A participant cannot have two overlapping entries on the same date, even if a different team member logged the other one. Adjust your times or edit the existing entry. Back-to-back blocks such as 9:00 to 9:30 and 9:30 to 9:45 are fine.
"must be later than the start time, on the same day." A shift that crosses midnight has to be logged as two entries, one per day.
"cannot be more than 7 days in the past" (or in the future). Your administrator sets a backdating window under Settings, then Time. The same window applies to future dates. Editing an old entry's notes is still allowed; only moving its date is checked.
"a billable block of this activity must be at least 15 minutes." A billable block shorter than one unit is refused rather than rounded up. Non-billable blocks can be any length.
"has been archived and cannot be used for new time." The activity was retired. Pick a current one; old entries keep the archived activity.
The entry saved but is not in the list. The Time Entries page opens on today only. If you logged time for another date, Equip tells you in the confirmation message; widen the dates at the top of the page to see it.
The activity list is empty. A new account starts with no activities. An administrator adds them under Settings, then Time, then Activities.
Editing and deleting
Supporters can edit or delete only entries they logged themselves. Administrators can edit or delete any entry for participants in their caseload.
Below Administrator level, the Time Entries page and the participant's Time tab show only your own entries, not your colleagues'.
Deleting an entry removes it from the day and from anything that already counted it, such as a narrative that has not been resubmitted.
FAQ
Can a participant log their own time?
No. Time is logged by team members only, on the web app. Participants never see the Time menu, in the browser or in the mobile app.
Can I log time for a team member instead of a participant?
No. An entry is either for a participant in your caseload or for the organization. Choose Organization for staff meetings, training and other time that is not about one participant.
Can I log time from the mobile app?
Not yet. Time is a web-only feature today, so open Equip in a browser to log or review time.
I saved an entry and it is not in the list. Where did it go?
The Time Entries page shows today only when it opens. An entry for another date saves fine, and the confirmation message says so. Widen the date range at the top of the page to see it.
Why can't I see time my colleague logged?
Below Administrator level, both the Time Entries page and a participant's Time tab show only your own entries. Administrators see everyone's for participants in their caseload.
What happens to an entry if the activity's rate changes later?
Nothing. Units, rate and amount are frozen when an entry is saved. Only editing that entry recalculates it, against the rates in force on its date.
Why does my entry have no dollar amount?
The activity has no rate covering that date. Equip leaves the amount blank rather than showing zero. An administrator can add a rate window under Settings, then Time, then Activities.
Can I log a shift that runs past midnight?
Not as one entry. Start and end must fall on the same day, so log one entry ending at 11:59 PM and a second starting at 12:00 AM the next day.
Related
Setting up Time activities and rates
Creating a narrative from a participant's time
Generating the Progress Notes report