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Toggl

Toggl is used as our time tracking software. Using Toggl is mandatory as part of working at Matrix AI regardless of how you are compensated.

It is intended enable quantified metrics on how our time is being used during the course of work at Matrix AI.

For employees compensated per-hour, Toggl reports is used to substantiate pay. They may also be used to substantiate bonuses, as well as special pay bands for particular projects. They ensure accountability over how time is being spent, especially in relation to compensation incentives.

Toggl reports also constitute evidence or "proof of work" that is necessary for government grants.

We conduct yearly analysis on our company's toggl reports across all team members, this provides us a global analysis, or performance report, and is also correlated with our issue tracking system in order to understand how we have progressed.

Every user in Toggl is first invited through their company email.

Projects​

Users are assigned to projects. Our main projects are:

  • Matrix AI - any work specific to Matrix AI's own products.
  • Matrix AI Consulting - any work that is provided as a service to external parties such as Orion Holdings or Zeta House.

All time recordings must be put under a project.

tip

Time recordings that are not part of a project are not allowed. These will be deleted and you will not be paid for them.

Tags​

Tags classify the time recording to the type of work. It is possible to tag the same time recording with multiple tags.

Tags must not be edited. These are our tags:

  • Administration
  • Communication
  • Design
  • Development
  • Event
  • Marketing
  • Meeting (External)
  • Meeting (Internal)
  • Planning
  • QA
  • Research
  • Team
  • Transportation

Software engineers should be using Research and Development for almost all their time entries.

All time recordings must have tags associated.

tip

Time recordings that are do not have tags are not allowed. These will be deleted and you will not be paid for them.

Clocking In and Clocking Out​

Get the Toggl mobile application for Android and iOS. The desktop application is also suitable, but the web application is sufficient too.

Start a time recording as soon as you start work. You should write down what you are working on in this structure:

  • Title: Topic - Subtopic
  • Project: Matrix AI or other assigned project
  • Tags: Choose appropriate tags such as Research and Development

You should do this at the beginning of your time recording. If you change to working on something different, you should stop the recording and start a new one.

Most developers will associate their time recording to a particular issue they are assigned to.

If you restart working on the same task, try to reuse the same time recording without varying the message unless it's a different stage of that work. We do not want to see 38 hours of the exact same time recording.

Stop the time recording when you are not working. This includes if you are taking a break.

Monthly Reports​

Generate a monthly Toggl summary report at the end of each month of the entire calendar month. Go to Reports > Summary, ensure that all time recordings are well-formed. Export a PDF, and send it to your manager in an email. This represents a record of you certifying the time you spent working in the past month.