How to Track Time in Salesforce

Since the decision of the Federal Labor Court (Bundesarbeitsgericht) in Germany in late 2022, it has been clear: employers must ensure the recording of their employees’ working hours. Moreover, many companies in Germany already use Salesforce. This raises a crucial question: How do I integrate a time tracking system into Salesforce? And what other options do I have for time tracking?

We explain this and much more in this blog post.

Note for German speakers: Here you find the original version of this blogpost in German: Wie ihr eure Zeiterfassung in Salesforce abbildet

Table of Contents

• How to Integrate Time Tracking in Salesforce
  • Option 1 – The PSA App: Prolisk
  • Option 2 – Other Apps in Salesforce AppExchange
  • Option 3 – Browser Add-Ons
• Video: How to Record Time in Salesforce
• Recommended Best Practices for Time Tracking in Salesforce
• Mobile Time Tracking Is No Problem
• Outlook: Using Time Tracking to Improve Resource Management
• Conclusion: Choosing the Right Time Tracking Solution for Your Business

How to Integrate Time Tracking in Salesforce

The first way to track time is entirely based on Salesforce.

Option 1 – The PSA App: Prolisk

We believe that tracking time should lead to meaningful insights:

• for reports and forecasts,
• in project management,
• for resource planning,
• for generating invoices, and more.

Is that what you’re looking for? Then Prolisk is the right app for you. The app covers everything consulting firms need, but it can also be beneficial in many other industries – with our app, you have everything perfectly in one system, 100% in Salesforce.

Advantages of the Professional Services Automation App Prolisk

We recommend our app because we know how good it is. Here are the advantages:

• Meets your time tracking needs. Time tracking is, of course, not a problem with Prolisk. Scroll down to the video to see for yourself.
• Efficient data usage. If you already use Salesforce, get the most out of the system. Prolisk helps you utilize your data efficiently, automate error-prone and repetitive tasks, and optimize your processes with a single source of truth. It also integrates seamlessly, for example, with our accounting app Finblick.
• Clear reporting. With forecasts and utilization metrics, Prolisk offers excellent insights for your project management. Learn more about the PSA solution here.
• Customizable workflows and automation. Salesforce is a highly customizable system. Use it! We can help optimize your workflows, like sending automated reminders to team members for time tracking or vacation entries.
• Scalability. Unlike out-of-the-box systems that struggle to grow with your business, Prolisk can scale with you, whether you have 100, 1,000, or more employees.
• Security review. All apps on the AppExchange, including Prolisk, undergo Salesforce’s security review.

Disadvantages of the Professional Services Automation App Prolisk

There are also some drawbacks, making Prolisk unsuitable for very small businesses or freelancers:

• Initial effort. Setting up Prolisk requires more initial effort compared to browser add-ons, primarily due to Salesforce’s complexity as a platform. However, if you only need standard processes and already have Salesforce expertise, it can be up and running in just a few weeks to months. A video tutorial will soon be available on our YouTube channel.
• Costs. At €39 per user/month (as of November 2024), Prolisk offers extensive features, but there are cheaper solutions. For larger teams, contact us for potential discounts for large enterprises.

Option 2 – Other Apps in Salesforce AppExchange

Searching for “Time Tracking” on the AppExchange will yield several apps that can help you track time. For those who only need a basic time tracker, these apps may suffice. Here are common pros and cons of these apps.

Common Advantages of Other Apps in AppExchange

• Address standard time tracking needs.
• Security-reviewed by Salesforce.

Common Disadvantages of Other Apps in AppExchange

• Initial effort. Many apps require a higher initial effort compared to browser add-ons.
• Limited functionality. These apps often lack the comprehensive functionality of a full PSA solution.
• No all-in-one solution. Most apps do not offer the all-in-one solution that consulting firms highly value.

Option 3 – Browser Add-Ons

Many browser add-ons let you track time through extensions in your browser. Their major advantage is that they are typically very easy to set up. However, they often create a separate system for time tracking. For very small teams with minimal planning needs who want a quick, ad hoc solution for tracking time, these can be a viable and easy-to-implement option.

Common Advantages of Browser Add-Ons

• Minimal initial effort. Often, you just need to register, and you’re good to go. This is their biggest advantage.
• Low cost. Many add-ons are inexpensive, and some are even free.

Common Disadvantages of Browser Add-Ons

• Limited functionality. They often lack the features of a full PSA solution.
• Separate system. These systems often communicate poorly with Salesforce, limiting their ability to fully leverage Salesforce’s capabilities.

Video: How to Record Time in Salesforce

This video shows you more than just time tracking in Salesforce. Please note that, as most of our potential clients are from the DACH region, the video is in German. It demonstrates how easy it is to manage projects entirely in Salesforce. From 07:38 minutes, you can see the time tracking process once Prolisk is set up.

Recommended Best Practices for Time Tracking in Salesforce

• Automations and workflows: These simplify time tracking and ensure consistency. Automated reminders and workflows ensure that no one forgets to log their hours and that all data is complete and accurate. This reduces manual errors and saves valuable time.
• Immediate time logging: Recording time immediately ensures data is accurate and up-to-date. Logging hours right after completing tasks avoids inaccuracies and ensures no details are missed.
• User-friendly interface: A user-friendly interface is crucial for adoption and regular use of time tracking systems. Easy-to-use input forms encourage team members to log their time accurately and regularly.

Mobile Time Tracking Is No Problem

With Salesforce, you also get the Salesforce app. This means you can track your time with Prolisk anytime, anywhere.

Outlook: Time Tracking and Resource Management – Using Your Time Tracking System to Improve Resource Management

Integrating Prolisk into your Salesforce system not only simplifies time tracking but also significantly enhances resource management. Accurate time tracking allows you to immediately see who is under- or overutilized, enabling optimal resource allocation and efficient project planning.

With Prolisk, you can view the availability of your employees, ensuring the right people are working on the right projects at the right time. This transparency helps identify and address over- or underutilization early, increasing productivity and shortening project timelines.

Additionally, Prolisk offers comprehensive reports and analyses that provide valuable insights into resource utilization. These data support strategic planning and continuous improvement of team efficiency by identifying trends and patterns. This creates an optimized work environment that benefits project success.

Conclusion: Choosing the Right Time Tracking Solution for Your Business

Integrating a time tracking system in Salesforce is essential to meet legal requirements while benefiting from a centralized data source. Whether you choose the comprehensive PSA App Prolisk, another AppExchange solution, or a simple browser add-on depends on your specific needs. For small businesses with no expected growth, browser add-ons can be a good solution. For everyone else, Prolisk provides a powerful, scalable solution – particularly for consulting firms looking to optimize processes and gain deeper project insights. Other solutions may offer fewer features but are quicker and easier to set up. Ultimately, you should choose a solution that provides your company with the greatest long-term benefit.

Marco Zander

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