Help

Introduction

Hi there !

Let us walk you through Hodiny, our hours-tracking app where you will be able to record the amount of hours you did per project during the day/week/month.

When you’re first accessing the app, you do have the possibility to change the password to one of your choosing. To do so you can click on the little human icon (‘User Profile’) next to your name

This will bring you to your user page, where you can see different tabs: 'Common', 'Settings', 'Password'.

  • Common: In this page you can see the basic details with which your account was made - Please do not change it before consulting with HR and Pipeline
  • Settings: Shows you what you can see in the the Projects and Artists tabs - Please do not change it
  • Password: here you are able to change your default password provided by HR to one of your choice

Interface

Once you’re all set with your credentials, it’s time to take a look at what you can see within the webpage.

Once you successfully log in for the first time, the webpage will bring you the ‘Working Hours’ section, where you can see the whole month divided by days in a list of fields. You can also easily switch the month that you want to view (1) or go to the previous/next one (2).

Within the single day, you can do different operations to set your hours:

  • Remove Budget - Will remove the whole timestamp and associated project/hours that you put

  • Add Another Budget - Will add a new timestamp (opposing the remove budget)

  • Office/Home - Let you specify if you’re working from Home or if you’re in the Office, if you click either of these options, the icon will change from a building to a house

At the bottom of your ‘Working Hours’, you can see the total amount of hours that you spent on projects until the current date (1) and the ‘Submit’ button (2), to which we will come back later.

Submitting your Hours

Now that you saw the basics of our app interface, it’s time to submit your hours ! Just remember to submit the hours that you worked on a project and not the time spent in the office ;)

First is to set the timespan. When you first click on the left rectangle of the timespan it will automatically register the hour on your pc. Don't worry, you can change it without issues !

As you can see, on the right a green number appeared: this is the auto calculated time that you spent between the indicated time range.

The next step is selecting the project that you’ve been working on. Just go on the dropdown rectangle next to the hours and choose what you’ve been working on.

You will have a list of all the projects present within PFX, they reflect the list present in Ftrack and have the same name and code. So if you want to quickly search for it, try to write either of them.

If you happened to work on multiple projects within the day, you have two ways of registering them:

  1. You can submit a single timespan of the whole and then divide it between multiple projects
  2. You can associate a single timespan to a single project and create multiple timespans that will ‘represent’ the projects

Let’s see how both cases work and what you feel is best for you.

A. One timespan and multiple projects

When you add a project and its hours to a timespan, it will then add an empty dropdown rectangle for a next project that can be filled within the same timespan. Once you add a second project and its hours, you might see a number in red. This is the exceeded hours that are usually not budgeted. They appear because you’ve exceeded the total of hours defined by the time frame.

You have two ways of solving it:

  1. If you work within that time frame, you can subtract the hour that you worked on the new project to the old one (as demonstrated above)
  2. You can just add the hour at the end time of the timespan

B. One timespan per project

You can choose to create a timespan per project if you’re working on them in succession.

But also nothing forbids you from mixing the two methods ;) And have something that look like this

If you want to mix them up, it’s important to do your maths but also to write your hours as they go by the day. What we mean is that do not go back in time in writing your hours as you might not be able to Submit

As you can see here, we put a timespan of 8.40 - 16.30, but then added that we worked on another project between 13.00 and 14.15. But the app is having a hard time calculating how much time you spent and won’t allow you to submit.

Once you write down all your hours correctly it’s time to submit them to the app. You can do so by clicking the ‘Submit’ button at the bottom right of the page. By submitting the hours, you are essentially registering them into the app, think of it like a ‘Save’. When you’ll submit your hours, the total (just above the submit button) will update automatically.

Projects and Special Cases

But what if you’re not working on a project or are on vacation during that day ? What should you write? Well here’s the page to find out. We added some special project codes that you can choose from. Some of those codes might have a prefix depending on the department.

Department Prefixes:

A: Animation department

V: VFX department

C: Commercial department

P: Post-production department

G: General department

Special Project Numbers and Their Usage::

  • 000B - Marketing: Use this project only when working on project breakdowns and creating marketing materials from projects, (case studies, making ofs etc).
  • 000D - Data_i_o_zálohy:Use this project exclusively for archiving activities.
  • 000I: IT Support: Use this project only if you are working as IT support.
  • 000O - Other (Bid_Meet_Gen): Use this project only if you are asked by production. Dedicated to bidding, general workshops or general studio meetings. Logged time cannot be project-specific.
  • 000R - R&D:Use this project when working on general tools or research and development that can benefit multiple projects. Logged time must always be approved by the Head of Production beforehand. If the work is project specific, it must be logged under the relevant project instead.
  • 000W - Waiting:Before logging time under 000W - Waiting, you must get approval from your production coordinator. This ensures we can determine whether the delay is due to a technical issue, waiting on client feedback, or a lack of assigned tasks or projects. Please note that any unapproved "Waiting" hours will not be paid
  • 000F_OFF - Paid Absence: Use this project for any paid absence, such as time off, bank holidays, or sick leave, ensuring it aligns with your agreement with HR. This applies to everyone, whether on an hourly or flat-fee contract. Make sure the recorded hours match the absence logged in Sloneek.
  • 00xx_xxx :project job number

Use these projects for all project-related hours. That means also the time you spent on dailies, project meetings, briefings, working, etc.

Management

This section is dedicated for those who have a higher permission than artists. So if you don’t, you can skip this paragraph.

Tabs

On the top-left part of your screen you can also see multiple tabs apart from the ‘Working Hours’, let’s go through them together.

  • Projects: you can see the list of projects and relevant information about them

  • Artists: You can see a list of all the artists registered within the app. If you select one of them, you will be able to see the hours they spent on each project in the current month. As a total of hours listed or as a month’s breakdown and how each day was spent

  • Departments: a list people divided by departments, it was so that it would be easier for each manager to check within their team

Frequent Asked Questions (FAQ)

Not sure what to put in your hours ? Your submit button does not work ? You got a strange error when trying to submit your hours ? Don’t worry, you’re not the first (and won’t be the last) to have had an issue with the app. Some issues are common and can be easily solved, others might require a bit more investigation.

First, let’s go through some useful contact that you can check in with if you have an issue or questions:

  • First time login and password reset - Matouš Kupecký
  • Project code query - Production Coordinator or Production Manager
  • Error, editing not working - Chloe Pietta

Q: “I cannot click on the ‘Submit’ button”

A: Sometimes the server is a bit slow, so you might have to wait 1-2 min before seeing the ‘Submit’ button clickable again. If after 5 min you’re still unable to click on it, check if you put your hours in correctly. You might have nonconsecutive hours within your day or some ‘red’ hours.

Q: “I got an Error page when trying to Submit”

A: This error can happen and don’t panic, you didn’t do anything wrong ! Just open the app in another tab and try again, that should solve the issue.