Timekeeping is one of the most critical processes for many law firms, yet it can be one of the most difficult to control. With the enhanced timekeeper, firms can automatically track time as soon as staff enters a case. The Start Timer button is now accessible from anywhere in Neos and multiple timers can be managed from different cases. When complete, Value items can be created directly from the timer to streamline the conversion of time spent to billable hours. Additionally, a new Activity Code field is available for time entries to enhance your firm's billing and accounting workflows. Firms will benefit by
Minimizing the time required to record billable time and prepare timesheets.
Discovering more billable time, by accurately tracking billable activities.
Increasing productivity, relieving many lawyers of the administrative burdens of recording/reporting time.
Higher revenue, reducing the frequency of write-offs.
Click here for a brief tutorial on accessing and using the Automatic Timekeeper.
NOTE: Individual staff must have Add permissions to the Case > Time Tab to add time entries. To enable the timer for individual Staff, the Automatically Track Time checkbox must be selected in the Staff Profiles > Time & Billing Tab.
To utilize the Automatic Timekeeper, the following must be in place:
The Activate Time Tracking feature must be enabled in Firm Preferences > Time Tracking.
• The Case Type(s) used for tracking time must be listed. This can also be manually selected using the Track Time check box for each Case Type in the General Tab.
• Set the Staff, Default Provider, and Default Value Code.
NOTE: If this global feature is turned off, it will be disabled for all users. When turning on this feature for the first time, staff will need to log out and log back in to Neos for these changes to take effect.
The Time Tab must be enabled for a Case Type. Refer to the Tab Setup Tab to mark the Time Tab Active.
The Start Timer option is visible only when the Activate Time Tracking feature is selected in the Firm Preferences > Time Tracking Tab and will be enabled when an open Case (the Case Folder tab is shown) has Time Tracking enabled in the Case Type.
When accessing a Case, a timer and popup window will display in the top navigation, notifying staff that the Automatic Timekeeper has started. A timer, showing HH:MM will also display on the tab of the active Case.
Enter a Description for the work being performed in the open case. Select the appropriate Task Code and Activity Code. NOTE: The Description field will auto-populate with the description of the selected Task Code. Refer to Start Timer (From Active Case) for more details.
Click Save to keep your changes. These fields are optional when initiating the timer, allowing changes to be made when the timer is running. The Task Code field is now optional.
NOTE: You can return to these fields by clicking the ellipses button.
Status – Displays the current status of the timekeeper.
• Active – Displays a play button with timer and status shown in blue.
• Paused – Displays a pause button with the timer and status shown in gray.
Time – Shows the total time (if paused) or the running time (if active).
Actions – Displays three options for managing the timer.
• Pause/Play – Displays a pause button (shown above) when the timer is running/active. If the timer is paused, a play button will display.
• Stop – The timer can be stopped when it is currently running or if it is paused. This action triggers the Save Time Entry window.
• Ellipsis – Displays the Timer Summary Pane.
To cancel the automatic timekeeper for a case, click the Cancel Timer button. At any time, you can click the Start Timer button to initiate the timer for that case.
Click the X to close the popup. The Timer will still run for the length that the Case is open/active.
NOTE: Only one timer can be initiated for each open case, however, timers from multiple cases can be managed in the Timer Summary Pane.