Allocate your day with VibeTime
Use VibeTime to block out your day by percentages for different activities, giving you a high-level view of how you spend your time.
This guide shows you how to use VibeTime to allocate your daily work by percentage. It provides a high-level view of your focus without requiring you to track every minute.
VibeTime helps you and your team understand where your collective effort is going. Instead of logging time against specific jobs, you assign portions of your day to broader categories like 'Client Work' or 'Internal Training'. This is useful for capacity planning and seeing trends in how your organization spends its time.
Before you start
- Your organization must be on a Pro or Ultra plan to use VibeTime.
- A staff member with Admin permissions must first enable VibeTime by navigating to Settings → VibeTime.
- To allocate your day, you need the 'VibeTime User' permission assigned to your role.
- To create or edit categories, you need the 'VibeTime Admin' permission.
Allocate your day
You can allocate your time for any day in the past or present. This helps create a complete picture of your work week.
- Navigate to Time → VibeTime.
- The view defaults to today. Use the date selector to choose the day you want to allocate.
- You will see a list of available categories, which are called Vibes.
- Enter a percentage for each Vibe that you worked on. You can use whole numbers.
- As you enter percentages, the Total Allocated amount updates at the bottom. This total must equal
100%before you can save. - Click Save Day to record your allocation.
💡 Tip: If your days are often similar, use the Copy Last Day button. This applies your most recently saved allocation to the current day, which you can then adjust as needed.
Compare VibeTime with standard time entries
VibeTime gives a broad overview, while standard time entries provide granular detail. You can use one, the other, or both, depending on your organization's needs.
| Dimension | VibeTime | Standard Time Entries |
|---|---|---|
| Best For | High-level capacity and resource planning. | Billing clients and calculating Job Totals. |
| Granularity | Percentage of a day (e.g., 50% Client Work). | Minutes and hours (e.g., 2 hours 15 minutes). |
| Billing | Not connected to client invoices. | Can be added directly to client invoices. |
| Job Profitability | Does not affect job costs or profitability reports. | Directly impacts job costs and profitability. |
Manage Vibes (for Admins)
Admins can create, edit, or archive the Vibes that staff members use to categorize their time. We recommend starting with a few broad categories.
- Navigate to Settings → VibeTime.
- To add a new category, click New Vibe.
- Enter a Name, such as
Client MeetingsorDeep Work. - Add an optional Description to help your team understand when to use it.
- Choose a Color to represent the Vibe in reports.
- Click Save Vibe.
Good to know
- VibeTime allocations are completely separate from standard time entries and do not affect job budgets, quotes, or invoices.
- You can view team-wide allocations in Reports → VibeTime Allocation. This helps you spot trends and ensure team efforts align with company goals.
- Archiving a Vibe in Settings removes it as an option for future allocations but preserves it in historical reports.
- ℹ️ Honestly, VibeTime is not a substitute for detailed time tracking if you bill by the hour. It is a tool for strategic planning, not for operational billing. Many teams use VibeTime for a high-level summary and standard time entries for specific billable jobs.