The Business Edition is the easiest way to team sync. However you can still share time without it and keep your data local, private and subscription free.

There’s a few ways to do this. The easiest is to simply export and email. You can also get in OfficeTime cross team reports by importing OfficeTime data files.

Export

Mac/PC: Click on a project or make a report. Choose Reports–>Export Report menu. Save the file and send it. It should be viewed in a spreadsheet like Excel or Numbers.

iPhone/iPad: Make a report. If you want to export details, tap on all projects or a specific project. Or go to anywhere like a project or the timesheet. Tap the export icon. The file should be viewed in a spreadsheet like Excel or Numbers.

Copy and paste to a Spreadsheet

Mac/PC only: Copy and paste what you want into a spreadsheet. Email that. The Edit->Select All menu can be helpful here.

Send an OfficeTime data file

Mac/PC only.

Use File->Show File menu to locate it. Send that file to the person doing the reporting.

For ease, you may wish to choose File->Move File and move the file to a shared drive so that the team lead always has access to the team’s data files.

The recipient can either:

a) Import it (File->Import menu). Once imported, she can generate reports and graphs on your and her data together seeing the breakdown between you two. She can also import multiple other employees data files to see full cross-team reporting for any project.

b) Or just double click it to view all of your sessions in his or her own copy of OfficeTime. Use File->Show File first so that you know where your data file is to get back to it.

iPhone/iPad: Sync via wifi to the person’s Mac/PC version. Then share the Mac/PC file per above.

Sending projects and categories to the team

There’s a few ways to do this:

a) Send out a file of projects and categories for the team to import:

First, make sure you know where your current data file is. Choose File->Show File… Then make a new data file. (File—>New File) Add projects and categories. Send the data file out to be used or imported under the default import settings. This will add new projects and categories into each employees copy of OfficeTime.
Keep this ’empty’ file and later add new projects. Send the file out again. Don’t worry; OfficeTime won’t import duplicate old projects.

b) Send out your current data file with your own time removed:

Make a copy of your current data file. First, save a backup of your current file using File-Backup Now. Then remove all your personal data by making a report showing all sessions (choose Reports->Today and then change the date menu to All Dates). Then select all the sessions and delete them (Edit—>Select All, Edit—>Delete Sessions.) Send the data file out to be used or imported under the default import settings. Afterwards choose File-Open and open your backup to get back to your data.

c) Send your current data file but choose to ignore your own session

Send out your current data file. Ask employees to choose File->Import Data File and use the ‘Import Projects & categories only’ option. This will prevent your sessions from being copied into their copy of OfficeTime. (Note: This does not prevent employees from viewing your sessions if they simply open the data file.)

e) Tell employees about new projects or categories by e-mail:
Simply ask them to create it on their end. If you tell them the job number for the new project, then it does not matter how the project name is entered. Projects with the same job number will merge together when importing.

iPhone/iPad: If you sync via wifi to the person’s Mac/PC version, then any new projects or categories added will also be reflected in the mobile version.

Hiding billing rates from team members

Have team members set their hourly rate for categories to $0 (or any rate). Set the hourly rate correctly on your own categories. When you import their files your own category’s rate takes precedence. (Use Edit->Edit Categories to change hourly rates.)

Or try the Business Edition

Alternatively, the Business Edition is built for sharing. Simply choose who should be on a project and from that point on, you see their time from any device in reports. Mail support@officetime.net and we’ll help you get upgraded or a free trial.