Time Recording
Time recording can be setup to pull through fee earners' or
users' time recording rates on items such as letters, emails, attendance,
preparation, etc. There is also a timer that can be run if, say, you want to
record how long you are on a phone call.
Each fee earner or user can have more than one time
recording rate, and you can also set non chargeable rates.
A time recording rate can be set against the matter and it
can also be changed when creating letters or can be edited to reflect a
different amount of units and value against a time recording entry.
Defaults can be set against matter types to pull through
automatically when time recording.
You can see the amount of time recorded and the costs
associated with it on the Documents screen of a matter. In addition there is a cost
report that can be run at any time.
Please Note - for time recording to be setup for you,
please speak to your Redbrick Business Consultant.How does it work?
When a file is opened you need to set the default rate of time recording by clicking on the dropdown arrow next to Fee Structure, and selecting the appropriate time recording rate.
You can also do this after the file has been opened by going into edit matter, then select the fee structure from the dropdown list.
Time recording can be done in several ways:-
- When creating a document
- There is a timer button to run multiple timers.
- Moving emails into Redbrick
Documents
When creating a document the time recording values will
pull through the defaults set automatically. However, you can change these
manually if the particular document has a different amount of units or a
different attendance type.
You can also change who the user is for the time recording
to be set against if you are doing the work on behalf of another person. The
default fee structure for the matter will pull through and can again be changed
if required.
If you have Document Time Tracking enabled, you will
also be able to change which user the time is recorded against in the prompt
window.:
If you select a different user to the Fee Earner assigned to
the Matter, you will get an additional prompt asking if you want to update the
Matter Fee Earner to the user:
When the document has been created the costs and units will
then show on the Documents screen.
Timer
To use the timer option, click on the Timer button at the
top of the screen.
This means you can record anything such as telephone calls, meetings, etc.
You can add as many timers into the timer screen as you
require as you do your days work just by selecting either of the Add buttons
that is relevant.
However, there is only ever one timer running; if you
create a new timer when one is already running it will pause the original timer
you were in.
There are two add buttons.
- Add – This will take you to the Matter field. Click on the box with 3 dots to the right of the matter field. This will allow you to search in various ways, like reference, name or matter description, just select the correct radio button and type your search.
You will then get another box that will show the search
results, and if there is more than one result you need to select the correct
one by highlighting it and then clicking on the Go to button.
This will then pull that matters information into the timer
screen.
- Add for Current Matter - This will pull through the info on the matter you are currently on in Redbrick.
To start the timer click on the green Play Arrow 
You will see that the timer is running as it says 'Running' in the main screen and in the time field the time is going up each second.
There is also an elapsed time field on the right hand side.
The time field shows the time going up when you first start it. If you then
pause the timer that time will move into the elapsed time field. Then when you
start the timer again the new time goes into the time field.
The User, Fee Structure and Attendance type will be pulled
through from the defaults set, however, you can change these if required.
You can pause what you are doing by clicking on the pause
button 
. Then click on the Play button to
resume.
There is also the ability to Record a Manual Time Entry by
ticking the same named box.
So, say you were not in front of your computer as you were
in a client meeting, you can come back and manually record the time spent.
By clicking this box the fields for Adjusted Time, Billed
Time and Units can be overtyped accordingly.
You can add a note of what the timer was for in the Note
field.
You’re also able to create an attendance note by ticking the box for it. Then when you save this timer it will bring up the documents screen for you to select what type of attendance note it was for.
To save your time entry or entries, this needs to be done
one at a time.
Highlight each line of entry and click on the save button.
Emails
If you either move emails into Redbrick by drag and drop, or by the Outlook addin, when the email is in Redbrick it will automatically time record it at 1 unit and the cost against it.
You can set time recording costs, attendance types and units against any emails or documents that have been saved/dragged and dropped into Redbrick. You can also edit time and units on documents or time entries that have previously been saved in Redbrick.
To do this, right click the document or time entry in
documents, select edit time, then click on edit.
Click on the Edit button which will then bring up the window
below:-
Make your changes then select ok to save them.
You can mark each bit of time as invoiced by right clicking
on the document/time entry in documents and selecting mark invoiced.
In the Documents area of Redbrick when in a matter, you will see all the items created that have units and costs against them with a total of both at the bottom.
Reporting
To see a report of all the time for a matter, go to the
Reports icon at the top of the Redbrick screen. Select Costs Report (Current
Case) from the dropdown list.
It has a date filter and a filter for if the piece of time
had been invoiced or not.
This will give you a report, this can either be exported to
Excel or Word by clicking on the Export to Excel, or, Export to Word button.
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