Bellefield Systems
www.bellefield.com 888-333-2281
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iTimeKeep® 1.9
for iPad
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Table of Contents
About iTimeKeep ...................................................................................................... 3
What Is New in iTimeKeep 1.9? ............................................................................... 3
Getting Started ......................................................................................................... 5
Installing iTimeKeep ................................................................................................. 5
Logging into iTimeKeep ............................................................................................ 6
My Time Dashboard ................................................................................................. 8
Viewing Submitted Timecards ............................................................................... 10
Using Filters ............................................................................................................ 10
Adding Time ........................................................................................................... 12
Choosing a Matter .................................................................................................. 13
Selecting the Timecard Date .................................................................................. 14
Entering the Number of Hours............................................................................... 15
Using Task Codes .................................................................................................... 16
Entering the Timecard Description ........................................................................ 17
Saving a Timecard .................................................................................................. 18
Editing, Copying and Deleting a Timecard ............................................................. 18
Submitting your Time ............................................................................................. 20
Working with Timers .............................................................................................. 21
iTimeKeep Settings ................................................................................................. 26
How to Create Your Own Abbreviations ................................................................ 29
FAQ ......................................................................................................................... 30
Need more information? ....................................................................................... 31
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About iTimeKeep
iTimeKeep is the mobile Time Entry solution for Attorneys on the Go! Attorneys enter time from anywhere in the world, capturing time that otherwise would not be recorded. iTimeKeep integrates seamlessly with your Time & Billing System. Matters and task codes are retrieved in real time on your iPad, iPhone or Android. As soon as you submit your time from your smartphone, it will be synced with your Time & Billing System.
IMPORTANT: iTimeKeep 1.8 requires IOS 5 or later.
What Is New in iTimeKeep 1.9?
Timers (Start/Stop Watch)
Track your time with iTimeKeep’s
straightforward “Timers” interface. You will
never lose a bill- able minute.
You can start and stop timers on multiple
matters. When the task at hand is complete,
touch “Finalize” to submit the entry to the “My
Time” dashboard.
By default, the Timers feature is turned off. You
may turn it on in “Settings.”
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Search Results Can be Sorted in Different Ways
You can now choose how you want to sort the
results of your matter search. You have multiple
options to choose from.
To access this feature, go to Settings / Matter
Search Sort, and touch on the sorting option
that best fit your needs. By default, search
results will be sorted by Client Name, Matter
Name.
Improved Suggested Matters Sort
Order
The most recently accessed matter appears first on the list. In other words, the matter you used last will be the first on the list and so on. Many iTimeKeep users suggested that matters should be sorted in this manner. Thanks for your great feedback and keep it coming!
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Getting Started
Before you start using iTimeKeep, please make sure you have completed the
following prerequisites:
Download and install iTimeKeep on your iPad.
Install Bellefield Connect service at the firm.
Receive your User ID and Password to login to iTimeKeep.
Installing iTimeKeep
Go to the App Store, search “iTimeKeep” and click on Install or Upgrade (if you
have the previous version already installed).
Go to the App
Store, search
“iTimeKeep.”
Select Install or
Upgrade (if you
have the previous
version installed).
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Logging into iTimeKeep
The first time you login to iTimeKeep you will need your User ID and Password.
You can click the “Remember me” option to save your login credentials.
Forgot your password? If you forget your password, you can quickly reset it. A new password will be sent
out to you via email, including a link to change it.
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Select “Reset it”
From the main iTimeKeep
login screen, select “Reset
it.”
Enter Email
Enter your email address
and click on “Reset My
Password.” At this point a
NEW password will be send
to you. Your old password
will be replaced.
Change your Password After you have requested a
new password you will
receive an email with a
randomly generated
password. Click on the link
provided in the email to
change to something that is
familiar to you.
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My Time Dashboard
When you login to iTimeKeep, you will land on the “My Matters Dashboard.”
Here you will see both un-submitted timecards and the timecards that you
already submitted to your Time & Billing System.
“My Time” will display only the timecards that you have entered in iTimeKeep via
any mobile device.
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Viewing Un-submitted Time Cards
Un-submitted Timecards
Un-submitted
timecards are those
you have just entered
and have not been sent
to your firm’s Time &
Billing System. They
have a blue dot next to
them.
Pending to Submit
The total of un-
submitted timecards
will show up at the
bottom of the screen.
Confirm
Select Yes or No to
submit your timecards.
Once you have done
that, you cannot edit
the timecards in
iTimeKeep.
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Viewing Submitted Timecards
Submitted Timecards
Submitted timecards are
those you released to be
sent to your Time &
Billing System. Once they
are submitted, you
cannot edit them in
iTimeKeep; however,
you can always change
the timecards directly
from your Time & Billing
System.
Using Filters
Main Filter
On the left side of you
screen, you can filter your
timecards by time period,
submitted time entries, un-
submitted time entries or
matter.
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Filter by Time Period
You can see only timecards
created within a period of
time.
Filter by Status
You can see timecards by
status submitted or un-
submitted.
Filter by Matter
The matter filter shows
only the matters for which
you have entered time. Just
tap on the matter, and it
will show only timecards
for that matter.
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Adding Time
Add a New Timecard
To enter a new timecard,
tap the plus sign located at
the top right of “My Time.”
Time Entry Screen
The new timecard screen
will appear.
You must complete the
information on the screen
before you can save your
timecard.
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Choosing a Matter
Suggested Matters
When you tap on the
Matter field, the Search
Matter pop-up appears.
iTimeKeep will show
“Suggested Matters.”
These are matters that you
have entered time for in
past 60 days and your
favorite matters in your
Time & Billing System.
Searching for a Matter
If the matter you are
looking for is not in
“Suggested Matters,” type
Matter Name or Matter
Number, Client Name or
Client Number and select
“Search.”
This will access real-time
the matters in your Time &
Billing System.
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Selecting the Timecard Date
Select Date
By default the date is set to
“Today.”
If you need to change it,
tap on the Date field and
the calendar will appear.
You have buttons for
Today, Tomorrow and
Yesterday.
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Entering the Number of Hours
Select Hours
To enter the number of
hours for your timecard,
select the “Hours Field.”
There are defined buttons
for tenth of an hour or
quarter of an hour.
If your firm does not enter
time in quarters of an hour,
you can change that in
Settings.
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Using Task Codes
Matter Requires Task Codes
If the matter you chose
requires Task Codes, you
will see those fields on the
“Add Time” screen. You
need to select a value in
order to save the timecard.
Matter Does Not Require Task Codes
If the matter you are
entering time for does not
require Task Codes, those
fields will not be visible in
the “Add Time” screen.
Third Code
iTimeKeep has a timecard
code that depends on how
iTimeKeep is set up, based
on your Time & Billing
System. For some systems
it can be Location Code or
Time Activity Code. If you
need more information
please contact
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Entering the Timecard Description
Typing Timecard Description
This is a free-text field for
you to enter the
description of your work.
As soon you start typing,
the keyboard will appear
for you to type the
timecard’s description.
Dictating Timecard Description
Dictation is the new typing.
If you have an iPad 3 or
iPad 4th generation, you can
use Siri to dictate your
work description.
Touch the microphone
button on the keyboard
and dictate your time.
When complete, touch
“Done.” It works well!
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Saving a Timecard
After you enter the timecard information, touch the “Save” button on the top
right of your screen.
After the timecard has been saved, you will be on the “My Time” dashboard
screen, and your newly entered timecard will show up as un-submitted (blue dot)
and the total number of hours un-submitted will increase.
Editing, Copying and Deleting a Timecard
Deleting a Timecard
You can only delete “un-
submitted” timecards.
Timecards already
submitted to your Time &
Billing System will remain
read-only.
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Editing a Timecard
You can only edit “un-
submitted” timecards.
Timecards already
submitted to your Time &
Billing System will remain
read-only.
To edit a Timecard, go to
the “My Time” dashboard,
select the entry you want
to edit, and you will see the
“Time Entry” screen. After
you make changes, tap
“Save.”
Copying a Timecard
If you want to copy an
existing timecard and
create a new one based on
that, go to the “My Time”
dashboard, select the
timecard you want to
duplicate, tap and hold for
two seconds. Select the
option Duplicate & Edit.
A new timecard will be
created with the exact
same information as the
copied timecard. Make
your changes, and save the
timecard.
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Submitting your Time
New timecards are created as un-submitted timecards. You can identify them by
the blue dot. Un-submitted timecards will stay in that status until you submit
them to your Time & Billing System.
In the “My Time” dashboard, you will see (at the bottom of the screen) the total
count of timecards that are un-submitted and waiting to be sent to your firm’s
Time & Billing System. There is no limit for how long you can maintain timecards
in un-submitted status, however it is a good practice to release those at least
once a day.
When you are ready to submit your timecards, touch the Submit button at the
top right of the “My Time” screen and confirm.
As soon as your timecards are submitted to your firm’s Time & Billing System,
they will be created as un-finalized timecards.
You can modify timecards, only while they are in the un-submitted status, once
they have been submitted, you cannot change them from your mobile device.
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Working with Timers
Timers work well for attorneys who want to automatically record how much time
they spend on a specific task. Timers are turned off by default. If you want to use
them, go to “Settings” and turn them on (see below for more detail).
Turning On Timers
Go to Settings and turn on the switch. After Timers are on, you will see the “My Timers” menu
option at the bottom of the screen.
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Create a New Timer
To create a new timer, go to the “My Timers” screen and touch the + sign at the top right.
Start a Timer
Choose a matter and touch “Start.” As soon as you start the timer, time elapsed (in seconds)
will be displayed on the screen. Enter a description of your time activity, which you can edit
and complete later. You can stay on the “Timer” screen or choose “Save.” You may continue
with other tasks in iTimeKeep or on your smartphone.
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Stop a Timer
Once you complete your time activity, touch “Stop,” then “Save.”
My Timers
After you save a timer, you will remain on the “My Timers” screen. From “My Timers” you can
resume a timer or start a new one.
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Multiple Timers
From the “My Timers” screen, you can create as many timers as you wish. Only one timer can
be running at a time. You can stop the current running timer and switch to another one.
If a timer is running, and you start a previous timer, the former timer will stop.
Finalize a Timer
When you are finished with a timer, touch “Finalize,” and the “Add Time” screen will appear
so you can complete the required fields for your time entry.
Finalize a Timer and Complete Time Entry
After you finalize your timer, you must complete the required time entry fields. Touch “Save,”
and your entry will be available on the “My Time” dashboard. You may now submit it to your
Time & Billing System.
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Delete a Timer
To delete a timer, go to the “My Timers” screen.
Choose the timer you want to delete. Tap and hold for three seconds. Touch “Delete,” and
then touch “Yes.”
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iTimeKeep Settings
The new iTimeKeep Settings offers users more control on how they want to enter
time. Settings are located at the bottom of your screen.
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The following is the list of settings available in this version:
Database The name of the server at your firm where
iTimeKeep is connected.
Cached Application Data Use this setting to refresh and update your
iTimeKeep information. For example, if you
entered time from your iPhone and want all of
your timecards refreshed, select this option.
Login Information “Clear” Use this setting to wipe out your credentials
from the iTimeKeep login screen. You typically
want to do this in case you need to hand your
device to someone else and want your
credentials to be removed.
Zero-hour Time Entries Turn on/off to allow/not allow entering
timecards with zero hour value. The default is
set to not allow zero time.
Validate 1st Code This field is typically the UTBMS Task Code.
The setting is "on" by default. When the
setting is on, if your matter requires task
codes, iTimeKeep will not let you save the
entry until you have entered them. If codes
are not required, you will not be prompted.
We recommend that you always have this
option on.
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Validate 2nd Code This field is typically the UTBMS Activity Code.
The setting is "on" by default. When the
setting is on and your matter requires task
codes, iTimeKeep will not let you save the
entry until you have entered them. If the
codes are not required, you will not be
prompted. We recommend that you always
have this option on.
Validate 3rd Code This field is configurable and depends on your
Time & Billing System. It can be used for
location, for timecard activity code or any
other code supported by your Time & Billing
System. For more information please contact
Time Increments You may select time increments when
entering time. If you firm works with 1/10 of
an hour, select 1/10. If your firm works only
with 1/4 of an hour, select 1/4. Select both if
your firm allows for both.
Future Work Dates If this setting is enabled, you will not be able
to enter a timecard for a future date.
Timers By default Timers are turned off. Once you
turn the switch on, the My Timers menu will
show up at the bottom of the screen.
Matter Search Sort Select how you want the results of your
matter search be ordered. Choose from one
of the options there.
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How to Create Your Own Abbreviations
Abbreviations are helpful when entering timecard descriptions. You may create
and maintain your own abbreviations by following these steps. When you are
typing a description, enter the shortcut code you created. iTimeKeep will
immediately convert the abbreviation to the full phrase.
From your iPhone/iPad desktop, select the Settings App and then select
“General” Settings / Keyboard / Shortcuts. Select “Add New Shortcut.” Type the
Phrase and Shortcut code.
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FAQ
Can I use iTimeKeep if I’m not connected to Wi -Fi or 3G?
No. You need have connectivity in order to enter timecards and submit them to
your firm.
I cannot connect to iTimeKeep even though I’m connected to the Wi-Fi and
3G. What do I do?
It is likely that the service running iTimeKeep at your firm is down. Please contact
your IT administrator.
Can I modify a submitted timecard through iTimeKeep?
No. Once they are submitted to your firm they cannot be changed.
How long do I have my timecards on my iPad or iPhone?
Entries are kept for approximately six months.
Who should I contact for technical support?
You should contact your IT department or contact Bellefield Support
My firm only bills in 10 th of an hour. Can this be setup?
Yes, go to the “About” menu at the bottom of the screen and under
“Settings/Time Increments” choose the 1/10 option.
Can I access my abbreviations while typing my timecard description?
Yes. You can create your own by following the steps explained in this user guide
“How to Create Your Own Abbreviations.”
Can I dictate my time if I don’t have an iPhone 4S?
No, Unfortunately. Dictation is only available for the iPad 3, iPad 4th generation,
iPhone 4S and iPhone 5.
Can I delete a timecard after I submitted it to my Time & Billing System?
No. Once you have submitted your time to your Time & Billing System, you
cannot edit or delete a timecard. You will need to do that from your Time &
Billing System.
Can I use iTimeKeep from multiple devices?
Yes, your iTimeKeep license can be used on as many devices you want: iPhone,
iPad, iPod Touch, Android, Kindle Fire and Web Browsers.
How do I see only un-submitted entries in “My Time Dashboard?”
From “My Time,” under the filter area at the left of “My Time,” tap on the
“Status” box and select “Un-submitted”.
My Timers are not showing at the bottom menu.
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Go to “Settings,” and switch the Timers option on.
Can I change the order in which Matter Search Results are displayed?
Yes. Go to setting and tap on the option “Matter Search Sort”. Choose the sort
order that better fit your needs. The default sort order is by Client Name/Matter
Name.
Can I have more than one timer running at the same time?
No. Only one timer can be running at a time. You can have multiple timer activity,
but only one can be running. When you switch to a timer from another, if there
was one timer running, it will stop and start running the one you just activated.
Need more information?
If you want to learn more about our iTimeKeep mobile solution and how it can
help attorneys to efficiently enter time anywhere, we will be delighted to assist
you.
General Enquiries
Email: [email protected]
Phone: 1-888-333-2281
Customer Support
Email: [email protected]
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