Intermediate
How to implement time tracking on Asana
Quick Answer
Asana doesn't have built-in time tracking, but you can implement it using custom fields, third-party integrations like Harvest or Toggl, or browser extensions. The most effective approach combines custom fields for time estimates with integrated time tracking tools for accurate logging.
Prerequisites
- Active Asana account with project access
- Admin or team member permissions
- Understanding of Asana projects and tasks
- Decision on time tracking methodology for your team
1
Create Custom Fields for Time Tracking
Navigate to your project and click the Customize button in the top right corner. Select Add Custom Fields and create two number fields: Estimated Hours and Actual Hours. Set both fields to display on all tasks in your project by checking Show in project view.
Tip
Use consistent decimal formatting (like 1.5 for 1 hour 30 minutes) to maintain accuracy across your team.
2
Set Up Time Estimates on Tasks
Open each task and add time estimates using your new custom field. Click on the task, scroll to the Estimated Hours field, and enter your estimate. This creates a baseline for comparing actual time spent and helps with project planning and resource allocation.
Tip
Involve team members in estimation to get more accurate time predictions based on their expertise.
3
Install a Time Tracking Integration
Go to the Asana App Directory by clicking your profile photo, then Apps. Search for time tracking apps like Harvest, Toggl Track, or Clockify. Click Add to Asana and follow the authentication process to connect your chosen time tracking tool to your Asana workspace.
Tip
Compare integration features - some sync time data back to Asana custom fields automatically while others require manual updates.
4
Configure Time Tracking Rules
In your time tracking app settings, establish rules for automatic time categorization. Set up project mapping between your time tracker and Asana projects. Enable automatic task creation or linking so time entries connect directly to specific Asana tasks. Configure reminder notifications to prompt team members to track time.
Tip
Start with simple rules and gradually add complexity as your team adapts to the new workflow.
5
Create Time Tracking Templates
Build project templates that include your time tracking custom fields pre-configured. Go to any project with time tracking set up, click the dropdown next to the project name, and select Save as Template. Include instructions in the project description about time tracking expectations and procedures.
Tip
Include time tracking guidelines in your template description to ensure consistency across all new projects.
6
Set Up Reporting Dashboards
Create a dashboard to monitor time tracking metrics. Click Dashboards in the left sidebar, then Create Dashboard. Add charts showing Task completion by estimated vs. actual time, Team workload distribution, and Project timeline adherence. Configure the dashboard to pull data from your custom fields and integration.
Tip
Schedule weekly dashboard reviews to identify time estimation patterns and improve future project planning.
7
Train Your Team
Conduct training sessions demonstrating the time tracking workflow. Create documentation showing how to log time, update custom fields, and use the integration tools. Establish clear expectations for time tracking frequency (daily, per task completion, etc.) and accuracy requirements. Set up regular check-ins during the first few weeks of implementation.
Tip
Create video tutorials for complex workflows and make them easily accessible in your project descriptions.
Troubleshooting
Time tracking integration not syncing data to Asana
Check your integration permissions in both Asana and your time tracking app. Disconnect and reconnect the integration, ensuring you grant all necessary permissions. Verify that project names match exactly between platforms, or use project IDs for mapping instead of names.
Team members forgetting to track time
Enable email or mobile notifications in your time tracking app. Create recurring reminder tasks in Asana for daily time entry updates. Consider using browser extensions that automatically detect when someone is working in Asana and prompt them to start tracking.
Custom fields not appearing on all tasks
Go to your project settings and click Customize. Check that your time tracking custom fields are set to Show for all tasks and not just specific task types. If using templates, ensure the custom fields are included and properly configured in the template setup.
Inaccurate time reporting in dashboards
Verify that all team members are using the same time format (decimal hours vs. hours:minutes). Check that your dashboard date ranges and filters are set correctly. Ensure time tracking integration is pushing data to the correct Asana custom fields, and refresh your dashboard data source.
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