Time tracker integrations - SLAtech Vantage

SLAtech Vantage pulls hours from Toggl Track, Clockify, Harvest, Everhour and TimeCamp once a day. An entry lands on a task only when its description contains a task reference such as #412 or PROJ-45, and every line keeps the rate in force at the moment it came in. An entry without a reference is not lost: it waits in the list of unlinked hours. Work-log history from Excel is imported separately.

How an entry finds its task

The time tracker does not know the tasks in SLAtech Vantage, so the link is written by the person logging time, in the entry description:

#412 points to task 412 in SLAtech Vantage;
PROJ-45 or SR-3336 points to the task with that ticket number.

A number without # or without a prefix is not a reference: "two hours on page 412" is a description, not a task. The reference has to exist in the project itself, and if a description holds two references, the first one that exists is taken.

An entry with no task, and a non-billable entry

An entry for which no task was found goes into the project's list of unlinked hours, with the reason: no reference was written, or the reference points to a task that does not exist. From there it can be assigned by hand, or the number can be added in the time tracker and the next sync moves it onto the task.

An entry marked non-billable in the time tracker does not come in, and an entry that already came in and was later marked non-billable is removed. Everhour has no such mark, so every hour from it counts as billable.

A rate locked at the moment of entry

Every line of hours keeps its own rate. It is set when the entry comes in: the rate of the organization that logged it on the project, and if there is none, the task's rate. A rate change afterwards does not alter hours already in.

The person who logged time is matched by their time tracker identifier and, failing that, by email. An hour from someone not yet matched still comes in, with no owner, and that is visible on screen.
A change in the duration of an entry already in is applied while the month is open.
An hour in a month that has been submitted or accepted does not come in and does not change, and the number of hours stopped this way is recorded in the run report.

A deleted entry, and what the customer sees

In Toggl Track, Clockify, Everhour and TimeCamp, an entry deleted in the time tracker is deleted in SLAtech Vantage too, except in months that have been submitted or accepted. There are two brakes: an empty response deletes nothing, and a removal of more than half the entries in the period is cancelled entirely. In Harvest a deletion is not detected, because it returns entries by the date they were changed.

In the portal the customer sees hours by task and their total in the monthly report. These are exactly the hours billed, just without their internal split.

How to connect, and history from Excel

Each tool asks for little:

Toggl Track: workspace ID and API token;
Clockify: workspace ID and API key;
Harvest: account ID and personal access token;
Everhour: API key;
TimeCamp: API token.

Keys are stored encrypted and never shown again. The integrations are read-only: SLAtech Vantage does not write hours to the time tracker. The project sources screen is open today to the system operator only, so the connection is made through us.

History from Excel: work-log history can be imported from an Excel workbook with a fixed layout, one sheet per month, with date, description, time and amount. The SLAtech Vantage team runs the import. It happens all at once or not at all, and a repeat run adds only missing rows. Amounts are kept as they are in the file.

Frequently asked questions

How does an entry from Toggl or Clockify reach the right task?

By the reference written in the entry description: #412 for task 412 in SLAtech Vantage, or a ticket number with a prefix, such as PROJ-45. A number without # or a prefix is not treated as a reference, so hours do not end up on someone else's task. The reference is checked within the project only. An entry without a valid reference goes to the list of unlinked hours, where it is assigned.

What happens to hours when a rate changes?

Hours already in do not change. Every line of hours keeps the rate that was in force when it came in: the rate of the organization that logged it on the project or, if there is none, the task's rate. A new rate applies only to hours that come in from now on. That way last month's report stays the same report after a price change.

Do non-billable entries come in?

No. An entry marked non-billable in the time tracker does not enter SLAtech Vantage, and an entry that already came in and was later marked non-billable is removed, unless its month has already been submitted or accepted. Everhour has no such mark, so every hour from it counts as billable. The mark in the source tool is a decision about money, and it is respected.

Can work-log history be imported from Excel?

Yes, from an Excel workbook with a fixed layout: one sheet per month, and in each sheet a date, description, time and amount. The SLAtech Vantage team runs the import; there is no upload screen for it. The import happens all at once or not at all, and a repeat run adds only rows that are missing. Amounts are kept as they appear in the file, and the history shows in the reports.