Every app has its own lingo, just like every agency, industry, club, uni, iwi, mob—you name it! So, here’s a rundown of some key terms we use in Streamtime. Don’t worry, since we’re all about the creative industry, our lingo should feel pretty familiar to you. Chur bro, that’s bonza, lekker, kece, brill innit!
Time
In Streamtime, we keep track of time and expenses by distinguishing between what’s planned and what’s actually used. It’s important to understand these terms to accurately interpret your data, which in turn helps you manage your projects more efficiently.
Used
How much time or expenses value have we definitely attributed to the job?
“Used” covers any real and actual time or expenses recorded on a job. For instance, Used Time refers to the hours logged for a job, while Used Expenses are those that are approved or paid. Essentially, “Used” represents what’s been attached to the job at the specific point in time you’re viewing it. This concept extends to other areas, like list views and reports. For example, Time Used Profit refers to the difference between the cost and sell values of your logged time. Occasionally, we’ll use “logged time” to refer to “used time”—they’re interchangeable in this context.
Planned
How much time or expenses value have we planned on the job?
“Planned” is typically established when you set up your jobs. Planned Time refers to the number of hours you allocate to a team member or task, with all these allocations contributing to the Total Planned Time for the job. For example, if you’ve planned for Sofia to spend 20 hours on a task but she only logs 14 hours, then 14 hours is the Used Time, while the Planned Time remains 20 hours. You’ll see this difference reflected in metrics like Used / Planned for both time and financial aspects of the job.
When it comes to expenses, Planned Expenses include the amounts from any Draft, Approved, and Paid expenses.
Scheduled
How much time is in the schedule for the job, but not yet logged?
Scheduled refers exclusively to time, specifically the number of tasks assigned in the schedule. It helps bridge the gap between your planned and used figures. For instance, if you’ve planned 20 hours for Sofia and she’s logged 14 hours, but has 3 hours scheduled for next week, that scheduled time isn’t logged yet. Including the scheduled time lets you account for all time allocated, even if it hasn’t been logged.
Unscheduled
How much time is left in our Planned amount yet to be scheduled?
Unscheduled time is the inverse of Scheduled: what’s left after Planned has deducted Used and Scheduled time. What do we expect needs to be scheduled that brings us up to our Planned amount? In our example, Sofia has one hour left of unscheduled time on this job.
Remaining
How much time have we really got left, disregarding the Schedule?
Unscheduled time is the opposite of Scheduled time; it’s what’s left after you’ve subtracted Used and Scheduled time from the Planned time. It represents the time that still needs to be scheduled to meet the total Planned amount. For example, if Sofia has 20 hours planned, has logged 14 hours, and has 3 hours scheduled, she has 1 hour of unscheduled time left on the job.
Sofia’s Item
Planned 20h: The job creator has planned for Sofia to spend 20 hours on the work.
Used 14h: Sofia has spent 14 hours of time already on the item.
Scheduled 3h: Sofia has 3 hours above the black bar on her To Do for next week. The client is going to feed back, and she needs to set aside time to make amends.
Unscheduled 2h: Aside from the used and scheduled time, Sofia still has 2 hours unscheduled that she can spend without going over the planned target.
Remaining 6h: Regardless of what’s going on in the schedule, Sofia has definitely already logged 6 hours. If things change, and plans have to shift, Sofia can be moved onto another piece of work and 6 hours will still remain in her planned bucket to be used.
Here are some other terms you might come across when it comes to time.
Term | What is it? | How is it Calculated? |
Time Used Cost | How much has this job cost in terms of time logged so far. | Time logged x hourly cost rate per team member. |
Time Planned Sell | The sellable price of the hours planned on this job. | Time planned x hourly sell rates |
Used (H) | Total hours tracked on the entire job. |
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Time Used Profit | How much profit has been made on time logged. | (Time logged x sell rates) - (Time logged x team member cost rates) |
Time Used / Planned (H) | How much time has been logged out of the planned hours |
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Time Used / Planned ($) | How much time logged to the job next to how much is planned, translated into sell rates. | Time logged x hourly sell rates shown alongside the planned hours x hourly sell rates |
Time Used Sell | How much the logged time on the job would be worth as a sell price. | Time logged x hourly sell rates. |
Jobs
When you’re managing jobs in Streamtime, there are a few terms you’ll come across regularly. These terms aren’t just for reference—they’re also handy when you need to filter reports or create custom views. Let’s make things easy and straightforward so you can get the most out of these features.
Term | What is it? |
Company | The name of the company the job is being completed for |
Company Label | A label or tag assigned to the company for which the job is being completed. For more information, take a look at the details on company labels. |
Company Lead | The team member responsible for managing that company, such as an account manager. |
Contact | The contact at the company for which the job is being completed—this is the person you’ll reach out to from the client side for anything related to the job. |
Contact Label | A label or tag assigned to the company contact for this job. For more details, check out the information on contact labels. |
Job Branch | Which of your branches has been assigned to this job. See here for more information on managing multiple branches in Streamtime |
Job Lead | The Team Member leading this job. |
Job Label | Job labels are tags used to categorise and track various aspects of a project, such as its status, type, or priority, to enhance organisation and streamline workflows. For more information on Job Labels see here. |
Job Name | The name of the Job, The job number will be added to the start of the Job name in square brackets |
Job Number | Think of a job number as a unique label that helps you and your team keep track of projects and tasks. It’s a handy way to organise work across the agency, making sure everything runs smoothly. See here for more information on her job numbers work in Streamtime. |
Job Status | This job’s status. Streamtime’s colour-coded statuses give a quick visual overview of project progress, showing if a task is active, paused, or complete. For more details on statuses, check out this. |
Milestone | A milestone is a key checkpoint in a job that marks the completion of an important task or decision, showing progress towards the overall goal. For more details, see here. |
Purchase Order Number | A client’s purchase order number is a unique code they provide to track and approve their purchase, helping keep billing accurate and communication smooth between you and the client. |
Rate Card | The rate card assigned to this job. Rate cards let you set different pricing tiers for roles, items, and expenses, and define specific rates for each client or job. For more details, see here. |
Role | A “role” is just the job function or title given to each team member, with a specific rate attached to it. When you use a role filter, you’ll see all the jobs where at least one team member is assigned to something. For more details on roles in Streamtime, check this out. |
Team Member | A member of your team assigned to item on this job. |
Team Member Branch | Even if a branch is managing a job, the team member branch filter shows all jobs where any team member from a specific branch is involved. So, it doesn’t matter if their branch is officially managing the job; you’ll still see it in the filter. |
Dates
Managing a project without dates? That’s like trying to bake a cake without setting a timer! Dates are key to keeping everything on track. Let’s break down some of the key terms related to dates in Streamtime so you can get things moving smoothly.
Term | What is it? |
Creation Date | Creation Date Date the job is created. |
Days Left | The number of days left till this job is due |
Days Overdue | The number of days since this job’s due date |
Job Due Date | Date the job is due. Based on the latest due date of all the items on the job |
Due Date (relative) | The latest due date of all the items on the job, in relation to today (eg, ‘in two weeks’). |
Days Left | The number of days remaining from today to the due date of the job. |
Days Overdue | If a job is overdue, the number of days past the due date to today. |
Start Date | The earliest start date for all the items on the job. |
Financial
Dates are vital for keeping your projects on track, but are they as crucial as the finances? Let’s dive into some key financial terms you might encounter in Streamtime and how they’re calculated. Understanding these will help you manage your projects more effectively, keeping both timelines and budgets in check.
Term | What is it? | How is it Calculated? |
Budget ($) | The total of all approved quotes on the job or if there are no quotes, then this is the budget set for the job. | Sum of all Approved Quotes |
Budget Variance($,&,%) | How far the job is from the budget | The total used sell value of time and expenses minus the budget |
Profit Margin | How much profit margin, based on invoices, that a job has made.. | Used Profit divided by the Invoiced amount of the job as a percentage. |
Planned Profit Margin | How much profit this job is set to make based on the plan. | Total Planned Sell minus Total Planned Cost, multiplied by Total Planned Sell, expressed as a percentage. |
Projected Profit Margin | Based on how the job is going, how much profit is expected on this job, if things continue as is | Total Profit of all Completed items plus Planned Profit for Paused or In Play items, plus Expenses Profit as a proportion of Budget or Total Planned Sell (if no Budget exists). |
Total / Budget | The sellable price for all the time logged and expenses used shown next to the Budget | Time logged x hourly sell rates plus the sell price of approved and paid expenses, next to the budget. |
Total Cost | How much the job has cost so far. | Time logged x team member hourly cost rates plus the total cost of approved and paid expenses. |
Total Profit | How much profit this job has made, based on time and expenses | (Total of invoices for the job excluding draft and voided, and excluding tax) - (time logged x team member cost rates plus the total cost of approved and paid expenses) |
Total Planned Sell | How much the job’s planned sell price is, based on time and expenses | Time planned x sell rates plus the sell for all expenses, excluding declined expenses. |
Total Sell | How much the job’s used sell price is, based on time and expenses | Time logged x hourly sell rates plus the sell price of approved and paid expenses. |
Expenses Cost | How much the job’s expenses have cost so far. | Total cost price for all paid and approved expenses on the job |
Expenses Profit | How much profit the job is making on expenses | (Total sell price for all approved and paid expenses) - (Total cost price for approved and paid expenses) |
Expenses Planned Cost | How much we plan for our expenses to cost. | Total cost price for all expenses on the job, excluding declined. |
Expenses Planned Sell | How much we plan to sell our expenses for. | Total sell price for all expenses, excluding declined. |
Expenses Sell | How much we have sold our expenses for. | Total sell price for approved and paid expenses. |