Actual Time lets your team record the time they spend on each task and XBert. You can compare it with the estimated time, report on it, and push it to Xero Practice Manager (XPM).
Capacity uses each person's working hours to show how full their days and weeks are.
You need to be an admin to turn these features on.
Turn on Actual Time
Click the Settings icon (the gear icon) at the lower left of your screen.
Under Integrations & Features, click Features.
Next to Actual Time, switch the toggle to ON.
1. Choose how your team enters time
Once Actual Time is on, click Configuration under it. Under How do you want to enter Actual Time?, choose one:
Date with Hours and Minutes: your team enters a date and how long they worked, for example 1h 30m.
Date with Start and End Time: your team enters a date with the time they started and finished.
This applies to everyone in your practice.
Once Actual Time is on, the clock icon appears in the action bar on every task and XBert, and at the top right of your screen, so your team can commit time and run timers.
đ Read more here: How To: Commit Actual Time on a Task or XBert
2. Sending start and end times to XPM
If you use XPM, there are two separate settings for start and end times. Find them under Settings > Integrations, in the Configuration section of Xero Practice Manager.
Setting | What it does |
Create XPM Timesheets using Start time and End time | Puts the start and end time on the XPM timesheet itself. If a time entry runs past midnight, XBert sends the total time in minutes instead. |
Add Start time and End time to note when pushing Actual Times to XPM | Adds the start and finish time to the note on the XPM time entry, for example: [Started: 14/10/2026 09:00 AM Finished: 14/10/2026 10:30 AM].
This setting only appears if Actual Time is set to Date with Start and End Time. |
đĄ Both settings use your Business Timezone from Account Settings, not the timezone of the person who recorded the time.
đ Read more here: Configuring Xero Practice Manager Job Linking
Turn on Capacity
On the same Features page, next to Capacity, switch the toggle to ON.
Go to Settings > Organisation > Capacity and set each team member's working hours.
đ Read more here: Capacity Management
With both Capacity and Actual Time on, the Time Flow Board shows a capacity percentage for each day.
đ Read more here: Overview: Work Boards
Need help?
If you have any questions, our support team is here to help!
Reach out via the chat widget on the bottom left of your XBert screen (Help), or email us at support@xbert.io