Zoho Projects Time Tracking Integration Setup

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Zoho Projects Time Tracking Integration Setup

If you use Zoho Projects for project management, tracking time is possible with Hubstaff. To enable this, you have to set it up in your Hubstaff account.

Only members with an Owner/Organization manager role on Hubstaff can set up an integration.
Each member has to connect their accounts in order to see the tasks that are assigned to them.
If you want to send the tracked time from Hubstaff to Zoho Projects, you will have to have one of the paid plans. With the Free plan, you still will be able to connect your Zoho Projects to Hubstaff and track time, but it will only be seen in reports on Hubstaff and won’t be sent to integration.

When the tracked time is sent to Zoho Projects, it will appear under the Log Hours section of the Zoho project’s task page:

Hubstaff Zoho Projects integration - find the tracked time under the Log Hours section of tasks
To learn more, click here.

Step 1

Make sure you are on the correct organization by clicking in the top right corner of the page, then navigate to Sidebar > Settings & Policies > Integrations. Next, select the Zoho Projects logo from the list of available integrations.

Hubstaff and Zoho Projects - How to add the Zoho Projects integration to Hubstaff

Step 2

Enter your integration’s name and click Next.

Hubstaff Zoho Integration - Select integration's name

Step 3

You may be presented with the Sign in dialog. Enter the email address (or the phone) of your Zoho account, and press Next. Alternatively, you may use one of the authorization options (Google, Microsoft, LinkedIn accounts, etc.).
Hubstaff Zoho Integration Wizard Sign in to Zoho account to connect to Hubstaff

Enter your credentials and Sign In.

Hubstaff Zoho Integration Wizard Sign in to Zoho account - enter your cridentials

Finally, you will be presented with the dialog that asks your permission to access your Zoho Projects. Accept it.

Hubstaff Zoho Integration Wizard Sign in to Zoho account - Allow Hubstaff access to your Zoho account

Step 4

Now, it’s time to select your Zoho Portal. If you are unable to select a portal, you’ll have to create a portal on the Zoho Projects settings: https://projects.zoho.com/portal or https://projects.zoho.eu/portal

Click Next.

Hubstaff Zoho Integration Wizard Select Portal from Zoho Projects

Step 5

Next, you’ll be taken to sync your Zoho projects. You can choose to Sync all existing projects, or manually choose from a list of projects you wish to connect.

Hubstaff Zoho Integration Wizard - Add your projects from Zoho to Hubstaff by syncing all or selected projects

Step 6

At this point, you’ll be asked to add your Hubstaff members to your integration. You can select/unselect all users, pick individual users, and/or automatically add new users to this integration in the future. Click Finish to complete the integration setup.

Hubstaff Zoho Integration Wizard - Select Members to link them to your Zoho Projects members

Step 7

Each individual team member will be sent a confirmation email with a link to connect their Zoho Projects account.

Hubstaff Zoho Integration - Hubstaff members have to connect/authenticate their Zoho Projects accounts

Alternatively, each of them may find a link to do the same in the Hubstaff notifications in the top bar.

Hubstaff Zoho Integration - Connect Accounts Notification

After clicking the view your pending integrations link, your team members will need to perform the same actions as described in Step 3 of this guide: sign into their Zoho accounts and allow Hubstaff to access the information.

Step 8

Hubstaff’s integration with Zoho Projects doesn’t support transferring the membership from Zoho Projects. This means you will need to add members to the linked Hubstaff’s projects. For this, navigate to the Sidebar > Project Management > Projects, and assign members to the projects by clicking the Pen icon. Tasks won’t sync until you assign members to projects.
Hubstaff Zoho Integration - Add members to the linked projects on Hubstaff

Step 9

Your integration will sync in the next 30 minutes or so. Once it has synced, any of your linked members will be able to see their assigned Zoho tasks in the Hubstaff app and be able to track time to them.

Select the project name from the project list located on the left side of the app, then click the Play button next to the task name on the right-hand side. Hubstaff’s integration with Zoho Projects supports task completion, and you can press the Complete button to mark the task as completed.

Hubstaff Zoho Integration - To track time, select a project and task
Tasks might not sync right away and can take approximately 5 minutes after you have added your members, and they have finished the authentication of their accounts. Also, please keep in mind that each time you add a new project or a member to your project management tool, the integration needs to be refreshed in Hubstaff for those changes to take effect, then link those accordingly.
Tasks can be completed outside of Hubstaff in the project management tool to have the time synced as well.
If you delete the integration, the time tracked to projects and tasks will still be available in Reports, the projects will become native Hubstaff’s projects, and the tasks will disappear.

If you add a new project on Zoho Projects and need to add it to Hubstaff, navigate to Sidebar > Settings & Policies > Integrations > Your Zoho Projects integration > Projects tab and click on Connect projects manually.

To be able to send time to Zoho Projects, you need to navigate to Setup > Portal Configuration > Task & Timesheet and make sure to allow to Log past time under Time Log Period Settings as shown below:

Hubstaff Zoho Integration - You need to check Timesheet Settings on Zoho Settings

Subtasks (available with the paid Zoho Projects plans) are supported by this integration. The administrator just needs to turn Subtasks On here Sidebar > Settings & Policies > Integrations > Your Zoho Projects integration > Settings tab. Subtasks will be shown on Hubstaff as normal tasks, there will be no dependencies transferred.

Hubstaff Zoho Integration - How to enable Subtasks

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