Configuring internal issues requires the Tempo Administrator permission.
Internal issues are Jira issues that you create to manage time spent on non-project activities such as company meetings and events, onboarding, and internal training, or on time that your organization needs to account for and know about such as vacation, sickness, parental leave, or a scheduled medical leave.
To manage time for public holidays, set up one or more holiday schemes for your organization.
After the Internal issues are created, Tempo administrators can configure Tempo so that the issues are used properly in Tempo Timesheets, Tempo Planner, and Tempo Cost Tracker.
Creating an Internal Jira Project and Issues
Creating Jira permission schemes and granting project permissions requires the Jira Administrator permission.
It's recommended that you first create a separate Jira permission scheme and Jira project for the internal issues to simplify granting, viewing, and editing permissions. Having a separate permission scheme helps maintain privacy for internal issues; for example, you can limit the View All Worklogs permission to Team Leads and HR Managers so that only they can see personal data that is often logged to Internal issues. Creating a dedicated Jira project ensures that all internal issues are easily identified because they use the same prefix, such as "INT".
To create internal issues:
- Create a new Internal Jira permission scheme.
- Grant certain permissions to only those who need access to this data.
- Create a Jira project with an easily identifiable name and key (such as INT).
Create all the Jira issues to cover your organization's non-project events. You can always add more issues later, but it's best to create most of them before your employees start logging time to them.
Remember that internal issues should have no Original or Remaining Estimate, no Due Date, and no Assignee.
If internal issues are in a separate Jira project, it's easy to run reports on that project to see the number of hours logged to or planned for on each Internal issue, such as to find out how many sick days have been taken for the month.
Configuring Internal Issues
When you configure internal issues, you select the existing Jira issues that you created for this purpose and add them to a list of issues that is marked as 'internal'. This lets Tempo know that these issues are special, and are automatically used to populate the Internal tab in the Log Time and Plan Time forms, and in the Issues side panel in My Work and Tempo Planner.
To configure Internal issues:
- Select Settings in the Tempo sidebar.
- Under Configuration, select Internal Issues.
- In the Issue Key search box, select an issue that you want to consider as Internal.
- Click Add.
To delete an internal issue:
- Click Delete for the issue you want to stop using as an internal issue.
- The issue is no longer marked as Internal, but is not deleted from Jira.
Creating Non-billable Accounts for Internal Issues
In Tempo Timesheets, time logged to internal issues may be included in the billable hours, but it’s typical that these issues aren’t typically billable, such as vacation or sick time. To keep hours logged to internal issues separate from the billable hours, it's recommended to set up a non-billable account for the internal issues:
- Create an account just for the internal issues.
- Create or select an Account Category with the Category Type of Internal, which identifies the account as non-billable.
- Link your Internal Jira project to this account so that users can select this account in the Log Time form when they're logging their time to internal issues.
When you run a report on your accounts, no hours that were logged to the Internal Issues account are included in the Billable column, so your data is clean.
If your organization has many employees all logging their time to the same Internal issues, it can be a problem. As a workaround, you can create specific Jira issues for each year, such as "Vacations 2020". You can also create Accounts for tracking internal tasks, such as Vacation or Sickness, instead of using Jira issues. Then make sure that all employees can log time to this account.