Hours tracking — the requestor self-entry toggle and the hours categories (fee-rate and scope) used for time logging
Last updated: October 20, 2026 by Steve
Hours Tracking
Hours tracking configures how time is logged across AccessPoint: a tenant-wide self-entry toggle that lets requestors (custodians and contributors) record their own time, plus the list of hours categories each entry is filed under. A category's fee-rate mapping decides whether its time feeds fee calculations, and its scope limits which record types it appears on.
Where to find it
Open the Settings hub and choose Hours tracking.
The self-entry toggle
Enable requestor self-entry of time controls who can log hours:
- On — custodians and contributors can log and review their own hours on their assignments and tasks.
- Off — only coordinators record time.
Hours categories
| Field | What it controls |
|---|---|
| Name | The category label (translatable) shown in the Log Hours dialog |
| Fee-rate type | How the time maps to the fee engine — None, Search rate, or Review rate |
| Scope (applies to) | Which kinds of case the category is offered on — requests, assessments, audits, incidents, complaints (none = every kind). Audits have their own scope: a category scoped to Assessments is not offered on an audit |
| Display order | Order in the category picker |
| Active | Only active categories appear when logging time |
How it affects end-user behavior
The Universal baseline pack ships a Media review category mapped to the Review rate. On a request that holds video or audio records, the Fees panel shows an Estimated media review line (the recordings' duration multiplied by the tenant multiplier, four reviewer-hours per recorded hour by default) and can pre-fill a fee line from it — see Response & Fees.
Time is logged through the Hours card on request, assignment, task, assessment, audit, incident, and complaint detail panels. The Log dialog files each entry under a category and compares estimated vs. actual effort. Categories mapped to a Search or Review fee rate feed fee calculations and count as fee-eligible time; None categories are effort-only. Entries roll up into management reporting and the TimeEntries report subject. See assignment details and task details for where hours are entered.
After the 2.5.0 upgrade, every category that applied to assessments also has Audit ticked in its scope. Untick it on the categories that do not belong on audits; see Custom Fields.
Tips
- Map only genuinely chargeable work to the Search or Review rate; leave internal effort at None.
- Scope each category to the record types where it belongs so pickers stay short.
- Turn self-entry off if only coordinators should record time on behalf of others.