Use case: your team tracks time in Hubstaff, and you want that time to land on the right requests in ManyRequests and come off your clients' hours balance, without anyone copying it by hand.
Once connected, ManyRequests checks Hubstaff every 15 minutes. Each billable work session on a linked Hubstaff project becomes a time entry on the linked request, with the same start time, end time and duration.
Before you start
You need to be a portal admin or admin in ManyRequests.
In Hubstaff, you need to be an owner or manager of the organization, so you can create an API access token.
To see synced time on requests, time tracking must be on in Settings > Modules and extensions > Requests (Request time tracking). See How to use time tracking.
Each team member needs a ManyRequests account and a Hubstaff account with the same email address. Time from Hubstaff members without a matching account is kept aside.
Step 1: Create an access token in Hubstaff
In Hubstaff, go to Settings → All Settings → Organization → Security & log in → API access tokens.
Create a token assigned to an owner or manager.
Copy the token. It starts with
hsoat_and Hubstaff only shows it once.
Step 2: Connect Hubstaff in ManyRequests
Go to Settings > Integrations and click Hubstaff.
Paste the token into Hubstaff access token.
Click Save changes. When the token works, you see Connected to followed by your Hubstaff organization name.
If Hubstaff rejects the token, check that you copied all of it and that it belongs to an owner or manager. To change the token later, click (replace) next to the organization name.
Step 3: Choose your sync options
Once connected, more options appear on the same page:
Only sync approved timesheets: when on, time is only imported once a manager has approved the timesheet in Hubstaff. Leave it off if your Hubstaff organization doesn't use timesheet approvals, otherwise nothing will sync.
Create a Hubstaff project for every new request: each new request becomes a Hubstaff project with the request's name, filed under a Hubstaff client named after the organization. The project is archived when the request is completed or deleted, so nobody has to link it by hand.
Add the assignees to the project (needs Create a Hubstaff project for every new request): team members assigned to the request join its Hubstaff project, so they can start tracking right away. Only people with a Hubstaff account under the same email can be added.
Keep assignees in sync both ways (needs Create a Hubstaff project for every new request): assigning or unassigning someone in ManyRequests updates the Hubstaff project at once. Changes made in Hubstaff reach the portal within 15 minutes.
Step 4: Link projects to requests
Scroll to Project links. It lists your active Hubstaff projects.
For each project, search for the request by title or number and select it.
Click Save project links.
Time on a project without a link is kept aside, not lost. The page lists those projects under Waiting for a linked request, and portal admins and admins get an email when new ones appear. Once you link the project, its time from the last 14 days syncs on the next run. Older time isn't imported.
If you use Create a Hubstaff project for every new request, a Client links section also appears. Use it to choose which organization each Hubstaff client stands for, then click Save client links. Organizations without a link get the Hubstaff client with the same name, or a new one.
Step 5: Turn on syncing
Turn on Enabled next to Hubstaff Configuration.
Click Save changes.
The first sync runs within 15 minutes. To run it right away, click Sync now. Last synced shows when the last sync finished.
Good to know: time tracked before you turned on Enabled is never imported.
How synced time shows up
Synced entries appear on the request's Timesheets tab with a Synced from Hubstaff badge. They count toward the request's totals and the client's hours balance like any other billable time.
Edit in Hubstaff, not in ManyRequests. Synced entries can't be edited or deleted in ManyRequests. Changes and deletions you make in Hubstaff within the last 14 days are picked up on the next sync.
Only billable time syncs. Non-billable Hubstaff time is skipped.
Time approval applies. If Require approval for team time is on, synced time from team members waits for approval like any other time. See How to use time tracking and How to require approval for team time entries.
Troubleshooting
Time from one person isn't syncing
Check that their Hubstaff email matches their ManyRequests email. The Project links section lists Hubstaff members without a matching account.
Nothing syncs at all
Check that Enabled is on and that the projects are linked. If Only sync approved timesheets is on, time only syncs after the timesheet is approved in Hubstaff.
The page says Hubstaff needs attention
Hubstaff rejected the last sync. Re-enter your access token to resume: click (replace), paste a new token and save.
How do I disconnect?
Click Disconnect at the bottom of the page. Time entries already synced stay as they are, but no more time is imported. Your project and client links are kept in case you reconnect the same Hubstaff account.
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