-------------------------------- Title: Integrating resource planning with time tracking: Beebole and Excel See how HungaroTrial replaced subjective hour tracking with Beebole and Excel — gaining exact planned vs. actual hours and the project visibility their planning needed. URL Source: https://beebole.com/customer-cases/hungaro-trial -------------------------------- ## Monitor project workload with Beebole and Excel: HungaroTrial’s resource planning integration “We needed a system to track working hours for better planning and Beebole was that solution”. Matyas Petho - HungaroTrial US Country Operations Manager We all know that there is power in data, but what does that mean, really? The answer depends on your daily operations, strategy, and business goals. Here, we look at how HungaroTrial went from having a rough idea of employees' hours worked to implementing a well-oiled, precise project time tracking system. With this system, they can see exact working hours and gain enough insight to plan each of their projects at least six months in advance, if not longer. - Overview HungaroTrial’s project managers previously tracked employee time based on their feedback. This subjective approach led to inaccuracies and holes in planning. They decided to implement Beebole’s project time tracking and sync their data with our Excel add-in to create a resource planning template. They can now easily see the exact number of hours worked vs. planned, and they’re able to pinpoint project delays and top-performing employees. It is now the company’s number-one tool for understanding when and how to hire more people. - KEY features [Project Time Tracking](https://beebole.com/project-time-tracking)[Reporting](https://beebole.com/employee-timesheet-reports)[Excel Add-in](https://beebole.com/integrations)[API](https://beebole.com/help/api) INDUSTRY - Health COMPANY SIZE - 51-200 HEADQUARTERS - Budapest, Hungary ## Any similarities with your organization? About HungaroTrial [HungaroTrial](https://hungarotrial.com) is a contract research organization that helps healthcare organizations worldwide with clinical trial management, consulting, and recruitment. Founded in Hungary in 1999, they have since expanded across Europe and opened offices in the United States and South Korea. Operationally, HungaroTrial chose not to work with freelancers; their team comprises more than 100 employees worldwide. They are currently working on more than 50 ongoing projects, including conducting clinical trials, managing trial sites, enrolling patients for studies, performing audits, and supporting regulatory inspections. Their projects can last anywhere from six months to several years, and they often involve numerous moving parts. Depending on project size and type, project managers take on between three and five projects simultaneously. This could involve anything from obtaining regulatory and ethics committee approvals to setting up the project, as well as site visits, assisting sites with recruiting, training, monitoring, and more. HungaroTrial has experienced steady growth over the past five years, expanding its team from 70 to more than 100 employees. Having used Beebole's [project time tracking](https://beebole.com/project-time-tracking) for over a decade, the company has continued to refine how it supports project and employee time management. As their team has grown, they have increasingly relied on the system's precise data to keep their resource allocation tracking spreadsheet accurate and reliable. ""Certainly when we first implemented Beebole, I remember quite a few instances where our previous methods to track workload were proven to be completely way off what we thought it was."" Matyas Petho - US Country Operations Manager @ HungaroTrial ## Goal: Removing the guesswork from project time tracking and planning Before finding and implementing [Beebole](https://beebole.com/), HungaroTrial had a less precise setup: Project managers tracked their employees’ hours based on regular feedback. That feedback was then translated into a spreadsheet with shades of gray. The darker the gray, the more overloaded the employee was, and the less capacity they had for more work. Matyas Petho has been with HungaroTrial since well before they implemented Beebole. Beyond wanting a more accurate way to track time, HungaroTrial was also drawn to Beebole's cloud-based system, which is ideal for employees frequently traveling to hospitals and trial sites. When Petho worked solely based on employee feedback, this spreadsheet, with its shades of gray, painted a picture that did not reflect reality.  ""In the case of some colleagues, you know, we were just going off the employees’ feedback, and then some of their workloads were shaded very dark in the previous tracker, and they were thought to be very overloaded."" Matyas Petho - US Country Operations Manager @ HungaroTrial ## How Beebole changed HungaroTrial's resource planning process-and how your team could benefit too Using our project time tracking software changed how HungaroTrial's employees track time, how their project managers understand current workloads, and how they forecast future projects. Each day, employees [track the number of hours they’ve worked](https://beebole.com/employee-timesheet-reports). With this daily process, there is less opportunity for misleading or subjective data, and less confusion or doubt about the total worked time. Project managers are expected to plan each employee's working hours down to the hour on a monthly basis. This should be done at least six months in advance, but ideally, hours are planned through a project’s end date.  Employees submit their hours on Beebole at the end of each week, allowing project managers to approve them at the beginning of the following week. Beebole offers a straightforward, built-in timesheet approval system, complete with permissions, notifications, and bulk review and approval capabilities. Thanks to a handy Excel Macro, approved hours are sent to a spreadsheet with a single click. This seamless setup gives project managers a detailed view of planned versus worked hours, which they can then use to adjust for the remainder of the project. ""We need to see the actual working hours based on the true work burden of the employee, and this allows us to see the actual number of approved working hours for each month."" Matyas Petho - US Country Operations Manager @ HungaroTrial This clear breakdown between planned and worked hours sheds light on actual employee workloads, providing project managers with the data they need to either give employees more work or scale back. And the insight doesn’t stop there. According to Petho, this data makes it very clear when they can take on more projects and even when it is the right time to hire more employees. ""Beebole has allowed us to be much more confident and precise about the workload. Previously, there might have been hesitation about when the time came to hire someone. Using Beebole to support this resource allocation tracker has allowed us to be very confident about knowing when there is going to be too high an allocation and when the current team is too overloaded to take on a new project our sales team is working on."" Matyas Petho - US Country Operations Manager @ HungaroTrial ## Custom project time tracking integrations with an API The integration used by HungaroTrial was easily set up internally via [Beebole’s API](https://beebole.com/help/api) and Microsoft Excel. For spreadsheet pros, it’s as simple as setting up a Macro. [Project time tracking integrations](https://beebole.com/integrations) are one of the best ways to fully utilize your time tracking data. In the case of HungaroTrial, this simple integration gives them an accurate and reliable view of projected hours versus hours worked. This has altered how they understand their team's work and how they plan future projects. ## What could your team achieve? Join thousands of companies that have transformed the way they track time and manage projects. [Start Free Trial](https://beebole.com/https://app.beebole.com/signup) ## The importance of accurate time tracking You might think project time tracking is superfluous or doesn’t add value to your operations, but take it from HungaroTrial: It couldn’t be more critical. Their project time tracking data has helped pinpoint inefficiencies, underutilized employees who can take on more work, and even the right moment to expand their team. Beebole is now an integral part of their daily operations. According to Petho, new employees receive Beebole training from day one! ""The function that Beebole fills in our company is something that the tool was a straightforward solution for-We needed a system to track working hours, and Beebole was that solution."" Matyas Petho - US Country Operations Manager @ HungaroTrial ## Explore more success stories - Avoid project overruns with highly-configurable rates and budgeting features - Even with 100+ active projects, Rancho Biosciences easily tracks hours and costs, manages budgets, and optimizes invoicing with Beebole. - [Read full story](https://beebole.com/customer-cases/rancho-biosciences) - Simplify time tracking and get full visibility into project costs and budgeting - Cevotec, which once depended heavily on Excel and macros, has made Beebole the central pillar of its reporting infrastructure. - [Read full story](https://beebole.com/customer-cases/cevotec) - Umanova built a custom client portal and streamlined timesheet processing - The software consultancy used Beebole's robust API to create a client portal, while also achieving faster reporting, better forecasting, and scalable operations. - [Read full story](https://beebole.com/customer-cases/umanova) - InData Labs ensures accurate payments and profitability insights with time tracking - This AI-powered solutions provider utilizes Beebole to track project hours, costs, and payments more accurately. - [Read full story](https://beebole.com/customer-cases/indata-labs) - Olsys chose Beebole because of its flexibility and advanced reporting options - Olsys used Beebole time tracking data to boost PM performance, and it all started with better timesheets. - [Read full story](https://beebole.com/customer-cases/olsys) - How Taptu automated project workflows with a custom integration - Learn how Taptu used Beebole's open API to build a custom integration for more accurate billing and invoicing. In doing so, they streamlined their project management, time tracking, billing, and invoicing. - [Read full story](https://beebole.com/customer-cases/taptu) - SIS achieved better budgeting and human resource management - Beebole provides Sports Information Services with clear insights into budgets, costs, staff availability, and PTO, saving time, money, and headaches. - [Read full story](https://beebole.com/customer-cases/sports-information-services) ## Ready to take control of time and resources? Stop juggling spreadsheets and reports - manage time, costs, and resources in one platform. Try Beebole free for 30 days or chat with our team to learn more. [Contact Sales](https://beebole.com/sales-call) [Start Free Trial](https://app.beebole.com/signup)