Completing and submitting a SmartBeat

If you’re a task owner using Polaris PSA, you’ll need to complete SmartBeats and submit them to your project manager.

A SmartBeat is a daily update of work you performed on a single task that you own. You’ll need to submit a beat for each task you own.

When you submit a SmartBeat, any work hours you included in the beat will be added to your timesheet automatically. So, if you complete a SmartBeat for all work you complete, you shouldn’t have to fill out your timesheet.

Refer to All about SmartBeats for more information on SmartBeats.

Completing a SmartBeat

To make filling out SmartBeats as easy as possible, Polaris PSA offers multiple locations where you can access the beat fields:

  • From My Work > My SmartBeats - Refer to the section below for details
  • Using the SmartBeat desktop app, that you can download from My Work > Tasks

You can use this app to easily record your hours against each task as you work. You can set the app to launch when you start your machine, and you can also set reminders to enter your beats. The app is available for Windows only.

  • From My Work > Tasks - Click the task:

and a dialog showing the SmartBeat fields displays for you to complete:

Choose the option that's most convenient for you.

Completing a SmartBeat from My Work > My SmartBeats:

  1. Select My Work > My SmartBeats.

Any tasks you haven’t started recording data for are listed under Not Started Tasks.

  1. Click Start to add a task to the top panel.

The date will default to today’s date.

  1. Update the date if you want to complete an beat for a past date.

  1. Complete the fields for the beat. Refer to SmartBeat fields below for more information.

  1. Click Submit at the right end of the task’s row.

The beat will be sent to the project manager for that task’s project, for review and approval. You can click EDIT to make changes to the beat, up until it’s accepted. When it’s been accepted, Approved will show at the end of the beat’s row.

Any hours you recorded under Work will be added to your timesheet as soon as you submit the beat.

If you’re submitting multiple beats, you can select the check box beside each, and click the Submit Selected button in the top, right-hand corner of the page.

SmartBeat fields

Field name

Description

Previous Work

Work you completed on this task prior to this date

Work

Number of hours you worked on the task that day

Work Remaining

Number of additional hours you estimate will be required to complete the task

By default, this displays the work remaining value from the latest beat you submitted, by date. Or initially, it shows the estimate your project manager entered for the task. But, you should update the value with your current estimate.

Estimated Completion Date

The date when you estimate you will complete the task.

By default, this displays the estimate from the last beat you submitted.

Comment

Your comments on the status or progress of the project. For example, you could include an explanation of why the amount of work completed or your estimates differ from what the project manager might be expecting, if applicable.

You can select a color-coded symbol to represent your current feelings about the task’s status.

Done

Mark a task as done once you’ve completed all work on it.

Your project manager will then be able to mark it as done; when they do that, the task should disappear from your task list.

Viewing recorded SmartBeats and estimates

If you hover over a SmartBeat, just to the left of the previous work column, a icon appears.

Click the icon to see the latest estimates for the task, by date, and a list of all submitted beats, plus a graph of work progress over time.

FAQs

If I update hours in my timesheet, will my SmartBeat match my change?

No. SmartBeat hours are copied to timesheets, but timesheet modifications are never copied back to SmartBeats.

What should I be basing my estimates on?

A SmartBeat should be quick and easy to make. The estimate portion should be an intuitive assessment of how your work is going, and shouldn’t require calculations.

Do I have to submit a beat every day? What if I didn’t work on that task?

Typically, you should submit a beat each work day, for each task you own. But, you can talk to your project manager about their specific requirements. If you didn’t complete any work on a task, you wouldn’t typically submit a beat for that day.

What happens if I miss a day?

If you miss submitting a beat, we recommend that you don’t add it retroactively. Beats are most accurate and most useful if they apply only to that day’s work.

But, be sure to add hours worked for days you missed to your timesheet manually; hours can’t auto-populate the timesheet if they aren’t included in a beat.

Does SmartBeat data update if I missed a day in the past, and added it later?

No. SmartBeat data is always the data you submitted for the day in question, and is never recalculated based on other beats.

Do I have to complete all fields in a SmartBeat?

No, no fields are required. But, your project manager may require you to complete some or all of the fields each day.

Can I modify past SmartBeats?

Once you’ve submitted a beat, only your project manager can edit it, and then only certain fields. They can’t edit your hours worked. So, contact them if you notice an error that needs to be fixed, or include details about the issue in your next beat. If you’ve entered the wrong number of hours worked, you can fix that in your timesheet.

Can I save the SmartBeat page?

TSmartBeats should be quick, and shouldn’t require saving.

Why do I need to start and stop a task?

Starting and stopping tasks simply changes where those tasks appear on your My Work > My SmartBeats page, to keep the page uncluttered with items you’re not working on, and to make items easier to find.

Stopping a task doesn’t close the task -- only your project manager can fully close a task; You can restart a stopped task at any time.

Why are SmartBeats available on my days off?

SmartBeats are available every day, even on days you aren’t scheduled to work. This keeps things flexible, and ensures they’re available on days when you weren’t scheduled, but still work. You should only complete beats for days you worked.