In the high-stakes, fast-paced world of AV, event production, and media, managing time isn't just helpful—it's mission-critical. Whether you're juggling multiple projects, coordinating a remote team, or trying to stay within tight project budgets, the right time-tracking software helps you stay in control. From hour tracking and project planning to accurate billing and employee productivity, a time-tracking solution gives production teams the edge they need.
Let’s dive into how the best time-tracking tools empower your team, increase billable hours, and streamline complex workflows across creative and technical roles.
What is Time-Tracking Software?
Time-tracking software is a project management tool that helps you track time spent on tasks, projects, and clients. It gives a complete overview of work hours, project progress, and resource allocation—whether you’re working on location, in a studio, or from a mobile editing suite.
Designed for creative agencies, event planners, and AV teams, today’s time-tracking apps offer far more than a digital timesheet. Features include:
- Automatic time tracking in the background
- Manual entry for flexibility
- Grid or calendar format to visualize time
- Project management software integration
- GPS tracking for field crews
- Desktop apps and mobile apps for on-the-go logging
- Task management tools to help you prioritize tasks
Why Time Tracking Matters in Production
1. Keep Track of Every Hour (Billable & Non-Billable)
Production teams often work across tight deadlines and changing scopes. Employee time-tracking software helps you capture every moment spent—whether it's billable hours editing footage or non-billable hours spent in client calls or pre-pro meetings.
With automated time tracking, your time tracker becomes your silent assistant—ensuring accurate billing and avoiding undercharging clients.
2. Streamlined Project Management & Task Coordination
Time-tracking tools integrate seamlessly with project management platforms, offering a real-time view of where time is being spent. For project managers, this means better forecasting, smarter scheduling, and more efficient workload management.
Planning a multi-day event with AV, lighting, and content capture? Track each task, shift, and asset setup with real-time time-tracking features—and generate detailed reports to stay ahead.
3. Better Team Collaboration and Performance Monitoring
Managing a small team or a rotating group of freelancers? A reliable employee time tracker helps ensure fair pay, accountability, and transparency. Features like attendance tracking, employee monitoring, and team reporting give you measurable data to track team performance.
Some time-tracking apps even allow unlimited users and unlimited projects, making them perfect for agencies scaling up operations or managing hybrid teams.
Must-Have Features in the Best Time-Tracking Software for Production
Here are the top time-tracking features to look for:
- Seamless time tracking: Log hours with a click or let it run in the background
- Mobile & desktop apps: Capture time on set or in the editing bay
- Integration with project management software: Sync with the tools you already use
- Automatic & manual entry: Flexibility for creatives and techs alike
- Schedule reports: Stay informed with weekly or monthly summaries
- Expense tracking: Pair time and costs for tighter project budgets
- Leave management: Make it easy to book time off
- Simple time-tracking app: Easy to use, even for non-tech-savvy team members
- Free plan options: Try the best tools without upfront investment
- Priority support: Get help when you need it—especially during crunch time
How Time Tracking Supports Work-Life Balance in Production
Media and event production can involve long hours, tight turnarounds, and intense deadlines. A solid time-tracking app not only supports employee productivity but also encourages a healthier work-life balance.
By showing how time is spent, team members can avoid burnout, focus on high-impact tasks, and ensure non-essential activities aren’t eating into personal time or project margins.
The Role of Time Tracking in Accurate Billing & Expense Control
AV and production services often run on razor-thin margins. A good tracking app helps you ensure every minute of client work is captured—and billed. Whether you're using manual entry or automatic time tracking, you can generate detailed reports that align with your invoices and expense tracking logs.
You’ll reduce revenue leakage and improve cash flow while building trust with clients through transparent reporting.
Integrating Time Tracking with Your Production Workflow
1. Sync with Your Favorite Tools
The best time-tracking software integrates with:
- Project management tools
- Scheduling tools
- Accounting software
- File sharing tools
Some tools, like Rentman, have all of these aspects built in (with integrations available), making it an all-in-one platform for time tracking and project management. Whether you’re on location or in post, a well-connected tracking tool becomes a seamless part of your daily process.
2. Use on Any Device
Many platforms offer web apps, desktop apps, and mobile apps—so you can track time from your editing suite, hotel room, or production trailer.
Need to capture time on the road? Use a GPS-enabled time tracker or a time-tracker with a mobile app to log hours without missing a beat. Rentman’s mobile app is free for all crew members, and makes tracking on the go a breeze.
Choosing the Right Time Tracker: What to Consider
When selecting the best time-tracking software, ask yourself:
- Does it support automated time tracking?
- Is there a free time tracking or free plan option to test it?
- Can it scale with unlimited projects and unlimited users?
- Does it offer support for employee scheduling, task management, and team performance analysis?
- Can it handle project budgets, billable hours, and non-billable hours?
Final Thoughts: Time Tracking is a Creative Asset
In AV, event, and media production, time is both currency and creative space. A modern, flexible, and user-friendly time-tracking app doesn’t just log hours—it enhances every aspect of your workflow. From prioritizing tasks and boosting employee productivity to ensuring accurate billing and better project management, it’s an indispensable part of running a smooth operation.
If you’re still relying on spreadsheets or memory to log time, it’s time to upgrade. Embrace a simple time-tracking app with the power of automation, analytics, and real-time reporting—and watch your team’s efficiency and creativity soar.