Use the email and password for your organization's HourDragon.
New to HourDragon? Create your organization
Seed data quickly instead of adding one at a time. Each file needs a header row.
Teams: name,parent_team_name (parent optional) ·
People: name,team_name,ops (ops optional, 0-100) ·
Projects: name,kind,project_number (kind is "project" or "initiative"; number required for projects).
Build up to 6 levels of hierarchy — create an overall team first, then add teams under it, or move existing teams between parents anytime.
Projects require a project number; Initiatives are internal work and don't.
A simple, high-level list of "keep the lights on" work — no status tracking, just a name to pick when logging Operational hours. Selecting one is optional; anyone can still log Operational time without picking a specific activity.
| TEAM MEMBER | TEAM | ACTUAL PROJECT ALLOCATION ⓘHours each person actually logged against each project over the trailing 4-week window (held back one extra week, updating each Friday), shown as a % of the person's capacity (their weekly hours x 4, less any logged vacation / holiday / leave). | ACTUAL UTILIZATION | CAPACITY STATUS | PLANNED (OPTIONAL) ⓘClick to expand and set planned allocation percentages, if you want them. Everything else in the app runs on actual hours - this is just for reference. |
|---|
Who is on call each week: a standard rotation and a lead rotation. Everyone can see the schedule; Managers and above can change it for the teams they manage.
How time locks and how utilization is measured — for the whole organization, with any team able to differ.
Add someone in one step: their sign-in email, the team they belong to (which puts them on the team roster so they can enter time), and the role and team access they need. Send invitation emails them a link to choose their own password (recommended). Create with password sets one for them now.
Every login that exists, whether or not it has a role or is linked to a team member yet.
Administrator — full access, including Settings. Senior Leader — typically all teams. Director — the teams under them. Manager — their own team. Assign one or more teams to any role below.
Linking gives that person their own "My time" tab to see their utilization and log their own time — without needing a Director/Manager role. They must have signed in at least once already.
Create many logins at once from a spreadsheet. Each row is one person: their login, the access they need, and who they are on the team roster. Nothing is created until you've seen a preview and confirmed it.
email is required (it is what each person signs in with); save from Excel as CSV.
| COLUMN | WHAT IT DOES |
|---|---|
email | Their sign-in email. Must not already be used by another HourDragon organization. |
name | Their full name. Also used to find them on the team roster (see "Link to the roster" below). |
role | Administrator, Senior Leader, Director, Manager or Project Manager. Leave blank for a login that only needs to enter their own time. |
team | The team they belong to. If they aren't already on the team roster, they are added to it on this team, already linked, so they can enter time straight away. One team; for two teams with the same name write the full path, e.g. Data > SRE. Must be an existing team. |
teams | Which teams a Senior Leader, Director or Manager covers. Leave blank to cover the team in the team column. Separate several with a semicolon, e.g. Platform; Data. For two teams with the same name, write the full path, e.g. Data > SRE. Ignored for Administrators and Project Managers, who cover everyone. Teams are never created by this import. |
link_to | Optional. To link to someone who is already on the roster under a different name than name, give that exact roster name. |
hours_per_week | Optional. For part-time people: the hours they are expected to work each week, 1 to 80 (default 40). Used when a new roster entry is created; their utilization is measured against this instead of a full 40-hour week. |
password | Optional, and best left out: anyone without one gets a strong generated password. Must be 12+ characters. |
Hourly rates for billing and cost reporting. Only Administrators see cost rates. A project's own bill rate (on its page) overrides a person's.
Your organization's name, what you call the project lead, and how project status downloads to PowerPoint.
Let other systems (Power BI, Excel, Jira, scripts) read or update your HourDragon data. A key acts with your Administrator access but can only use the data API — never accounts, billing or settings. See the API guide.
A daily digest (weekdays, at the hour set under Settings) of overallocated people and upcoming milestones. Needs at least one destination below.
Posts one general reminder to each team's own channel every Friday. It doesn't check who has or hasn't entered time and never names anyone — every team gets the same short message. Teams without a webhook URL below are skipped. Times are in your organization's time zone (Settings > Organization), and the post goes out within the hour you pick.
Use this when time has been entered but does not appear in a person's stats, the roster or reports. It lists every person with the entries actually stored for them and flags anything the utilization screens cannot read: unknown categories, bad dates, hours stored as text, the same person listed twice, and logins not linked to anyone. Read-only.
Who changed what, when — accounts and sign-in security, roles, team members, projects, time entries, teams, on-call, and settings. Passwords and secret keys are never recorded. Newest first.