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If you have created your DeskTime account and invited your team members to join, as well as made sure that everyone has installed the DeskTime application, it is time to set up your account to match your tracking needs.

Here you will find the most important things to do and learn to get the most out of DeskTime's possibilities in tracking.

1. Organize employees into teams 

On DeskTime, you can group employees into teams, such as Marketing, Management, etc. In order to create an Employee team, go to Settings->Teams, and click on the 'Add new team' button. Once a team is created, you can edit settings for it by clicking on the three dots and choosing 'Edit'.

From this menu you can add employees to the team, as well as edit all settings separately for members in this team.

2. Set up working and tracking times

Most settings in DeskTime can be changed on any level - for the entire account, for a team, or a single employee

The most important thing to set up at the beginning is Working days- which days and times should DeskTime expect your employees to be at work. The Minimum hours setting notes how many hours do you expect your employees to be at their computer each day.

In the Tracking days section you can mark what days and times DeskTime will track details from your employees. By defeault Saturdays and Sundays will not be enabled, so turn those on if your employees might work on weekends.

3. Optional - enable screenshots

To use the Screenshots feature, you will need to mark 'Enable screen capture' in settings. Here you can also choose to blur the screenshots, as well as set the time interval between them. Taken images will be visible in the Screenshots section by admins.

To find some insights on how to best use screenshots, read our blog post about them here.

4. Set up app productivity levels

Once some time has been tracked, all visited websites and applications will appear in the Apps Productivity section of settings. From here you can organize them into productivity levels - Productive, Neutral and Unproductive.

To do so, mark any applications you wish to move to a different section and choose the productivity level from the drop-down list below. After confirming, the apps will be moved after a short while.

You can also open a team at the top of the list to change productivity levels for this team specifically.

5. Assign admin rights to team leads

To make an employee an admin, go to Settings->Team members and Edit the user you wish to change. In the Administration section you can choose a role for the employee, as well as assign teams for them if you make the employee a User admin or User manager.

To see the differences between user roles, read this article.

6. Enable automatic reports

Daily, weekly or monthly reports through email can be enabled for the account owner or admins. To do that, go to Settings->Team members and edit the respective employee. 

From here you can choose what time will the reports be sent out, as well the reporting period. 

7. Integrate your calendar into DeskTime

To help manage your timeline, you can integrate your Google or Outlook calendar to your DeskTime account. To do so, head over to the Integrations section and use the 'Activate' button on the respective calendar. 

Once you integrate a calendar, DeskTime will take note of the events entered in the calendar. If you are not tracking time during the event, afterwards the event will be marked on your timeline as productive time and given the details of the event as 'Calendar time'.

8. Explore the Team members section

As an admin, the Team members section will give you live information as to what your employees are working on. On the list you can see attendance details - what time each employee arrived today, what time did they leave, as well as how much time they have spent working.

Most importantly, you can see what application each employee is working on, as well as what project they are tracking, if any. The list will keep itself refreshed, so you can always know what is going on for the day.

9. Explore the Reports section

Once your employees have tracked data, you can look at the results in the Reports section. Here you will see everyone's productivity, tracked hours, as well as who was late, absent or logged any time manually. Learning how to filter and navigate the Reports section will let you see how your company is performing.

At the top right side you can change the time period for the data to a week or a month, as well as navigate to different periods with the arrow buttons. The 'Teams' and 'Members' lists will allow you to filter out specific employees or teams to be shown in the reports.

There are 6 types of reports available:

  • Overview - shows you attendance and productivity of employees
  • Compare - allows you to compare teams or employees for their results
  • Compare by time - allows you to compare a team's or an employee's results in different time periods
  • Extra hours - shows you which employees come in early and stay late at work
  • Projects overview - shows what projects are being tracked and hours spent on them
  • Projects - allows you to filter out specific projects to see employee stats on them

10. Create data exports

To see in-depth reports with all of the tracked data, you will need to go to the Exports section. Here you can choose one of the 11 available export types by clicking on any of them. Once you have reached the creation page, follow these steps:

  1. Optionally, enter a title for your export
  2. Select a time period from the preset periods or by using the calendar.
  3. Select which team members/employees to take data from
  4. Select how to group the data - by days, weeks or months
  5. Choose to either export the data as an Excel or a csv file
  6. Click on 'Create export'

When you are done, you will be taken to the 'Export history' section, where your newly generated export will be prepared. It might take a while if your export contains a large amount of data. Once it is done, you can download it using the 'Download' button.

11. Set up employee schedules

In the Work schedules section you can assign specific working hours for your employees in the form of shifts. With this feature you can assign night shifts and multiple shifts a day, as well as specify if your employee is going to work from home or in the office.

To assign a shift to an employee, press the 'Add schedule' button. This will open the shift creation menu:

From here select the employees or teams you wish to apply the shift to, as well as mark if the employees will be in the office or working remotely. After that, mark the date and starting and end times of the shift, including minimum hours your employees need to work.

If you wish to copy the shift to multiple days, use the 'Repeat shift' option. There mark which days to compy the shift to and until which date should the shift be copied in the calendar. 

After clicking 'Save', the shifts will be applied for your employees. For a deeper dive into all of the features of the Work schedules section, check out the FAQ section here.

12. Set up employee absences

Similarly, in the Absence calendar you can set planned absences of your employees, such as Vacations, Rest days, Business trips or Sick days. 

To create an absence in the calendar, click on the 'Add away time' button. This will open a new window. From there, select which employees to apply the absence to, select an absence type and choose the dates to apply this absence to. Lastly, click on 'Save'.

On days with an absence your employees will not be counted as missing or late, as well as their teammates will be able to see when their colleagues are going to be absent in the calendar.

13. Explore the Invoicing feature

In the Invoicing section you can check out invoices sent out to your Company's clients and their payment status. Here you can take the billable hours of your employees, including tracked project time, to create professional looking invoices and send them out to clients, mark their payment status and track due amounts.

For a guide on how to create an invoice and send it out, please visit the guide here.


The DeskTime mobile application is available on Google Play for Android devices and the Apple store for Apple devices.

Keep in mind that the mobile app will not be able to automatically track activities done on the phone. A guide for tracking time using the mobile timer can be found here.

Using the mobile app you can check your tracked time, add offline time or use the manual timer to add hours worked, as well as contact DeskTime's support team. If you are an admin, you can also view the Dashboard and tracked time of other employees. All of these are explained below.

Dashboard

The Dashboard is available to Admin level users of DeskTime. Here you can see an overview for the current day, or navigate to previous days using the buttons at the top. You can view the average productivity of your employees, how many people are late today and who hasn't come at all. Pressing on any of the counts will open a list with additional details on each of the stats.

Team

On the Team section you can see what each employee is doing at the moment - are they online or offline, what application are they working on, as well as their attendance times for the day. You can navigate to previous days using the arrow buttons at the top, or open any employee's personal page by pressing on their name.

My DeskTime

On this section you can see your personal tracked time for the day, or for previous days by navigating away with the arrow buttons. All of the usual stats of productive time, effectiveness and arrival/leaving times can be viewed. Additionally, you can fill out idle time periods with offline time by pressing on the 'Assign time' option.

More

In the More section you can edit your personal settings - name, email address, account password as well as your phone number.

You can send a message directly to our support team with the 'Support' button, or read more about what DeskTime does and how it came to be with the 'About DeskTime' option.

Lastly, you can use the 'Logout' button to sing out of the application.

 


DeskTime offers a 14-day free trial, which includes all the features of PRO version. Don't waste any time and try:

  • Attendance tracking
  • Time tracking
  • URL tracking
  • Screen capture
  • Project time tracking
  • Unlimited amount of employees managed by one owner account
  • Data history
  • Integrations with Asana, Basecamp, JIRA, Zapier, Trello, GitLab and others


These are only a few of our awesome features. Click on the button below and start your free trial now!


On DeskTime, you can group employees into Employee teams, such as Marketing, Sales, Management, etc.

In order to create an Employee team, go to Settings -> Teams, and click on the "Add new team" button.

To assign an employee to a particular employee team, go to Settings -> Team members -> Edit -> Group.

For each employee team, you can then define which applications are productive, unproductive or neutral. For example, Facebook and Twitter could be productive applications for social media managers while they would be unproductive for others. See more information on how to change productivity settings here.

See the video illustration below:


Accessing employee settings

In order to change settings for a specific user, go to Settings -> Team members and click Edit on the user. 

Changing tracking and time settings

In the employee settings menu you will see several sections of settings. On the left side you can change the user's password or email address, assign them to a team or change their time zone, as well as assign their hourly rate.

In the middle you can assign their Working days and hours, and mark how much time are they required to spend tracking with the 'minimum hours' setting. With the 'Tracking days' section you can select when will DeskTime actually track time for your user.

On the right side you can enable or disable the screenshots feature, set up how application and time tracking works for this user, as well as if they are allowed to enter time manually or will it require admin approval with the 'Offline time' dropdown.

Editing employee permissions

In the 'Other' section of the settings you can specify which sections of DeskTime the user has access to. Adding a checkmark in any of the boxes will hide the section away from this user, even if they are an admin or the account owner. 

'Hide owner' will hide away the data tracked from the Account Owner for this user, including on the Dashboard and reports.

'Disable project costs' will prevent the user from seeing project hourly rates and total values in the Projects overview part of Reports.

The rest of the marks will hide away the respective sections of DeskTime - Colleagues, Projects, Work Schedules, Absence calendar, Screenshots, Reports, Exports and Invoicing. Marking any of these will remove access and visibility of these sections for the user, regardless if they are a regular employee, an admin or the account Owner.

If the 'Hide screenshots' option is marked, the user will not be able to access screenshots of any employees in any of the sections - Screenshots, My DeskTime or the Dashboard.


The Shifts scheduling feature allows you to manage your employees’ workdays with ease. Create shifts according to your specific work schedule, create night shifts and more. In order to create a shift, go to the Work schedules section and in the upper right corner press the button Add schedule.

This will open a menu to create a new shift. Select a team or specific employees to assign the shift to in the 'Assign to' section. 
 
Select the date and time the shift starts - for daytime shifts select the same date. For nighttime shifts that go over midnight, appropriately select the dates when the shift starts and ends.
 
Also select the minimum hours the employee is expected to work during the shift. If the shift times listed include lunch or other breaks, minimum working hours lets you track the specific amount of time your employee should be working. The effectiveness data will be calculated using the specified minimum hours.
 
 
If you wish to apply this shift for multiple days, checkmark the 'repeat shift' box. There you can choose to apply the shift to multiple days, weeks or months. In the calendar box select the date when to end repeating this shift - the created shift will be applied to all marked days/weeks/months until the end date.
 
Don't forget to click Save!
 
 
 
You have now successfuly created a shift. It will appear in the My Desktime section, keeping track of your working day and arrival times compared to the shift. 
 
 
Things to keep in mind:
  • All shifts created by Employee role users must be approved by the Account owner or an admin. Learn how to do that here.
  • Time will not be tracked in the days where tracking is disabled, even if a shift is planned. Learn more about tracked days settings here.

To learn more about planning shifts and managing employee worktimes, read our blog: Software for shift scheduling.


In the Exports section there are 11 types of exports available: 

Team Members - Provides exact information about employee working times - arrival and leaving times, idle time, productive, unproductive and neutral time, as well as any Private or Offline time.

Applications - Shows all of the applications used by the selected employees, including the application's productivity level and time spent on it.

Productivity bar apps - Shows all of the used applications by each employee, including specific times. The day is divided in 5 minute periods, showing what applications your employees used during each period.

Window Title - Provides all the window titles of visited URL's, programs and documents, including their productivity level and time spent on them.

Offline time - Shows how much offline time each employee has entered each day.

Projects - Shows information on what projects and tasks have been worked on, as well as how much time has been spent on each task and how much has it cost in project costs.

Projects/Team members - Generates data on what projects and tasks each user has worked on each day and for how long, including how much has it cost in project costs.

Projects/Apps - Shows what applications the selected employees have used while working on each project, includign time spent on them and their productivity level.

Absence - Provides an overview for absences and their types taken by employees that year.

Work Schedules - Shows all of the appointed shifts for the selected employees, their arrival times, productivity data and worked hours.

Overtime - Shows how much overtime the each employee has worked each day (time longer than the minimum hours specified in settings or shift).

You can read about creating exports here.


In order to start tracking your time, first of all, the account owner has to add you to their DeskTime account. Once it is done, an automatic E-mail with the invitation will be sent to your mailbox.
In the E-mail you will find your DeskTime account Username, Password, and the green button Join the team, which will lead you to the DeskTime main page. Log in with the given credentials and download the DeskTime app and start the download. In the end, log in with the same credentials into the DeskTime app and start tracking your time.

For the full guide of DeskTime for employees, please visit this article.

Remember!

  • It is mandatory to download the DeskTime app.
  • It is mandatory to log in through the DeskTime app in order to start tracking your time.

 

Windows and Mac videos of the set up

Windows user:

Mac user:


Contents

1. Getting started - How to begin tracking your time.

2. What the stats mean - What all the tracked statistics represent.

3. Measuring productivity - How DeskTime measures productive time.

4. Adding time manually - How to add offline activities to your timeline.

5. 'Clocking out' and Privacy - Managing time when your computer is tracked.

6. Tracking projects - How to track projects and tasks using DeskTime.

7. Adding project time manually - How to enter project time into your timeline.

8. Using the Work schedules calendar - Seeing your appointed shifts and placing requests.

9. Using the Absence calendar - Seeing your planned absences and placing requests.

10. Integrating Google/Outlook calendars - How to add calendar events to your timeline.

11. Using the Invoicing feature - How to track and create invoices.

12. Automatic break timer - How to enable reminders to take a break from work.

1. Getting started

An email invite will be sent to you by an admin. There you will find your DeskTime Username and Password. You will also need to Download the DeskTime app - it is not possible to track time without it! Open the download file, install the app and log in to it.

Now you should see a DeskTime icon on your taskbar. Clicking on it will take you to your DeskTime stats. You can right click on the app icon for more options as well.

For detailed video of the set up, please check here.

 

2. What the stats mean

  • Arrival time - the first time you tracked any time that day.
  • Left time - the last time you tracked any time that day.
  • DeskTime time - Time spent on your computer + any manually entered time.
  • Productive time - Total time spent on productive apps. 
  • Time at work - Total time from when you arrived and logged in to when you last tracked time.
  • Idle time - Any time periods when you have been away from the computer or inactive.
  • Offline time - Manually entered time on your timeline.
  • Private time - Time used for personal needs. Read more about Private time here.
  • Effectiveness - Productive time divided by Minimum hours for the day, expressed as a percentage.
  • Productivity - Percentage of how much time at the computer has been spent on productive apps.

3. Measuring Productivity

The 'Productivity bar' shows a breakdown of your day. All of the tracked applications will appear here, with the colors representing their productivity level. The gaps in the timeline signify 'Idle time' - periods when you have been away from the computer, or have been inactive on the computer for more than 3 minutes (this period could be longer, if changed by admins)

Which applications are marked productive and which ones are not is managed by admins on the DeskTime account.

4. Adding time manually

If you need to log a work-related activity on the timeline manually, click on an idle time period, enter a description for the period and select a productivity level, then save. Depending on the account settings, an admin might need to approve the request before it is added to your hours.

5. 'Clocking out' and Privacy

After logging in to the time clock app your first time, DeskTime will start with your computer and track time in the background. If you want the application to stop tracking your activities, there are two options to do that.

Private time - to temporarily stop tracking, right click on the DeskTime icon on your taskbar and click 'Private time'. While it is active, all tracking will be stopped until you turn Private time back off by clicking the option again. The icon will be gray during this time, reminding you that Private time is enabled.

Logging out - to stop tracking permanently, use the 'Logout' or 'Quit DeskTime' options. The app will not track any time while turned off or if you are not logged in. To Clock in, turn on the app or log back in to it and tracking will resume.

6. Tracking projects

In the Projects section you can see all the projects created on the DeskTime account, as well as tasks under them, if you open a particular project. You can track time to a project with the DeskTime project tracker.

Find it by right-clicking the DeskTime icon on your taskbar and clicking the 'Create a project/search for a project'  option. This will open the timer. Here you can choose a project from the list, as well as a task under it. Once you start the timer, all activities will be logged on this project, until you turn the timer off or switch over to a different project. Recently tracked projects will also appear on the app icon menu, allowing you to swap between projects easily.

7. Adding project time manually

In My DeskTime you will find the Projects bar, with empty spaces under all tracked time. Clicking one of these will allow you to assign time to a project and task. You can also edit the time in the window to apply the project to a larger time period.

8. Using the Work schedules calendar 

In the Work schedules section you can see Shifts assigned to you, as well as those of your teammates. The icon next to the shift also represents if the person is going to work from the office or remotely that day, with the house icon representing the latter.

If your company does not have set working hours, you can use this section to request shift times for yourself. To do so, click on the 'Add schedule' button, or on any empty date in the calendar in your line. This will open a shift creation window. 

Here you can mark if you will work in the office or remotely, what time will you start and end, as well as how many hours you will be working. After clicking 'Save', a request will be created - your managers will see a notification and approve or decline the shift later on.

9. Using the Absence calendar 

Similarly, in the Absence calendar you can view the planned absences of you and your colleagues, be they Vacations, Rest days, Business trips or Sick days. 

You can use the calendar to place requests for your own absences as well, such as vacation times. To do so, click on the 'Add away time' button, or on any empty date in the calendar in your line. This will open a shift creation window. From there, select an absence type and the dates to request it for and click on 'Save'.

This will create a pending absence, which will later on be approved or declined by one of your managers.

10. Integrating Google/Outlook calendars

To help manage your timeline, you can integrate your Google or Outlook calendar to your DeskTime account. To do so, head over to the Integrations section and use the 'Activate' button on the respective calendar. 

Once you integrate a calendar, DeskTime will take note of the events entered in the calendar. If you are not tracking time during the event, afterwards the event will be marked on your timeline as productive time and given the details of the event as 'Calendar time'.

11. Using the Invoicing feature

In the Invoicing section you can check out invoices sent out to your Company's clients and their payment status. Here you can take your billable hours from projects and activites to create professional looking invoices and send them out to clients, mark their payment status and track due amounts.

For a guide on how to create an invoice and send it out, please read the article here.

12. Automatic break timer

DeskTime has an option to turn on a reminder to take breaks. Find it by right-clicking the app icon on your taskbar and looking under 'Reminder to take a break'. You will receive a notification to take a break when you have worked for the selected time period without a pause.


In order to give someone access to other users' DeskTime data, you must set the user as an Administrator, either:

  • Company Administrator
  • Users Administrator.

To see the difference between user roles click here.

To change a role, go to Settings -> Team members and click Edit on the user to who you want to change the user role. Choose the new user role, choose which groups user will be able to manage and click save.

See the image below on how to change a user's role:


Daily, weekly or monthly reports through email can be only enabled for the Company owner or admins. To set someone as an Admin, please check here.

To enable automatic reports for, go to Settings -> Team Members and edit the settings of the employee that you want to enable the feature for. First, choose at what time the E-mail report will be sent out to your mailbox. Secondly, choose how often reports will be sent. In the end, click Save changes


To set up the default times when your employees are supposed to start and finish working, use the 'Work starts' and 'Work ends' fields.

The 'Minimum hours' field signifies the amount of time each employee must spend doing work during the day. Effectivity will be calculated using the time specified in this field.

 

In order to choose on which days employees will be tracked, go to Settings -> Account and adjust the Tracking days section. In case you want to set tracking hours for each employee separately, go to Settings ->Team members ->Edit.

DeskTime will not track any time or data on the days not added as tracking days.

To set specific working times for specific days or employees, use the 'Work schedules' feature. Learn more about it here.


There are two ways to send invitations for your employees to join the DeskTime app:

  • Go to the Team members section, and in the upper right corner, there will be a green button Add Team member. Insert all the necessary information about the member and in the end choose, whether you want to send an invitation to his/her E-mail or not by choosing to tick the checkbox.
  • Go to Settings -> Team members, and in the right upper corner, there will be a green button Add Team member. Insert all the necessary information about the member and in the end choose, whether you want to send an invitation to his E-mail or not by choosing to tick the checkbox.

N.B.

In case you already have added a user, but they have forgotten their username/password, go to Settings -> Team members, select the right user, and in the right upper corner press the white button Send invite. An automatic E-mail will be sent to the member's E-mail address with the credentials. 

Video:


It is possible to Reset settings for an employee, group, or for the whole company.

1. Click the Reset button in Team member's settings and the whole settings for the employee will be adjusted to the Team settings he/she is in.

2. Click the Reset button in Team settings and all the employees will be alligned to this group.

3. Click the Reset button in Account settings and all DeskTime account users will be alligned to the account settings.

 

Note!

Keep in mind that this does not mean that your account will be reset back to DeskTime default settings.

See how to Reset settings in the screenshot below.


DeskTime also has a 'Silent' desktop app version that hides the DeskTime icon in the computer's taskbar. While the application will still be running in the background, it will not show any notifications or icons. Please note that this version is only available for Windows computers.

 

To use the Silent version, follow these steps:

1. Add all employees to your DeskTime account. You will need to know their email logins and passwords. Information on how to add employees to your account can be found here. 

If you do not want your employees to receive an email about joining DeskTime, you need to remove the checkmark from 'Send invite email to team members'. Also choose the option to add members using a CSV file (that can be downloaded from the option) - you can set up their passwords using the file.

2. Download and install the Silent DeskTime app version to each employee's computer. If the regular DeskTime version is already installed, make sure to uninstall it beforehand. The download link for the Silent version can be found here.

You can also download the MSI version for company-wide installation here. Using MSI, you can log in to each account as well with this command:

msiexec.exe /i DeskTimeSilent-1.3.548.msi WRAPPED_ARGUMENTS="u [email protected] p password"

3. Log in to the application using the employee's login details.

Afterwards DeskTime will be hidden and track the user's time in the system background. Their data will show up in the DeskTime application web profile normally and can be viewed by the Account owner and admins.

 


If your employees are taking their work computers home after work or you wish to track time only from specific offices, you can set up an IP restriction in DeskTime. Data will be tracked only while the employee is connected to internet with one of the specified IP addresses.

To set up a restriction (for example, the company office), enter a list of IP addresses, from which users are allowed to track time, in Settings -> IP restrictions.

You can add as many IP addresses/ IP address ranges as necessary. You can also add a restriction to a specific Team member or for a Team.

You can determine your IP address here.


The Dashboard is an overview section for how the entire company is doing for the selected day. This section is only available to the Company owner and admins.

It shows lists of the most productive and unproductive employees, who are the most effective workers and also who is late or absent. Below the employee statistics, you can also see how much time the company has spent on specific applications, divided into categories of Productive, Neutral and Unproductive. Any suspicious or unpriductive screenshots will be shown at the very bottom of the Dashboard, if screenshots have been enabled.

Right under the title 'Dashboard' you can select a specific team to view the stats for, excluding all other employees from the statistics.


To find specific projects, you can use the projects filter feature in the ''Projects'' section.

- Filter out the groups that are a part of the project: click on ''Groups'' and choose from the dropdown list. Then, click on ''Members'' and select specific employees.

- Filter out members that are a part of the project: click on ''Members'' and choose the employee.



To change the Owner of the DeskTime account, you should follow the steps below:

1. Go to Settings -> Team members and search for the user you want to set as the owner.

2. Set them as a Company Admin. See how to do that here.

3. Change Owner under Settings -> Account -> Owner

4. In the end, click Save.


It is possible to add two or more shifts in the same day. Please note that shifts must be separated by at least 30 minutes between them.

See the example below how three 4 hour shifts have been assigned to an employee for the day:


The Exports section is visible to all users on the DeskTime account.

Employee level users can create exports with their own tracked time.

User admins can create exports with their own data, as well as data from employees in the teams they are managing.

Company admins and the company Owner can create exports with data from all employees in the DeskTime account.

Any exports created by a user can not be seen by other users on the account.


Welcome to DeskTime!

In order to start tracking your time, sign-up is required. You can do it here.

As an employer, you will be able to set up your account and download the desktop tracking app during the onboarding process when registering with DeskTime.

As an employee, after being added to an account by your employer, an invitation will pop up in your e-mail, where you will be encouraged to download the DeskTime desktop app. The download link will automatically adapt to your computer's operating system. 

After downloading the app, feel free to launch it. For every OS the launch is a little different:

  • Mac users - search for the app in the application folder;
  • Windows users - double-click on the icon in the Downloads folder;
  • Linux users - search for the DeskTime app in the desktop toolbar;

All this and will be explained in the videos below:

Windows

Mac


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