Qlockwork User Guide

Table of Contents

See also: Frequently Asked Questions (FAQ) page.


Overview

Qlockwork is a time-tracking product that monitors your computer activities and publishes them in a new Outlook calendar.

There are 2 versions of Qlockwork: Qlockwork and Qlockwork Pro.

  • Qlockwork is an excellent basic automated time tracking application.
  • Qlockwork Pro adds some additional features aimed at professionals. who bill for their time, including scheduled reporting, choice of tracking period and integration with Outlook appointments.

The Qlockwork Tracker

Once you have installed Qlockwork, it will start tracking your activities straight away and keep tracking them, even after a reboot. When Qlockwork is running, a small clock icon is visible in the system tray (normally at the bottom right of the screen): Qlockwork icon

If you right-click on the icon, you can select from the following options:

System tray menu
  • Qlockwork Enabled: You can use this option to temporarily stop Qlockwork from tracking your activities. See "Suspending Tracking" below.
  • Set Override Project: Sets an override project, which will become the project of all activities that occur when the override is set.
  • Help: Shows this help file.
  • Exit: Terminates the Qlockwork tracker. The tracker will start up again when you restart your PC, or you can restart it manually from the Start menu (Start -> All Programs -> Qlockwork).

Suspending Tracking

You can easily delete unwanted entries from your Qlockwork activity calendar, but if you prefer you can temporarily stop Qlockwork from tracking what you are doing. Just right-click on the Qlockwork icon in the system tray and click on "Qlockwork Enabled" to untick it.

When Qlockwork's tracking functionality is disabled, the icon in the system tray changes: Qlockwork disabled icon

To re-enable tracking, just right click on the Qlockwork disabled icon icon and re-select the "Qlockwork Enabled" option.

Qlockwork tracking always starts again when you restart your PC.

Qlockwork and Outlook

Qlockwork puts your computer activities in a new calendar in Microsoft Outlook.

Viewing Your Activities

To view your activities in Outlook you can launch Outlook as normal and select "View Activities in a Calendar" or "View Activities in a List" from the Qlockwork menu.

Qlockwork menu

Just like a normal Outlook calendar, you can choose how your activity calendar looks.

Use the "Day", "Work Week", "Week" and "Month" toolbar buttons to change the number of days displayed in the calendar view:

Qlockwork calendar toolbar

You can pick a day to view using the month chart display below or by clicking on the "Today" toolbar button.

Qlockwork calendar date picker

You can change the resolution of the calendar by right-clicking on the time axis at the left hand side of the calendar display and selecting "10 minutes", "30 minutes", ….

Qlockwork time scale

You can view your activities in a list by selecting the "View Activities in a List" entry in the Qlockwork menu.

In the list view, you can sort your activities by clicking on any of the column headings, or group them by right clicking on a column heading and selecting "Group By This Field".

At any time, while you are viewing your activities, you can search for a particular item by selecting Tools -> Find or hitting CTRL-E. You can search on any word present in an activity's project name, description or the application used.

Activity Item Information

Each activity item in the Qlockwork calendar contains information about the activity you were performing on your PC at that time. Depending on the activity, this information could include:

  • The name of the application you were using.
  • The name of the document you were working on (for Microsoft Office applications).
  • The web page you were viewing (for web browsing).
  • The folder and recipient information for Outlook emails you were reading or writing.

If you did several different things in a short period, the Qlockwork activity item's description might only include a summary of the period-for example "Firefox: Various". The body of the item usually then includes more data about the different things you did in that period; for example a list of the web pages that you looked at.

Refreshing Activities

You can refresh your activities in any of the following ways:

  • Change to the Qlockwork Folder and the activities are automatically refreshed.
  • Click the "Refresh Qlockwork" button on the main toolbar.
  • Select "Refresh Activities" from the Qlockwork menu.
Qlockwork menu

Manually Adding Entries

It can be useful to manually add entries to the activity calendar. To add a new activity entry by hand:

  • Navigate to the Qlockwork calendar view.
  • Double click on the view at the appropriate time, or select "New Appointment" from the toolbar or select File -> New -> Appointment from the main Outlook menu.
  • Fill in the details for the entry in the Qlockwork activity item form, including the start and end time (if the defaults are not correct).

Projects

Qlockwork lets you assign projects to your activities. A project can be anything you like. It might be a customer name, an indication of how important the task was, or an indication of how much you charged for it.

You can set projects for activities automatically, based on rules, or retrospectively by hand. You can set projects for single activities or for groups of activities.

You can sort or group your activities based on their project, or produce reports based on project.

Setting Projects for Activities Using Rules

Qlockwork can automatically categorize your activities into "projects", using rules based on the activity's subject. This is helpful for distinguishing different kinds of activities or activities for distinct clients.

The "Settings" option on the Qlockwork menu allows you to set up the projects for this categorization.

Set Project for Items

For each project you can set up the following rules:

  • Subject matches: A list of keywords that identify an activity as definitely belonging to this project (for example: SmithConsulting.xls, http://www.linkedin.com).
  • Subject doesn't match: A list of keywords that identify an activity as definitely not belonging to this project (for example: personal, private).

If an activity matches more than one project, it will be given the project with the highest precedence (set via the Project Settings option). The allowed values for precedence are "High", "Medium" or "Low".

Advanced Project Rules

You can create sophisticated rules for matching activities to projects. Here are some example rules:

  • apple,orange (an activity will match this rule if it contains the word apple OR the word orange)
  • apple orange (an activity will match this rule if it contains both the word apple AND the word orange)
  • "an apple and an orange" (an activity will match if it contains the exact phrase "an apple and an orange")

You can combine these rules, for example:

  • lemon,apple orange

This rule will match an activity that contains the word lemon, OR an activity that contains both the words apple and orange.

Setting Projects by Hand

The easiest way to manually set a project for an activity is, in the list view, to check the activity or activities then select a project from the toolbar dropdown.

Set Project for Items with a checkbox

In the calendar view, you can select activities by clicking on them, then choose a project from the toolbar dropdown.

You can also manually set a project for an activity by opening the activity (double-click on it), selecting the project you want from the "Project" drop-down box, then hitting "Save and Close".

Setting the Project for Several Activities

The easiest way to manually set a project for several activities is, in the list view, to check the activities then select a project from the toolbar dropdown.

Set Project for Items with a checkbox

If you want to assign a whole day to a particular project, you can do that from "Qlockwork->Set Project for Activities".

Generating Reports

Qlockwork allows you to generate an email report listing all of your activities for a particular time period. Select the "Create Report…" option from the Qlockwork menu.

Report

Then:

  • Use the "Report By" dropdown to decide whether the report should be organized by project, by application or by date and time.
  • Decide whether the report should only include activities that fall within your calendar work week, or should include all activities in the date range.
Reports
  • Select the date range that the report should cover.
Reports

If you are using the Qlockwork Pro version or the trial, you will also get the option to set up scheduled reports. A scheduled report is sent every day or every week to the email address you designate. Scheduled reports are generated by your Outlook client. Your Outlook client has to be running for the report to be generated. If your Outlook client is turned off for a period then when is it turned on, it will send any scheduled reports that are outstanding.

If you are using the Qlockwork Pro version or the trial, your reports will include your scheduled Outlook appointments.

Report emails contain your activity report with an attached CSV file version. To view and edit the data in Excel, double-click on the attached file.

What's in Qlockwork Pro

Qlockwork Pro extends Qlockwork with more features for teams and professionals.

  • Daily or weekly scheduled reports.
  • Outlook calendar meetings tracked in reports.
  • Time tracking in a choice of 2, 5, 6 or 10 minutes intervals.

Scheduled Reports

With Qlockwork Pro, you can schedule daily or weekly Qlockwork reports to be sent to a colleague, or even yourself.

  • Go to the Qlockwork->Create Reports menu
  • Enter the email address you want to send your daily or weekly reports to.
  • Choose the day that weekly reports are sent. For example, if you choose "Monday" a report will be sent every Monday morning.

Scheduled reports are generated by your Outlook client. Your Outlook client has to be running for the report to be generated. If your Outlook client is turned off for a period then when is it turned on, it will send any scheduled reports that are outstanding.

Reports

Choosing your Tracking Interval - 2, 5, 6 or 10 minutes

With Qlockwork Pro, you can choose whether your time is tracked in 2, 5, 6 or 10 minute intervals.

  • Go to the Qlockwork->Settings menu
  • Under 'Other Settings' choose your desired interval from the dropdown
  • Your activities will immediately start being tracked at the new interval. From now on, your activities will be in multiples of your chosen interval.

For example, if you choose to track your time at 2 minute intervals and work on a task for 2 minutes, it will appear in your Qlockwork activity calendar as a 2 minutes task. If you work on it for 8 minutes, Qlockwork will create an 8 minute activity for it.

Include Outlook Calendar Meetings in your Reports

With Qlockwork Pro, scheduled Outlook calendar meetings are included in your reports and reported by project. You can also assign projects to individual calendar meetings in Outlook. Just select a meeting by clicking it, then choose a project from the dropdown on the toolbar.

Uninstallation

To uninstall Qlockwork, either:

  • Launch the "Uninstall Qlockwork" entry in the Start Menu (Start -> All Programs -> Qlockwork -> Uninstall Qlockwork), or
  • Go to the Windows Control Panel, select "Add or Remove Programs" then select Qlockwork from the list and press the "Remove" button