OutlookTime®

Turns Outlook appointments into timesheets

If your organization uses Outlook and needs to tracks timesheets, OutlookTime® is the timesheet solution for you.

Our business model is simple: we get paid for helping clients, not doing timesheets

How OutlookTime® saves time and increases chargeability

Our technology team said OutlookTime® would make time tracking faster and help us with reports. Both have been proven true.

What OutlookTime® achieves

Everybody had said that it would be great if they could just right-click their calendar appointments and turn that into a timesheet.

That is exactly what OutlookTime® does!

A dream come true for timesheet users

Staff struggled to get their timesheet in at the end of the month, but they are very diligent about calendars.

OutlookTime® has made it possible for employees to go from their calendars to their timesheet with a few clicks.

On the ease of using OutlookTime®

We asked - why can't we just track our time in Outlook and pull it out of the calendar? Now we can.

Another dream come true

OutlookTime® has given us efficiencies that we didn’t have before.

It has helped us track time and it is now also great to know how much time is being spent on a client so that we can bill for the right amount of time.

How OutlookTime® helps

I looked at a few trials. I looked at Harvest and few other timekeeping platforms like that but most of them didn’t facilitate projects the way Timewatch could.

How OutlookTime® can facilitate any project structure

Yes. It definitely does save time. Compared to our old system, we save at least two hours per week per person using OutlookTime ®

On the time saved with OutlookTime®

What impressed our team was the ability to tie in the categories we already use.

That was the ah-ha moment! We just use categories as we already do, and OutlookTime® automatically charges it.

With the click of a button, our timesheet is done.

On using Outlook categories

OutlookTime® gives us a timesheet system driven by Outlook with ZERO duplication of labor, which saves everyone hours each week.

How OutlookTime® saves employees hours each week

Amazed at how simple, easy, and fast turning Outlook appointments into timesheets is.

On the speed of using OutlookTime®

Turns Appointments into Timesheets

OutlookTime® is a dream come true for Outlook users. Now, finally, they can turn Outlook appointments into timesheets.

Outlook appointments already have 90% of the information needed for a timesheet: the date, start/end time, duration, subject, location & notes. Rather than entering all this information again, OutlookTime® users simply add customer / project details to their appointments, then post them to their timesheet.

OutlookTime® is really simple, really easy, really fast and users love it. They love it because it takes the chore out of timesheet entry. Customers tell us that OutlookTime® saves their employees around 2 hours a week and is more than 10 times faster than their previous system.

No matter which version of Outlook used, PC, Mac, Phone or Tablet, OutlookTime® can turn appointments into timesheets in seconds. There is even an Outlook plugin for Outlook for Windows desktop users that brings OutlookTime® functionality right into Outlook itself.

† Customers report a reduction in timesheet entry time from an average of 2:15 per week with their prior system to just 9 minutes with OutlookTime®. A saving of 2:06 per week or 1 day a month, and clocking OutlookTime® at 15 times faster that any other system.

‡ OutlookTime® is designed for teams of users, not individual users.

Just click to turn Outlook appointments into timesheets.
Customer, Project and any additional analysis can be allocated to single or multiple appointments.
As a default, the appointment hours are posted, but users can amend this if needed.
OutlookTime® provides access to appointments up to 2 months in the past.
Appointments are color coded. Green appointments are ready to post, red items need a customer/project allocated to be posted.
OutlookTime® saves users from entering the date, start time, end time, duration, Subject and notes as it uses the information already in Outlook.
It takes seconds to post appointments to the timesheet. Just click the items to post, and click ‘Post’. That’s it.

To Plugin or Not to Plugin?

It’s an important question.

Plugins offer the advantage of adding features within Outlook that can bring a level of convenience to end-users. However, plugins slow down Outlook, require effort to install and manage, require updates when Outlook is updated, and don’t support Outlook on all devices†.

OutlookTime® works with, or without a plugin, so the choice is yours as to whether you want a plugin or not.

We recommend customers start without the plugin as it simplifies implementation and keeps it simple and easy for end-users. Then, as you settle in, try the plugin with a few people.

Either way, with or without a plugin, you can turn Outlook appointments into timesheets.

† OutlookTime® natively supports Outlook appointments from any device. OutlookTime® itself runs on PC, MAC and OWA. The plugin supports Outlook for Windows only. Outlook for Mac does not support plugins to a sufficient level to facilitate OutlookTime’s advanced feature set.

OutlookTime® is a Web App that works directly with Office 365. Here, we are looking at Outlook for Windows with the OutlookTime® plugin installed. This adds timesheet functionality to Outlook.
OutlookTime® can color appointments to show which have a customer/project allocated, and which have been posted.
Green appointments signify appointments that have a customer / project assigned and are ready to post to the timesheet.
OutlookTime® adds the ‘Submit to Timesheet’ and other functions to this right mouse click menu.
The OutlookTime® panel provides a timesheet dashboard and advanced features including a multi appointment edit & post facilities and setup features.
This live chart shows the total time posted to the timesheet so far this week.
The dashboard also includes gauges of total hours posted this week and the total number of appointments waiting to be posted.
The dashboard is configurable. Users can add & remove charts, gauges and details sections, and set their order.

Easy, Flexible, Powerful Reporting

Customers tell us that reporting is one of the main reasons they chose OutlookTime® over other systems. Multiple reporting tools provide OutlookTime® customers with easy access to the exact information they need quickly, and easily.

Traditional Reports

A library of classic ‘print preview’ style reports is available to report on every aspect of the system.

Dashboards

Turn data into insight, with charts, gauges and views that help busy managers & directors instantly view current performance.

Drill Downs

Unique, interactive reporting tool. Simple Double click on any value to drill down to underlying summaries & transactions.

Exporting Data

Export in a variety of formats: Excel, Word, CSV etc.

Notifications

Notify end users of important items. Late timesheets, timesheets to approve, project nearing budget etc.

Custom Reports

A powerful SQL Report Designer is available for those that want the perfect timesheet reporting system, without limits or compromise.

Outlook Time Tracking Reporting
The Home Tab displays
Drill Downs are advanced, interactive reporting tools that allow users to drill down on individual fields to the underlying summary levels all the way down to the underlying transactions. Drill Downs are available with the more advanced editions of OutlookTime(r).
The Reports tab provides access to the core reporting features.
Areas provide a handy way to filter reports by type, to focus the list of reports to choose from to a specific area of the system.
Reports are displayed in 3 styles. Each user can choose their preferred style: in a Gallery where each report is previewed and allows users to flick through reports quickly, a thumbnail list that shows details of each report and a list of reports.
Reports can be ‘organized’ into various menus and groups, placed on Ribbon buttons and their details, previews and thumbnails altered.
Administrators can arrange for reports to be made available to different users via the reports button on each Tab. Reports can be set by user security group, so they can control exactly which reports each user has access to.
The reports menu shows the report that has been accessed and, as you drill down from one report to the next, lists the sub reports as well.
In gallery mode, users are shown a preview of each report so that can quickly and easily see what report they are running. User can swipe or click to go to the next or previous report.
As users flick through reports in the Gallery View, the title and a short description of each report is displayed.
Thumnails of each report allow users quickly locate the report they are looking for.

Grow as you Grow

OutlookTime® is extremely flexible.
There are 5 editions offering varying levels of functionality. Customers can start with one edition, and upgrade the OutlookTime® system at any time as needs arise.
Additionally, OutlookTime® can be upgraded and expanded to include other modules including:

  • Time costing & valuation
  • Project Expenses
  • Project Billing
  • Financials Integration
  • Multi Currency
  • Resource Scheduling
  • Custom Modules

OutlookTime® can be expanded from simple time recording, to a time and billing system, through to a complete professional services automation(PSA) solution.

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Dig a little deeper...

OutlookTime® is a dream come true for Outlook users. It is easy to deploy, easy to use, cost effective, yet powerful and configurable. OutlookTime® is ideal for any organization that uses Outlook and needs time tracking. Click on each item to learn more.

Outlook Time tracking

Outlook Timesheet

It just makes sense

Outlook has almost all of the information needed for a timesheet. Appointments just need customer / project information to be able to be a timesheet

OutlookTime® uses the appointment data already in Outlook, and allows users to attach customer / project information to appointments to create timesheets. This saves time by eliminating duplication of effort, and increases timesheet accuracy.

OutlookTime® seamlessly integrates with all current versions of Outlook on all devices, whether on Office 365 or Exchange.

There is also a classic spreadsheet timesheet for users to add non appointment relating time lines.

Easy time tracking

No Hassle

Easy to setup and easy to use.

Super easy.

At it's simplest, there’s nothing to download, install or maintain.

OutlookTime® comprises of two parts. First is a cloud based application that integrates directly with all forms of Outlook (PC, Mac, Phone, Tablet) to turn appointments into timesheets.

There are no Outlook plugins to install or maintain, however we do provide an Outlook plugin for those that want one‡ .

All users need to do is login, start turning their Outlook appointments into timesheets, then work out where to spend the time OutlookTime® saves them†.

† Customers report an average saving of 6 hours per person per month.
‡ The plugin is available for Windows desktop editions of Outlook. Please note that the plugin is not essential as our cloud application seamlessly integrates with Outlook, we provide the plugin purely as an option for those that want it.

Mobile, desktop & web time tracking

Devices

Supports all devices

OutlookTime® supports all versions of Outlook on any device

Whether you use Outlook on a PC, Mac Chrome Book, Android or iOS device, you can convert appointments into timesheets with OutlookTime®.

CEO, CFO Dashboard

Reporting

No Compromise Reporting

Our customers often tell us that their previous product didn’t report on notes, sort data the way they wanted, or has frustrating limitations. OutlookTime® reporting has no limits. If the data is in the system, you can report on it.

We provide a range of powerful reporting tools, starting with classic print preview type reports that can be viewed, printed, downloaded or exported.

Reports are managed through a Gallery view, which users love as they can flick through and locate the report they want in seconds. Reports are all controlled via our security system, ensuring that sensitive information is only accessible by users that have the necessary rights.

Reports can be styled for your organization with logos, fonts and colors. All reports support data export, but if there are any specific report formats, data or other requirements, custom reports can be created via our SQL Report Designer or our report writing services†.

That’s classic reporting, there are also Drill Downs, Alerts & Custom Reporting options.
† The report designer is included with Corporate & Enterprise editions. Report Writing services are available for customers of all editions.

Integration

Link with anything. Anything.

We provide a perfect environment for developers to create efficient, real-time integration with Timewatch® systems.

API’s include both read and write functionality, and we automatically provide only new or changed items to make interface development simpler. If data originates in a Timewatch®, rather than polling to see if anything has changed, we can notify your code there are updates to process. We can even create an App so we post in real time to your system and you post in real time to us, which is an extremely efficient interface topology.

Contact us today, we’ll happily discuss your specific needs and how best to create the perfect real-time interface.

scheduling return on investment - increased availability, utilization, speed of scheduling, lower scheduling errors

Return on Investment

It pays to use OutlookTime®

OutlookTime® turns existing Outlook appointments into timesheets. In any other system all that data needs to be entered again. OutlookTime® saves real time and real money.

No timesheet system can match OutlookTime® for speed of timesheet entry or effective price. In real terms, any system would need cost less than OutlookTime® minus the value of the 6 hours per person per month it saves‡.

Additionally, OutlookTime® makes timesheet entry faster and easier, increases timesheet accuracy and punctuality, improves employee work-life balance, makes people happier, and increases staff retention.

Some Statistics
At just 50% of national average salary and recharge rate for professional services staff (UK & US), OutlookTime® pays for itself by saving just 6 minutes a month. On average, it saves 6 hours a month†.

Even using minimum wage and a recharge rate of 2 times minimum wage (US & UK) a saving of just 30 minutes a month over any other system, the supplier of that system would need to pay you to use their product, and OutlookTime® saves a lot more than 30 minutes a month, and professional services organizations pay and charge more than minimum wage†.

† Customers report an average saving of 6 hours a month when compared to their previous system. The highest reported customer savings has been 20 hours. 2½ days a month!
‡ Comparative costs : At minimum wage and Zero recharge rate, other suppliers would need to pay you $35/£44 per person per month to use their system. At average employment costs, they would need to pay you $250/£160 /p/m, including average recharge rates, this increases to $1,300/£900. It really does pay to use OutlookTime®

Pricing

4 Editions = Flexibility

OutlookTime® is highly scalable and configurable.

To suit the widest possible audience, we provide 4 ‘off the shelf’ bundles and a configurable Enterprise edition which is designed and configured to perfectly each customer's specific needs.

The pre-configured bundles include the simple Express edition, the flexible Essentials edition, the advanced Pro edition and the powerful, scalable and adaptable Corporate edition.

The ‘Enterprise’ edition allows customers to build their own system. Working with our system implementors to craft the perfect configuration for their organization. Customers pay for the features included in their design, which is ideal if the configuration various bundled editions.

OutlookTime® Editions

OutlookTime® is available in 4 editions that range in price & features

† Price per additional employee when added to a system starter pack

Frequently Asked Questions

How does OutlookTime® work?

OutlookTime® works in two ways:

  1. From our web application. OutlookTime® links directly with Office 365 to create an Outlook Timesheet. Appointments are listed in date order and are color-coded to highlight which appointments do, and do not have a customer/project allocated. Users allocate a customer/project and the post them to their timesheet. It takes users seconds and saves employees hours each week.
  2. Via an Outlook Plugin. Users of Outlook(Win) 2019, 2016, 2013 & 2010 can use our Outlook plugin. This brings OutlookTime® functionality inside Outlook so that users can allocate customer/project information to appointments in Outlook, and then post them to their timesheet from within Outlook. Again, it takes seconds and saves users hours each week.

How easy is it to use?

Really easy. OutlookTime® does not change the way Outlook works, it enhances Outlook by letting users allocate customers/projects to appointments, and then post them to their timesheet. It takes seconds and saves employees hours each week.

How long does it take to enter a timesheet?

It’s fast, faster than any other system. Outlook appointments already hold most of the information needed for a timesheet. OutlookTime® users just need to add a customer/project, then post it to their timesheet. That’s it! It takes seconds and saves hours each week.

How does OutlookTime® save hours each week compared to other systems?

In a traditional timesheet system, users need to enter the date, the customer/project, start time, end time, hours spent and perhaps some notes. In OutlookTime® the only thing employees need to enter is the customer/project. All of the rest of the information comes from the Outlook appointment. The reduction in data entry saves time, it makes OutlookTime® around ten times faster than traditional systems†.

† Customers report an average saving of 2 hours a week. Around a day a month in extra productive time.

Can it track PTO?

Yes, absolutely. You can even display the individual’s PTO information within each user’s dashboard so it is instantly visible to them.

Do I have to post appointments individually?

You can post appointments to your timesheets individually, or in bulk.

Do we need to install any software?

No, you don’t need to install any software. OutlookTime® is a cloud application that syncs with Outlook, allowing users to allocate Customer / Project information to appointments directly from our Web App. Appointments created in any device are available to users to turn into timesheets from OutlookTime®.

Users that want to use Outlook plugin would need to install the plugin. The plugin is an option, you don’t need to install it, but some users like to do everything from within Outlook. It is a personal choice.

Is OutlookTime® scalable?

Yes. We have customers ranging from 5-5000+ employees.

What reporting is available?

OutlookTime® provides a number of reporting tools. There are over 50 standard Outlook Timesheet reports, there is an advanced drill-down reporting system, charts/graphs/dashboards/KPI’s and alerts.

We use categories as customers. Does OutlookTime® support categories?

Yes. You can allocate a customer/project to categories, which saves even more time! With categories, posting timesheets is as simple as clicking a button.

Is OutlookTime® available for single users

OutlookTime® is a teams based system and is not aimed at single-user use.

Who uses OutlookTime®?

OutlookTime® is appropriate for any organization that uses Outlook and needs to track time.

We have incredibly broad customer range covering almost all of the alphabet: Architects, Airlines & Aviation, Banks & Broadcasting, Charities, Consultancies, Defense, Education & Engineering, Finance & Foundations, Government, Healthcare, Insurance, Lawyers, Lobbyists & Local Government, Medical & Mining, Natural Gas & Non-profits, Oil & Gas, Payroll, Pharmaceuticals, Power Utilities, Quality Control, Railroads, Real Estate, Religious Organizations, Sports Institutes, Steel, Telecoms, Transportation & TV Production, Universities & Utilities, Venture Capital, Water Boards, Yacht making. For a full list, click here.

Is there manager approval of timesheets?

Yes, there is a comprehensive manager approval system with notifications to managers, rejection notes and the ability for managers to edit others timesheets where needed.

Can you set rules for hours in a day?

Yes, timesheet rules can be set by employee daily or weekly. For example you can set it so that a user must enter a minimum number of hours per day Monday through Friday, or any combination.

Can we stop users entering time in the past, as this impacts reporting and invoicing?

Yes, with timesheet approval, you can stop users entering or editing time once it has been submitted. You allow administrators to edit posted time, and any changes they make are highlighted in a different color, and a record of the change is maintained for auditing.

How many projects can be setup?

There is no limit to the number of projects that can be setup.

Is there a way you can help us chase late timesheets?

Yes, you can configure auto email alerts for late timesheets. You can even have escalating emails that can have a ‘different tone’ for a second, third, fourth reminder. Alerts can also be setup for managers to notify them that they have timesheets to approve.

Can we export timesheet data?


Yes. Data can be exported in various formats including Word, Excel & CSV. There are also APIs available to access data directly.

Can Outlook timesheets be linked with an Accounting System?

Yes, there are a number of standard integrations available. We also provide API’s and examples to integrate with any modern system that supports dynamic integration.

I use Outlook as my personal calendar as well, does OutlookTime® interfere my personal appointments?

No, not at all. OutlookTime® does not change the way you use Outlook, and it can ignore personal private appointments.

Is training available?

OutlookTime® is so easy to use it doesn’t require any end user training. We do provide training and implementation assistance for administrators and those responsible for setting up the system initially.

What reporting tools are available?

There are 4 main tools: the classic ‘print preview’ style Reports that everyone is used to, Drill Down reporting, Dashboards and Alerts.

Does the system come with standard reports?

Yes, there are many standard reports, we can also work with you to create custom reports if you have specific requirements.

What are Drill Downs?

Drill Downs provide are a real-time, interactive, data interrogation tool. Drill downs start with a spreadsheet like summary of core data by project, customer or employee. By double clicking on any data cell, you ‘drill down’ to the underlying data, level by level down to the underlying transactions. Administrators and managers often tell us that the Drill Downs are their favorite reporting tool as it quick, easy and helps them find the data they are looking for in seconds.

What Dashboards are available?

Dashboards are available at a high level on all key areas including: scheduling, timesheets, billing etc. There are also ‘zonal’ dashboards for each customer, project & employee.

Can I export to Excel?

Yes. Although with the multitude of reporting tools, you probably won’t not need to.

Can we stop certain users seeing certain reports?

Yes, the security system allows you to specify which reports each security level has access to.

Can I write my own reports?

Yes, the corporate system includes a SQL Report Designer. We also offer a cost effective report writing service, and even customers that have the report writer often have us create reports for them.

What Report Writer technology is used?

Time&Space® uses Microsoft SQL Server Reporting Services.

How configurable is reporting?

Very. Administrators can setup: which reporting tools users have access to, the reports and dashboards that are active in your system, which reports and dashboards various users can see, even write or have custom reports written specifically for you.

How do Auto Alerts work?

Alerts can test for certain situations, then email designated people if true. For example, you could have the system test at 11:00am Monday morning whether there are outstanding timesheets and email the people concerned a message that you define. You could have a follow up alert with a different message later in the day. Common tests for alerts are late timesheets, unposted expenses, managers with timesheets or expenses to approve, late changes to a schedule. The system also supports custom eventualities. If you can define an event to test, we can create a trigger for you for you to attach an alert. 

Is this cloud based or can we install on our servers?

The solution is cloud based, but it is available for installation on your own servers if you prefer. 

Is training / setup assistance available?

Yes, we provide implementation services, which includes training, consultancy, report writing and customizations. Contact us to discuss your requirements.  

Do you do not for profit pricing?

Yes, we welcome and support not for profit organizations. Please contact us.

Does it run on Macs?

Yes, OutlookTime® is a responsive web application which supports all major browsers on PCs and Macs. The OutlookTime® plugin for Outlook is only supported by Outlook Desktop for Windows 2019, 2016, 2013 & 2010†. †Although plugins are supported on Outlook for MAC, unfortunately the plugin system is not as powerful as it is on the PC and it does not have the necessary facilities. There is a new Universal App system available that works on PCs and MACs, but it too is not powerful enough yet to support OutlookTime®. Please note we say ‘yet’. We are preparing a simpler Universal App system at the moment.

Does it run on mobiles and tablets?

Yes, the core OutlookTime® system is a responsive web application that runs on mobiles and tablets: iOS, Android and Windows.

Is it multi-lingual, does it support languages other than English?

Not quite, not yet. We are currently testing a multi-lingual version and are looking for people that want to be early adopters†, so please contact us. † We do offer incentives to early adopters

Can it integrate with Active Directory?

Yes. The Corporate edition supports single-sign on via Federation Services, which supports Active Directory.

Is it scalable? Are there any size limits?

Yes, OutlookTime® is fully scalable from small business to large international organizations. Our largest installation is around 12,000 users.

Can we install this on our servers?

Yes, the Corporate edition is available for on-premises installation.

Are there API's

Yes, API’s are available to securely access and update data and create interfaces with other systems. 

How customizable is the system?

Very customizable. Out of the box there are an extraordinary number of configurable options, but where specific functions, business logic or work flow is needed, custom apps can be created to expand the functionality available. Apps allow the system to be tailored to customers’ needs, without sacrificing future upgradability. Apps allow for custom forms or functions to be created and added to custom buttons which can be added to the menus. Custom business logic can be created to replace or augment existing logic, and custom interfaces can be created that act in real time, posting or retrieving data from other systems. If you have a unique or specific need, contact us to discuss the possibility of having a custom App created.

Can we link this with our Accounting System?

Yes. There are a number of standard interfaces for common systems, API’s if you wish to create an interface yourselves. Another option is for us (or you) to create an App for our system to link directly with API’s from your accounting system.

Can it link with Sage?

Yes, we have interfaces available for both Sage 50 and Sage 200.

Do you integrate with Xero?

Yes, there is a standard App to link with Xero, which if needed, can also be customized.

Do you integrate with Quickbooks Desktop?

Yes. For desktop applications you need to install our Integration Manager locally, but you’ll need to have a fairly recent version of the desktop app.

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