New Outlook & Teams meeting analytics now available – Timewatch

Yes. Timewatch enables analysis across all calendar activity, including both Outlook and Microsoft Teams meetings, giving you a complete, organisation-wide view over time.

With advanced analytics, AI-driven grouping, and flexible reporting, you can break down time by meeting type, project, customer, or activity to reveal exactly how time is being used.

Yes. Enhanced drill-down capabilities allow you to move from high-level summaries into detailed views of specific meetings, attendees, and activities.

Timewatch is designed to integrate seamlessly with existing Outlook and Microsoft Teams environments, meaning there is no disruption to users and no need to change how meetings are scheduled, but it also adds the ability to schedule meetings centrally.

No. Employees can continue using Outlook and Teams as normal. Timewatch works in the background to capture and analyse calendar data without requiring behavioural change.

Implementation timelines vary depending on organisational size and requirements, but most deployments are straightforward due to the native integration with existing calendar systems.

Yes. Timewatch offers highly configurable fields, grouping options, and reporting structures so it can align with your teams, projects, and operational workflows.

Initial setup typically involves IT for integration and permissions, but ongoing use is largely managed by business users through configurable dashboards and reports.

OutlookOptics and Whitespace are separate SaaS Apps that seamlessly integrate with Office 365 Teams and Outlook, but there is a plugin available for Teams and Outlook that allows users to run Optics and Whitespace within Outlook and Teams.

Yes, the system works with Office 365 and Exchange on-line as these systems support MS-Graph.

Yes. Outlook Optics ™ works with existing Outlook calendar data. It does not alter Outlook appointments, although there is a scheduling option should customers wish to edit or create appointments and meetings to schedule employees centrally.

Yes, you can analyze past appointments and meetings.

Yes. There are various editions available: Essentials, Pro and Corporate. Although the Corporate edition includes a specific analysis level for departments, offices or regions as well as customizable fields, the Pro edition includes a Tags feature which some customers use to group employees.

Which edition and which feature will best achieve your needs depends upon what you want to achieve.

Timewatch’s Outlook Optics ™ AI analyses appointment details, employee past activity, Outlook categories and definable groupings to find patterns and group appointments. As employees work differently, AI grouping results will differ person to person, but will converge where possible and the system provides ways for you to consolidate and combine groupings.

The level of accuracy does depend upon the data entered. If for example people put minimal information in their appointments there is not much for AI to work on, but most people enter appointment details with enough information so that they can recognize easily what each appointment is for and who with. If employee calendars are intelligible, AI is generally pretty accurate and classifying appointments and meetings.

Yes you can, this is a feature included in the Pro and Corporate editions.

Using such a term will group appointments with that term unless there is more information provided, for example “Catch up – Acme Corp”, or perhaps with a category.

Yes, the more data that exists and is analyzed, the more the system is able of converge on consistent analysis.

It can as the system can recognize when a meeting is an external or internal meeting, but out of the box the analytics does not do this as not all customers want to do to this. Speak to your implementation consultant about this.

Yes. Timewatch enables analysis across all calendar activity, including both Outlook and Microsoft Teams meetings, giving you a complete view over weeks or months rather than isolated meeting data.

With advanced analytics, grouping, and AI-driven insights, you can break down calendar data by meeting type, project, customer, location, or work category to see exactly how time is allocated.

Yes. New meeting fields provide clear visibility of organisers, attendees, and each person’s status (invited, accepted, etc.), making it easy to track participation and accountability.

Absolutely. Meetings can now be categorised with meaningful booking types (e.g. sales, consultancy, training), allowing much deeper and more relevant analysis.

Yes. Enhanced drill-down capabilities let you explore data at multiple levels, from high-level summaries down to individual meetings.

All reports and analytics are real-time.

Yes. Drill-down capabilities allow you to set the groupings you want (appointment type, categories, AI grouping, Employee, Team, week etc.) and drill down from high-level summaries down to individual meetings.

Yes. You can configure flexible grouping (e.g. by team, week, meeting type, or location), use nested groupings, and apply subtotals to better understand patterns and trends.

Timewatch includes booking and resource time zones in analytics, allowing you to accurately analyse global activity and avoid issues like daylight savings changes.

Yes. Outlook categories are now fully available for reporting, grouping, and drill-down analysis, giving you more ways to organise and interpret your data.

Yes. Location data is now available as a field for reporting and analysis, making it easy to track activity by city, region, or customer location.

Yes. AI grouping automatically categorises appointments, helping you identify patterns and trends without manual effort.

Yes. By grouping data by resource, project, or activity type, you can clearly see how individuals and teams are being utilised.

While Microsoft Teams provides basic meeting analytics, Timewatch goes further by combining Outlook and Teams data, enabling historical analysis,  AI-powered insights and flexible grouping, drill down capabilities and sub-totalling by group.

Yes. Nested grouping and subtotals allow you to break down time by week, project, meeting type, or any other dimension you choose.

Yes. Expanded data fields and flexible configuration allow for detailed data extraction and customised reporting to suit your organisation’s needs.

By providing clear visibility into meeting behaviour, resource utilisation, and time allocation, the system helps identify inefficiencies and opportunities to optimise how time is used.

Yes! Timewatch adds a timetable to employee details so it knows exactly when people are available in their time zone, and coordinate meetings at a specific time zone (often a customer’s time zone) and can find people with the needed skills and availability to help you create Teams and Outlook meetings.

By identifying inefficiencies, reducing unnecessary meetings, and improving resource allocation, organisations typically see measurable gains in productivity and better utilisation of employee time.

Yes, you could use Optics to make meetings more efficient. The analytics highlights patterns such as excessive meeting durations, unnecessary attendees, or unbalanced workloads, enabling organisations to take targeted action.

Yes. By analyzing time spent across teams, roles, and projects, you can identify underutilized or overburdened resources and optimize workloads accordingly.

With AI-driven insights and flexible reporting, decision-makers gain clear, data-backed visibility into how time is spent, enabling more informed operational and strategic decisions.

Yes. Historical reporting allows you to track trends and measure the impact of changes, such as reductions in meeting time or improved project allocation.

Yes, Timewatch is ISO 9001 and 27001 certified, the software is PEN tested with an A rating and is GDPR compliant. As of March 2026 it is 99% through the process of being approved by Microsoft to also run within Outlook and Teams, which adds another level of security and compliance.

Yes. Timewatch is designed with enterprise-grade security, ensuring that calendar data is protected and accessed only by authorized users.

Yes. Timewatch is built to support compliance with regulations such as GDPR, including appropriate handling, processing, and storage of personal data.

No, the system does not access Outlook email data.

Data storage depends on your deployment setup. Most customers operate within the Timewatch cloud, which runs on AWS, but other private hosting options are available.

Access to data can be controlled through permissions and configuration, allowing organisations to restrict visibility of sensitive meetings or information where required.

Absolutely. Role-based access controls ensure that users only see the data relevant to their role, maintaining confidentiality and governance.

Yes. The system is designed to provide organisational insights while respecting individual privacy, with configurable levels of data visibility and aggregation.

The price depends upon the number of active calendars you want available to include in analysis, the number of users that access the system for analytics and the edition you choose: Essentials, Pro, Corporate or Enterprise.

Timewatch systems can be scaled to any size. We have systems for small businesses through to multi-site, multi-country international enterprises.

This is a common question, but bearing in mind that the system needs to be configured for your business and AI needs to be trained and tuned for your business, a trial cannot meet the objectives of a trial. Also, when we ask whether customers really want to integrate with employee’s live calendar data in a trial, people soon realize something different is needed.

Instead we provide a free demo system with some trial Outlook accounts we provide and some demo data so that we can show you first hand what Outlook Optics and Whitespace can achieve once it has been setup, configured and AI trained. Also, to some extent we often tailor the demo/trial to show it meeting your requirements where possible.

This depends very much on your objectives and the way your company and your employees use Outlook. Discuss this with your product specialist, but it can be very quick, from hours or simple implementations to days for more complex ones.

We include human based implementation assistance for when customers start up. Once implemented, support is very low, typically 0.1 hours per 100 employees per month. Most support is covered via our on-line system, but you always have access to human support if needed.

Yes, this is something many customers like to do.

Yes, click here to arrange a demo personized to your organization.

In some cases very quick, for others it may take a number of demos with differing groups of people, but we like to limit demos to about 30-60 minutes initially so that we can each see if there is enough to warrant digging deeper.

Yes. Although there is an extensive library of existing reports, charts and analytics that can be drawn from to customize the analytics you have, there is also a Report Writer that allows custom reports, charts and dashboards to be created specifically for your organization.

Yes, but it probably works a little differently to the usual do it yourself trial. We understand the need for people to be able to experience a system first hand to see if it works for your organization, however as there is configuration and AI training required for a system to work for your organization a free DIY trial is ineffective as the system is not tailored to your business.

To provide a trial experience customers need, we provide hands on test drive drawing from similar systems that have similar functional requirements and demonstrate how configurability and training can meet your needs. And yes, it is free.

Any company that uses Microsoft Outlook and feel that the data contained within employee calendars holds information and answers to questions that you want to access. There is no limit to the industry or size of organization that can take advantage of Outlook Optics ™.