Outlook Time Tracking

OutlookTime^®

A dream come true for Outlook users
OutlookTime^® turns Outlook appointments (and emails)
into timesheets!

OutlookTime® is a dream come true for Outlook users. Now, finally, you can use Outlook for time tracking.

Outlook appointments already hold most of the information needed for time tracking, Outlook® uses this data to save users’ time entering it all again.

OutlookTime® is really simple, really easy, and really fast, which is why users love it. It takes the chore out of timesheet entry. Users just need to allocate a customer/project to an appointment, then post it to their timesheet. It takes seconds, and customers tell us that OutlookTime® saves their employees around 2 hours a week and is more than ten times faster than their previous system^†.

No matter which version of Outlook used, PC, Mac, Phone, or Tablet, OutlookTime® turns appointments into timesheets in seconds. Best of all, there is nothing to download and plug into Outlook, so there is nothing to slow Outlook down or make it unstable! OutlookTime® works directly with Office 365.

Any Questions? Get a Personal Demo

† 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.

How to turn Outlook appointments into timesheets

Split image of appointments in Outlook and those same appointments in OutlookTime® waiting to be posted to a timesheet at the click of a button!

Turning Appointments into Timesheets

OutlookTime® integrates directly with Office 365 to turn appointments into timesheets.

Appointments already hold most of the information needed for a timesheet, OutlookTime® allows users to allocate a customer/project to appointments and edit the time to post. Appointments are color-coded to highlight which ones need a customer/project to be allocated, and which ones are ready to be posted to the timesheet.

Click on the hotspots on the screen to the right to learn more about how OutlookTime® works. If you’d like a personal demo to see how OutlookTime® can help your organization, please do not hesitate to ask.

Any Questions? Get a Personal Demo

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.

No Outlook Plugin Needed?

That’s right! OutlookTime® doesn’t need a plugin. There is nothing to download, nothing to install, no liaising with IT about anything, no setup to perform.

Users need only log in to OutlookTime® and click ‘Get Appointments’ from Outlook to start turning them into timesheets.

A Plugin If You Want One

Plugins have their place, but they come with pros and cons. On the plus side, users can perform certain functions without ever leaving Outlook. However, on the downside, plugins slow Outlook down, cause instability in Outlook†, add support overhead, and don’t support all versions of Outlook‡.

Posting timesheets from within Outlook

This the ‘magic’ of an Outlook plugin, being able to turn an appointment or email into a timesheet from within Outlook itself.

Timewatch® provides strategies to overcome the negatives of plugins so that their benefits are fully realizable. If your organization can support these strategies, you can have the best of both worlds – the simplicity of a no-plugin solution, and the convenience that only a plugin can provide. And soon, we will be releasing a plugin for all versions of Outlook!

† Plugins can cause instability in several ways. Firstly, Microsoft is continually pushing updates to Outlook, which often require updated plugins to keep working. Next, plugins can conflict with each other. As an example, the leading CRM system forces ALL Outlook plugins to use Internet Explorer 7, breaking all plugins that need a newer version. Additionally, plugins run code within Outlook which not only slows Outlook down but can also cause stability issues.

‡ Most plugins only support Outlook for Windows, so if you use Mac, Linux, phone, or tablet, you are stuck. As OutlookTime® natively supports Outlook appointments from any device, there are no limitations with OutlookTime®, which runs on PC, MAC, and OWA.

OutlookTime® is both a Web App, and an Outlook Plugin. Here, we are looking at Outlook with the OutlookTime® plugin installed.

OutlookTime® can color appointments. This appointment has already been posted to the timesheet.

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.

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.

Learn more / See it in Action

Watch the video for an overview of Outlook time tracking. If you want to learn more, or would like a personal demo, please contact us.

Any Questions? Please ask.

Learn More

Outlook time tracking functionality is included in all of the our systems with time recording functionality. Hover over each to learn more:

OutlookTime®

Turns Outlook appointments into timesheets, and Outlook into a time tracking system!

OutlookTime® is simple, but brilliant!

It lets you use the data already in Outlook for time tracking. Just allocate customers/projects to appointments, then post them to your timesheet. OutlookTime® is perfect for any organization that uses Outlook and needs time tracking.

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Time®

Sophisticated, expandable, and time-saving timesheet system with Outlook time tracking functionality. Saves employees 1-3 hours per week compared to other systems.

With Time® our aim was to make the ultimate timesheet system, and we think we’ve nailed it.

Firstly, Time® is fast, saving around 2 hours per week compared to other systems. It our super fast classic timesheet, our unique Outlook Time Tracking system, Timers, Voice and it supports all devices. Then there is powerful reporting, integration, customization and more.

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Time®&Money

Includes all of the features of OutlookTime® and Time® with added expenses tracking and a billing system that can be configured to perfectly match your billing rules.

Time®&Money combines fast and efficient timesheet entry, with powerful time valuation and billing tools to provide a complete time and billing solution.

The system supports time and materials to fixed price billing, and can even support complex custom rating billing rules. Invoice templates are driven by an SSRS based template designer to create pixel-perfect invoice templates.

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Time&Space®

All of Outlook time tracking facilities of OutlookTime® and Time®, with the timesheet billing features of Time®&Money, plus resource scheduling facilities in a complete Professional Services Automation (PSA) solution.

Time&Space^® combines all of the Outlook time tracking facilities of OutlookTime®, the timesheet billing functionality of Time^®&Money, and the advanced resource scheduling features of Whitespace^® in one unified professional services automation (PSA) solution.

Time&Space^® includes: Outlook timesheets, time & expenses tracking, resource scheduling, project costing, billing, business intelligence reporting and financials integration.

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Which is Best for my organization?

Questions?

If you have any questions about Outlook time tracking and how

it can help your organization please do not hesitate to ask.

Contact Timewatch

OutlookTime^®