OutlookTime® is a timesheet system that works inside Outlook and Microsoft Teams. It turns information already contained in your calendar (and Inbox)— such as appointments, meetings and emails into timesheet data, so employees don’t have to recreate it in a separate timesheet system.

When an appointment or meeting is created in Outlook or Teams, OutlookTime® uses its date, time and duration to automatically create a draft timesheet entry. The user can either add a customer / project manually, or use automation tools such as Categories and AI.

If the appointment is moved or its duration changes, OutlookTime® keeps the timesheet data synchronised. Once the appropriate customer or project has been allocated, the draft becomes entered time.

If appointments or meetings are moved, the duration changed or deleted, OutlookTime® maintains full synchronization with the timesheet.

Meetings account for around 23% of people’s working week, according to Microsoft research. Because OutlookTime® can automatically allocate the correct customer or project to eligible meetings, it can potentially automate around a quarter of a person’s timesheet before they do anything manually.

If you use Categories, these can be used to fully automate appointments as well.

AI can automate more, potentially all of your timesheet, but it requires initial training, which our AI helps with. Two similar appointments? One allocation instead of two. Three? One instead of three. The bigger the group, the bigger the time saving, and after a while AI takes over and starts automating repeating groups.

It could be 25%, 50%, 90% or more, it just depends on how you use Outlook and your consistency.

AI analyses Outlook appointments and Teams meetings, identifies similar items and groups them together. You can then assign a customer or project to a group, and OutlookTime® can learn from that decision to help automate similar allocations in the future.

No. OutlookTime® is designed to give organisations flexibility in how they capture time.

You can allocate time precisely to customers, projects, tasks, phases or activities, use Outlook Categories for simpler time justification, or use AI to automate more of the process. This means you can choose the level of automation that suits your organisation.

End users use our plugins. They runs inside Outlook (& Teams) and allow users can do everything they need in Outlook.
There is a back end web service, this is where all the magic happens (so as not to slow Outlook down), and provides power users with advanced features.

Not everything happens in a scheduled meeting. OutlookTime® lets employees add time for other work as well.

You can add time associated with an email or create a non-appointment entry and allocate it to the appropriate customer or project. This allows the timesheet to be topped up for work that isn’t already represented in Outlook.

Yes. OutlookTime® works with Outlook and Microsoft Teams, allowing relevant meetings and appointments to contribute to your timesheet without requiring employees to re-enter the information elsewhere.

No. OutlookTime® works inside Outlook, so employees can manage their calendar and timesheet together. There is no need to repeatedly switch to a separate timesheet application or manually copy calendar information, with OutlookTime® users never need to leave Outlook (or Teams).

Yes. OutlookTime® can replace the traditional process of remembering work and entering it manually into a timesheet.

Instead, the process starts with information that already exists in Outlook, converts it into timesheet data, and then uses AI and employee input to complete the remaining work.

Yes. OutlookTime® can be used as a precision timesheet where users allocate time to customers, projects, tasks, phases and activities. The the automation tools also work to this level of precision. This makes OutlookTime® suitable for organizations that need detailed billing, cost allocation, project reporting or management information.

Absolutely. Organisations that don’t need detailed project allocation can use Outlook Categories or other simpler approaches to record and justify time.

This makes OutlookTime® suitable for a range of requirements, from simple time justification through to detailed customer and project timesheets.

Because information is captured while employees are working and scheduling their day, details such as the customer, project and duration are available when they are freshest.

This reduces the risk of forgotten work, missed entries and the end-of-week effort of trying to reconstruct what happened.

The amount varies by organisation and by how much of the employee’s work is already represented in Outlook. Customers report time savings ranging from 1–4 hours per employee per week compared with traditional timesheet processes, with AI providing further automation for the remaining work.

No. OutlookTime® works within the Microsoft environment and supports Microsoft SSO, so employees don’t need to maintain a separate timesheet login.

Timewatch provides enterprise security and compliance features including Microsoft SSO, GDPR compliance, ISO 9001 and ISO 27001 certification, and and A+ PEN Test rating. Organizations can also configure privacy settings and deployment options to suit their requirements.

Yes. OutlookTime® supports Outlook across PC, Mac and mobile devices, including phones and tablets, as well as New Outlook.

Yes. OutlookTime® can be used by organisations looking to move away from traditional manual timesheets or improve an existing process. The key difference is that OutlookTime® starts with information already captured in Outlook rather than requiring employees to recreate it afterwards.

Yes. Manager approval is available in the Pro Edition.