Planning work in the agenda

The «Agenda» is the before, entries are the after. In the agenda you write how long you think you will work on something; in the entries, how long you actually did. Comparing the two is the whole point.

It sits in the left-hand menu, item «Agenda». Inside, it has several tabs at the top of the page: «Overview» (the month with deadlines) and «Activities» (your planning by day, week or month) — and, if your organisation uses them, «Tasks», «Goals», «My absences».

Adding an item

To plan something you need to:

1. In the «Activities» tab, pick the view with the three icons at the top right — «Day», «Week», «Month» — and move with the arrows next to the date. «Today» brings you back to today.
2. Click «Add activity»: in the Day view it is at the bottom of the list, in the Week view it is the «+» at the bottom of the day’s column. Or the blue «Add» button at the top right, which puts it on the date you are looking at.
3. In the «New activity» window that opens in the middle: in the first tab, «Information», the title and the day; in the second, «Details», under «Context», client, project, activity, how many hours you expect and a note.

In the «Overview» tab the same «Add» button first asks «What do you want to add?»: an agenda item, a task or a goal.

Planning for someone else

If you are allowed to, in the item’s window, under «Assign to», you find two cards: «To yourself» and «Assign to others». The second opens the colleague search: pick one, and the item lands in their agenda instead of yours. It is the way to hand out the week’s work without sending messages. Back in the agenda, the «Others» button (the two-people icon, next to the views) also shows you the items you assigned.

From the agenda to the timer

Every planned item has an «Start timer» icon (a triangle, like play): the entry is born with the right client, project and activity. If it does not start and says «Add a project to start the timer», it is because the item is still generic — open it, set the project and try again.

If you cannot see the agenda

It is a part that each organisation decides whether to use. If you think you should have it, ask whoever manages Klokka.

Questions this guide answers

• what is the agenda for
• how do I plan the week's hours
• difference between agenda and entries
• how do I plan a colleague's work
• where do I put something to do on a given day