A product by

Klokka extension

Who asked for it, who does it, by when. And how it went.

The client presentation is due on Friday and Giulia is preparing it. With Tasks there is no need to ask her how it is going: you see the deadline, the hours already spent against the estimate and, at the end, whether she closed it on time. She finds it among her tasks, puts it in her agenda when she can work on it and starts the timer from there.

Request a demo Klokka overview

A stated deadline, measured at the end

A task is something to do by a date, even across several activities: title, description, start and deadline, estimated hours, client and project. It is assigned to yourself or — with the privilege — to one or more colleagues; with several assignees you choose the completion: “Shared”, it closes when any one of them completes it, or “Individual”, it closes when all of them have. A large task is broken into subtasks, each with its own assignee and deadline, and the task’s hours are those of the whole tree. On closing, Klokka records whether it arrived on time or how many days late: that is the basis for the figures in “My tasks” and “Team performance”.

How it works

  1. Assign

    “New task”: title, deadline, estimated hours, assignees and, if you like, client and project. From the agenda there is “Create assignment with deadline here”.

  2. Plan and work

    Whoever receives it finds it in “My tasks” and among the agenda’s upcoming tasks. With “Plan” they put it in the agenda, with “Start timer” they log hours on the task.

  3. Close and measure

    “Complete” closes the task: on time, or with the days of delay alongside. Whoever assigned it follows it from “Others’ tasks”.

A deadline counts when, in the end, someone checks whether it was met.

What you can do

  • Hours against estimate

    In the task detail, hours worked next to estimated ones: how many remain or how many are over the estimate, with the time entries one by one.

  • Subtasks

    They can be added while creating the task, with the main task’s client and project. A task can simply group them, and then hours are logged on them.

  • Reminders and follow-ups

    Emails before the deadline and, once it has passed, a follow-up that also reaches whoever assigned it. One per task, not one per subtask.

  • Hour budget alerts

    When hours approach or exceed the estimate, or the work is behind the time elapsed, the alert goes to the assignee and to the project manager. Only once.

  • Team performance

    For each person in the period: open and overdue tasks, closed on time and late, on-time percentage, average and worst delay. Useful in one-to-one meetings.

Frequently asked questions

Is the Agenda needed to use Tasks?

Yes: Tasks require the Agenda extension to be on, because a task is planned in the agenda and upcoming tasks appear there. Switching Tasks off leaves the agenda in place; the “Tasks” section and its dashboard widget disappear.

Who can assign tasks to others?

Everyone can create tasks for themselves. Assigning them to colleagues is a user type privilege, normally limited to one’s own groups and extendable to the whole company. “Team performance” is a separate privilege too.

If I delete a task, do the logged hours disappear?

No. The time entries stay; they only lose the link to the task. A task given to several people, however, is deleted for all of them.

Does it work with Projekta?

Yes: tasks planned in Projekta are worked on in Klokka, with the plan’s activity already set, and the hours go back to the project. But Tasks also work without Projekta.

The other Klokka features

Try Klokka in your company

Request a demo: we’ll show you how Klokka simplifies time tracking and hour accounting.

Request a demo