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Organisation and control

Everyone sees what they need, and nothing more

Hours are sensitive data: they say what a project earns and how much a person works. Klokka governs them with per-function privileges, working groups and a log that tracks every change.

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Administering is not the same as coordinating

Whoever handles holidays does not need to see rates. Whoever coordinates a group must read its hours but not those of other departments. A single “administrator” role forces you to grant too much or too little: in Klokka privileges are separated by function and gathered into typologies, so you grant exactly what is needed.

How it works

  1. Form the groups

    Departments, teams, sites: group people the way the company is actually organised and link each group to the projects it covers.

  2. Assign privileges through typologies

    Manage the catalogue, approve hours, handle absences, read the log, share statements: each privilege is granted separately, and the typology bundles them for whoever must hold them.

  3. Verify when needed

    The audit log keeps who changed what and when on clients, projects and entries: awkward questions get a documented answer.

Hours say what a project earns and how much a person works. They are not data like any other.

What you can do

  • Groups with dedicated projects

    Each group has its own projects and views: members work on a short, relevant list rather than the entire company catalogue.

  • Privileges separated by function

    Hour approval, absence management, catalogue, tags, statements and audit are distinct privileges: you compose the typology you need without handing over every key.

  • Collaborator hour budgets

    Whoever works on an hour budget has an allocation and sees what is left; whoever administers checks it across all projects at once.

  • Cost centres

    Hours can be allocated to company cost centres, with a default set ready at first login and editable afterwards.

  • Audit log

    Who did what and when on clients, projects, sub-projects, activities and entries, readable by whoever holds the “Audit log” privilege.

In depth

In depth

  • Typologies and privileges

    The typology says what a person can do in Klokka: log their own hours, manage the catalogue, approve absences, see internal costs. Four come built in and stay as Klokka defined them; for any other combination you create a custom typology.

Extensions

  • External collaborators

    You agree forty hours on a project with a consultant. With this extension that number lives in Klokka: the collaborator records only on projects where they have an active allowance, sees how much is left, and when the hours run out the timer no longer starts — if the company has chosen so.

Frequently asked questions

Does a coordinator see the whole company’s hours?

Only if you grant it. The natural setup is that they see their own group: visibility follows groups and assigned privileges, not job titles.

Is the audit log accessible to everyone?

No, it requires a dedicated privilege, “Audit log”. It is meant for people with oversight responsibilities, not for daily browsing.

Do external collaborators use the same Klokka?

Yes, with a typology that carries fewer privileges: they log their own hours, see their remaining budget and flag unavailable periods, without reaching other people’s data.

The other Klokka features

Try Klokka in your company

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

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