A product by

Time logging

Where the work was done and what was done, on the same entry as the hours

For office work the hour is enough. For whoever goes to a building site, to a client or on a trip, the rest matters too: where, how far the work has got, what was used, a photo. Klokka keeps it on the entry, with fields decided by the company and requirements switched on person by person.

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The hours stay the same, what they tell changes

Locations are switched on from the settings and created by whoever has the “Location management” privilege: a name, a type — “Office”, “Smart working”, “At client”, “At partner”, “Other” — a colour and, if needed, a linked client, which makes them suggested automatically when hours are logged on one of that client’s projects. Reporting notes are fields decided by the administrator, and every project chooses which ones to ask for. Who has to fill them in, and whether they must attach files or photos, is decided on the person: “Off”, “Optional” or “Required”. Whoever works only in the office sees none of this.

How it works

  1. Set up the locations

    You create the locations and choose the “Company default”, the same every day or “Custom per day” — Monday in smart working, Wednesday at the office. Under “Default per member” you record the exceptions. For each location you also decide the “GPS geolocation”.

  2. Decide what to ask, and of whom

    In “Reporting fields” the administrator defines the fields: “Text”, “Number”, “Dropdown”, “Multiple choice”, “Yes/No”, each with its own “Required”. Every project can ask for all of them or only some. Then, person by person, notes and attachments are switched on.

  3. It gets filled in when the job is done

    In the entry window, or in the one that opens when the timer is stopped, the person fills in the notes, presses “Add location” if the location calls for it and, from a phone, “Take a photo”. From the list of entries, “Export PDF” produces the document for that single entry.

The job report is written while working, not in the evening at home.

What you can do

  • A location that fills itself in

    If the person does not choose, their default applies — even a different one each day — and failing that the company’s. On the single entry it can always be changed. A location no longer in use is archived, and the history keeps it.

  • GPS per location, once only

    Each location has “Off”, “Optional” or “Required to save”. The position is taken when the person presses “Add location” in the entry window, once per entry, never continuously; the address is worked out from the coordinates. With “Required” the entry cannot be saved without it.

  • Fields decided by the company

    You start from four built-in fields — work status, issues, materials, outcome — and add what you need: job number, machine hours, job completed yes or no. A field can change name but not type, and it is not deleted: it is archived, and older entries keep it.

  • Mandatory notes that never cost hours

    If they are missing, Klokka warns and saves anyway: the entry stays “Notes missing”, cannot be approved, and once a day a reminder arrives among the notifications, updating itself instead of piling up. Mandatory attachments, by contrast, are needed to save.

  • Photos from the phone and attachments

    “Take a photo” opens the phone camera and the picture lands on the entry; documents can also be added by dragging them into the window. Up to 20 attachments per entry, each up to 25 MB, each with its own note.

  • The PDF of a single entry

    One page per entry, with the company logo: notes, address and coordinates, embedded photos and the other attachments listed by name. The billable amount appears only for whoever can see revenue; anyone who cannot does not find it in the PDF either.

Frequently asked questions

Does Klokka track people’s location during the day?

No. The position is taken only for locations with GPS switched on, once per entry, when the person presses “Add location”. If the location makes it optional and the person refuses permission, the entry is saved without it.

If someone does not fill in the mandatory notes, is the entry lost?

No: the entry is saved anyway and stays marked “Notes missing”. The notes are completed later, by the person or by the approver through “Edit”; while they are missing the entry cannot be approved and the reminder keeps coming.

Can we ask for different fields on different projects?

Yes. Fields are defined once for the company, then in the project settings you choose between “All company fields” and “Only these”. A project with no choice made asks for all active fields.

Can the PDF be sent to the client?

Yes, it is a file you download and forward however you like; the amount is included only if whoever generates it can see revenue. To send the client a summary of hours through a protected link, there is the Client statements extension instead.

The other Klokka features

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