Using WiseTime

The WiseTime App will capture any activity that you do on your computer and automatically sync it to your timeline in your console. You can review your private timeline by clicking on the WiseTime icon WiseTime icon in your system tray and clicking on Open Console.

Note that the WiseTime console requires an active internet connection to sync and open. If you are offline, the WiseTime App will continue to capture your activity but you won’t be able to view it in the console until you reconnect.

My Timeline

Your private timeline shows a detailed view of your logged activities. This is where you can review your activity, add manual time, delete entries, add tags, groups and descriptions to your entries. This is also where you come to post your time in order to share it with your team.

At the top the page, you will see a tab for each day (1) that allows you to navigate through your week. The arrows (2) TimeLog Nav Arrow on either side of the tabs allow you to change weeks. You can also jump to a specific week using the calendar icon (3). TimeLog Calendar Icon

You can also use the viewing options (4) to sort your timeline, view by state (tagged, posted, trashed) or use the filters and keyword search. These settings will carry across days so are very helpful when looking for certain activities through out the week.

Useful shortcuts:

  • Left/right arrows will allow you to go up and down by day

  • Shift & left/right arrows will allow you to go up and down by week

Time Log

Grouping Entries

The grouping feature can save users a lot of time by allowing group properties, such as tags and descriptions, to be automatically added to all the entries within the group. This means that you do not need to apply the properties for each invdividual time row, but can quickly and easily assign properties to multiple rows.

Remember, your time entries are totally private to you until you choose to post them to your team.

Creating and using groups

When you select one or more entries from the timeline you will see the entries appear in the action pane on the right with two options - 'Post' or 'Group'.

When you create a group, you can:

  • Add a name to the group (double click on 'group 1' to edit)

  • Add a group description (simply write into the open text frame)

  • Edit the total time for the group (double click the total time to edit)

  • Add tags to all entries within the group (Click on the Tag icon to select the tag and it will be applied to all entries within the group)

It’s possible to have multiple groups open at any one time so you are able to add to them throughout the day. To keep a group open, simply don’t 'Post' the group. Group properties are saved on entry, so you can click away from the group and return to it later. A group icon will appear next to the Tag icon allowing you to add entries to the group throughout the day.

Once your group is ready, click 'Post' to share it to your team.

Grouping entries

Saving group descriptions

You can save group descriptions to use again in future by hitting the ‘save’ button (1) below the description before you send. Next time you wish to use this group information you can search for it using the search bar next to the save button.

Saving group description

Adding Activity Codes

If you have an active connection to your practice management system, you may also be able to define an activity code when posting time that corresponds to an activity code in your existing system. The activity codes differ depending on your internal system. Some systems may require you to select an activity code in order to post time to ensure it is allocated correctly. To learn more about your activity codes and settings, you can contact your system administrator.

Activity Types for Integrated Systems

Tagging Entries

Tags are categories that are assigned to your time entries to make them meaningful. Tags are reflected in reports, allowing you to view reports and dashboards filtered by tags. Tags are universal for the whole team and can be set up and managed by team managers and owners.

Tags can be set up in various ways - based on projects, clients, or internal groupings - and can be set up to automatically tag your entries based on keywords. Managers can add an unlimited amount of keywords to a tag, to ensure that the majority of entries are automatically tagged if possible. For a tag (2) to trigger automatically, the keyword (1) must appear in the window title.

Tagged time with keyword match

If a tag is not automatically applied, there are a couple of quick and easy ways to add tags to your entries.

Tagging individual rows

To add a tag to an individual time row, simply click the Tag Assign Manually icon next to the entry and select the tag you would like to assign.

Tagging Individual Rows

Tagging multiple rows

Groups are the fastest way to tag entries. Any time entries that you add to a group will automatically get assigned the group tags.

To assign tags to multiple rows, select all the rows you wish to tag. The rows will appear in the action pane on the right side. Click on the tag button above the description box in the action pane and select your tag(s).

Adding manual tag

You can have multiple groups open throughout the day, so for example, you could set up groups for each project you are working on, and when you are ready to post your time, simply go through and select the time entries required, add them to the corresponding group and they will automatically be assigned the correct project tags specified in the group. You can add to the group at any point throughout the day as the group will remain open until you post it. Note that groups do not carry over from day to day.

Connected System Activity Types

If you have an active connection, you may also be able to define an activity type when posting time. The activity types differ depending on your connected system. Some systems may require you to select an activity type when you post your time. To learn more about your activity types and settings, you can contact your system administrator.

Activity Types for Integrated Systems

Adding & Deleting Entries

Adding Manual Time

To record offline time, you can add manual time entries to your timeline. These entries can then be tagged and posted as normal. If a manual time entry contains a keyword for a tag, the entry will be tagged as usual.

To add manual time, click on the Add Manual Time button located at the top of your timeline. The following popup will appear, allowing you to choose the type of activity (1) and add a description (2). You can select one or multiple time blocks (3) to allocate the entries to, and adjust the total time (4) allocated to each block by double clicking on the minutes. Once completed, click Submit and the time entries will be added to your timeline.

Add Manual Time Popup
Add Manual Time

Deleting Records

If you wish to remove time entries from your timeline you can delete them. Remember that your timeline is private, so you can simply not post the entries that you don’t wish to share.

To delete, hover your mouse over the time entry and a trash-can icon will appear on the right-hand side of the row.

  1. Click on the trash can icon Trash-can icon to mark the entry as deleted. This means you won’t be able to tag or post it by accident, but it can still be returned to your active timeline if required.

  2. To permanently delete the entry, click on the red trash can icon Trash-can icon a second time.

If you have accidentally deleted a time entry you can select the entry and click the Undelete button to return the row to an active state.

Delete Time Arrows

Timezone handling

When a timezone change is detected, the WiseTime console will display a banner showing the change.

Timezone Change Notification Banner

The banner shows what the timezone has changed from, as well as what it has changed to. Everything above the banner will show now continue to be shown at the local time that it was recorded in, while everything below the banner will now be recorded in the new local timezone.

Each time a new timezone is detected, the banner will appear documenting this.

Timezone Change Notification Banner

For all the entries in your timeline that were recorde in timezones other than the one you are currently in, the relevant timezone will appear next to the hour block.

Timezone in timeline

NOTE: to benefit from this feature you must enable location services on your laptop, and have the timezone selection on your profile set to 'autodetect'.

Timezone in Profile

Viewing the timeline in a specific timezone

To aid you in reviewing your activities in certain timezones, you can also adjust the timezone you are viewing the console timeline in. This does not alter the timezone that the activity was recorded it, but simply adjust the hours to reflect the timezone chosen.

To update the timezone you are viewing the timeline in, you can do so from your profile page.

Posting Time to Team

Your time entries are private to you until you post them. Once posted, Team Managers and Owners can view your time entries and the information will flow through to any systems you have integrated with WiseTime.

Posting your time entries is final, so make sure you review your time entries carefully, removing, adding or tagging prior to posting.

You can post individual time entries, groups of entries, or a full day of activity.

Posting individual time entries

To select an entry for posting, click on the row you wish to post. It will become highlighted in light blue and appear in the right hand action pane. You can select as many rows as you would like to submit together.

You can review your selection in the action pane prior to posting. You will not be able to alter tags after you post the entries so be sure to chekc that tags are correctly assigned. You can add bulk tags from the action pane, which will apply to all rows selected, or you can add tags to individual rows in the timeline.

Once you are ready, simply hit the ‘Post’ button.

Send Time - Partial
Send Time - Partial

Posting groups of time entries

If you have already created the group, simply click on any time entry within the group and the group will appear in the right side action pane. You can then choose to edit and post the group of time.

If you would like to create a group, select the time entries you wish to group, click on 'Create Group', and add the details for your group. Click 'Post' when you are done.

Posting a full day of activity

To post all your time entries for the day, select the 'All' checkbox (1) at the top left of your timeline. Next, review your time (2) by verifying all tag’s have been assigned.

All selected rows will appear in the action pane on the right and you can hit Post button (3) at the bottom to submit the entries as they are, or group them all together.

Send Time - All
Send Time - All

Individual Reports

In the reports tab you can access your own individual activity reports. As a member of a team you will have access to only your own report. As a manager of a team you will also see your other team members reports. Find out link:/docs/managing-teams/#team-reports[more on team reports here.

In the reports dashboard, you have the following graphs available:

  • Posted time reports

  • Top ten tags used

  • Top ten applications used

The graphs are able to be filtered by date (1) and can also be toggled to view by:

  • Date of Activity: (2) this means you will see the time posted by selected team members which happened in the specified date range

  • Date Submitted: (2) this means you will see the time that was posted in the selected date range but the entries could have been captured at any date outside of this date range

Individual Reports

Exporting and viewing your individual report

To export or view an individual report, you can use the icons that appear in the team members bar graph (3).

  • The magnifying glass icon View individual timesheets lets you view the individual timesheet

  • The PDF icon View individual pdf timesheet will begin a download of the individual PDF report, based on the date range already selected

  • The CSV icon View individual CSV timesheets will begin a download of the individual CSV report, based on the date range already selected

  • The download icon (4) Download a report will allow you to create a report that is filtered by specific tag(s)

Amy reports

My Summary

Your summary page is private to you and allows you to get an overiew of your total hours as well as a snapshot of top tags and applications used.

The Time Tracked in a Period (1) graph shows the total hours worked, hours posted, and hours not posted for the selected period (3). The Daily Summary shows the breakdown per day for the selected period (2). You can click on any bar in the daily summary to go to the timeline on that day.

My Stats - Time Tracked in Period

Top Tags shows the total time (posted and unposted) for the top ten tags in the selected date range.

Top Apps shows the breakdown of apps used in the selected date range.

My Profile

In your profile you can edit your personal settings and preferences and get an overview of your team memberships. Here you can edit:

My Profile

Personal Data Retention

The personal data retention settings allow you to control how long we store your personal timeline data for independently of your team data retention settings. This gives you even more control over the way your private data is managed.

The personal data retention period is the period of time we will keep your data for. This means anything older than the time period you set will be permanently deleted. So if you set your retention period to 2 weeks, then all personal timeline data older than 2 weeks will be discarded. Anything older than 2 weeks from the current day will be discarded on a daily basis.

By default, the longest available period is set for you. The options for retention are aligned with your plan type.

Can my personal data retention period be different from my team?

The personal and team data retention periods are applied independently of one another so it is possible to have different retention settings for personal data and team data. This is because each data retention period setting refers to a different part of the data:

  • Personal Data: this refers to all of your timeline data, included unposted data. Your personal data retention settings control this.

  • Team Data: this refers only to the time you have posted to that team. This is controlled by the team data retention settings and is independent of your personal settings. Team managers and admins are able to set this period for the team data.