Klynke Quick Guide
The Klynke-Microsoft 365 and Teams integration helps you manage projects and teams in one place.
Track your working time seamlessly across Microsoft 365 with Klynke.
Easily track and report time directly from Microsoft Outlook Calendars and Planner tasks.
Create custom timesheets - ready for export to Microsoft Excel.
Learn how to make time tracking simple.
Walk through the basics with this quick-reference guide.
Build your knowledge base in minutes.
Check the dialog boxes for quick tips!
How to track time
From the drop-down-calendar in the upper left corner you can pick a date to register your work.
Hover over a day in the My Work week calendar, select and click to choose specific day and click the green + to register your work.
It is easy and fast to track time with Klynke.
The “My Work” tab is the place where all your tracked work are kept.
To start tracking time select “My Work”.
Choose the date you want to track time on and select the green plus sign “+” and a dialogue box appears that enables time tracking:
Simply enter the number of your worked hours and/or minutes and describe the work as needed.
Then press “Register” and your entry will immediately show in the “My Work” calendar.
For a more detailed tracking, see below:
The classify option
To make it easy to group tracked time and classify your work by Task Type and/or Billing.
“Task Type” is to group the type of work you are tracking. It gives a good overview of how time is utilized. Give your task a descriptive name like for example: Designing, Marketing, Sales, Conference etc.
“Billing” is to group tracked time for billing. A definition like for example: Internal work, External work or other detailed work with the customer code, name, project number or any other identification that you need to group for billing.
The Link to work option
Advanced time tracking on projects and project tasks.
Just click “Link to work”
Then select the Project that you have created for a chosen team and track the time spent. The time will be linked to the chosen project. If you need to track time further down to a specific project task, select the task from the “Signed Task” list. Please note that only tasks that are assigned to you will show in the task list for the chosen project.
Track time from Microsoft Outlook Calendar Event
The default Microsoft Outlook Calendar is your normal personal calendar but you can also select any Microsoft Outlook Calendar that you have access to and register time directly from events.
To save time, simply track time directly from any Microsoft Outlook event by selecting the green plus sign + in front of a chosen event in the Microsoft Outlook Calendar list. All information will be captured from the selected event and tracked in My Work.
The tracked time from a Microsoft Outlook Calendar event will be marked with a check mark
How to work with timesheets
The powerful timesheet filter enables a good overview of time tracked in several ways. Custom filters allow you to choose appropriate Time Period and other filters according to your pick of Team, Task Type, Billing, Project, Case, and People for viewing and/or for export to Microsoft Excel. This is normally done either for further work on the data, or to get timesheet to attach to an invoice for billing.
Filter your timesheet based on a date range by selecting the start and end dates.
People:
Klynke users can only view their own data. The project manager and the project owner can view data of their projects. The Klynke admin has permission to view all entered data.
When you have created your timesheets based on your custom filter the timesheet is ready for export to Microsoft Excel - ready for billing.
Timesheet charts
An example of charts with a visual summary of worked time for a period of time - depending on the timesheet filter:
The project management tool
Go ahead and create your first project with the simple and easy Klynke project management tool.
Klynke project management tool is simple and helps teams track their work and time on projects and tasks with overview in visual graphs.
Track time on your projects and your Microsoft Planner tasks. Learn how to create a project:
How to create a project
The drop-down of the "Create new project" button (see above) gives you five options:
“Team project”:
This is the most common project type. A new channel will be created for the project in Microsoft Teams and a new Planner Plan in Microsoft Planner to host all project tasks.
“Reference project”:
This project type is for mirroring an existing project that is in another application like f.ex. Microsoft Project. Reference project enables an easy time tracking of an external project.
“Confidential project”:
To enable the project owner a powerful access control. Team members do not get automatically access to this type of project. Members must be added by the creator. No channel is created in Microsoft Teams, but Planner Plan is created for the project tasks.
“From existing channel”:
This type enables users to turn an existing Microsoft Teams channel into a Klynke project. Simply select existing channel and it will become a Klynke project. Existing Planner plan can be selected or a new Planner plan is created.
“From existing group”:
Prior to Microsoft Teams, a number of users were utilizing an Office 365 group that was created for group of people sharing data within Outlook. For those users, Klynke makes it possible to turn this type of groups into a “Team Project” for time tracking with a Microsoft channel and Planner Plan.
Klynke project space
To explore a project, simply select the project's number to open it's space.
The project space holds different properties of the project; the project task list, project's documents, and a list of the project's team members.
Working with project tasks
Every Klynke project type, except the “Reference Project”, keeps project's tasks in Microsoft Planner. This enables you to track time on every Microsoft Planner task that is assigned to you.
You also have the ability to register time estimation for every project task. The time tracked in My Work is calculated against the registered estimation to view the actual progress of each project's task.
Estimation vs. Actual
Visual overview and performance of a chosen project as a whole and even down to each task of the project.
An example of a chart of the overall time spent on a project.
Details of the task estimation/actual is provided with the capacity to export data to Excel for further analyse.
Case management
Meet the today high expectations for quickly resolving of individual issues.
The Case management tool is for handling case-based “smaller projects and issues” that normally lasts only few hours or days. Cases are handled in the same way as projects in Klynke.
A case can be any request, service, incident, or project that needs to be handled and closed by resolving an issue or problem encountered by the customer or client.
Create new case
A case can be created in two ways:
- Manually: Click the button “Create new case” for a manual entry.
- Automatically: A case is automatically created by Klynke via email from a customer sending to the relevant company's email address handling issues and inquiries.
Click “My Work” and track time the same way as when tracking time on projects.
Add new user to Klynke
The first user that logs into the Klynke application (app.klynke.com) will automatically become the Klynke Administrator.
The Klynke Administrator can add a new user/s to Klynke or remove user/s simply by clicking the License tab on the left side of the navigation menu of Klynke.
In case you need additional user licenses, go to the section below: "Add or remove user licenses".
Tips: It is a good rule to have more than one Klynke admin.
Configure
The configure tab allows you to add billing code and task type classifications codes as needed.
These codes can be selected when tracking time in My Work.
The Timesheet tab allows you to use powerful filter to group on these codes to explore Timesheets in a number of ways for a given period.
Add or remove user licenses
Go to Microsoft 365 Admin Center and sign in with your Microsoft Work or School account.
Microsoft 365 admin center
From menu select -> Billing -> Your products
Apps
Select -> Klynke Time Management to buy or remove licenses.
If you need help or if you have questions don´t hesitate to contact us.