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Klynke Quick Guide

Discover how to simplify time tracking with Klynke. Whether you’re new and just getting started or an existing user looking to enhance your experience, this quick reference guide covers the basics, helping you build your knowledge base in minutes.

For detailed administrative functions, please refer to the Admin Guide.​

Using the In-Page Menu

Use the In-Page Menu to quickly navigate through different sections of the guide. Simply click on a menu item to jump to the corresponding section for detailed information:

How to Track Time

How to Track Time  in Klynke

Screenshot of Klynke Time Management

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:

Screenshot of a dialog box

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.

Screenshot of a dialog box
 Screenshot of a dialog box

“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”  

Screenshot of a dialog box

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 

Track Time from Microsoft Outlook Calendar Event 

Screenshot of time registration calendar

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

Try using the 'Drag and Drop' functionality!

Simply drag any previously tracked task and drop it onto your My Work Calendar to simplify the process of managing recurring daily tasks and projects throughout the week.  



The powerful timesheet filter enables a good overview of working hours. Custom filters allow you to choose appropriate filters.

Discover Enhanced Timesheets: Customize and tailor your timesheet, from hiding columns to adding your logo, and unlock highly configurable options in Excel to meet specific needs.

Get in touch with your Klynke Administrator to configure the timesheet as needed/agreed on. 

Instructions for the Klynke Administrator to configure timesheet:


Screenshot of timesheet filter

Filter your timesheet based on a date range by selecting the start and end dates.


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.  

Screenshot: Timesheet - Export to Excel

Standard Timesheet

You can choose to show or hide the pre-selected columns of the timesheet prior to exporting it to Excel. To add company logo, contact your Klynke Admin.

Configure Timesheet in Excel

Tailor your timesheet in Excel to meet specific requirements. You can add fields, incorporate your company logo, select colors that align with your brand or include other relevant details. Contact your Klynke Admin.

Timesheet charts

An example of charts with a visual summary of worked time for a period of time - depending on the  timesheet filter:

Screenshot of charts
Project Management

Project Management

Go ahead and create your first project with the simple and easy Klynke project management tool. 

Screenshot: Klynke project 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: 

Screenshot of dialog box: New project

“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. 

Screenshot: Projects

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. 

Planner Tasks

Time Tracking on Planner Tasks

Klynke provides multiple methods for tracking time on Planner tasks, ensuring flexibility and ease of use:


1. My Work

The My Work section of Klynke is the most common place to track time. By selecting "Link to Work," users can choose a specific project and then select tasks assigned to them from the "Signed Tasks" list for time tracking.


2. Projects

Within any selected project, time can be tracked directly. The project is automatically selected for tracking, and users can pick tasks from the "Signed Tasks" list.


3. Projects -> Tasks

In the project task list, users can track time directly on tasks. This method automatically selects both the project and the task for efficient time tracking.


By integrating time tracking into Microsoft Planner through Klynke, teams can ensure precise project management, improved productivity, and enhanced collaboration, making Klynke an indispensable tool for any project-driven organization. 

Estimation vs. Actual

Estimation vs. Actual

Visual overview and performance of a chosen project as a whole and even down to each task of the project.

Screenshot: Estimate vs. Actual

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

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
Screenshot: 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. 

Track work directly within project spaces! 

You can also track your work directly within a project or specific tasks. This way, the relevant information is automatically captured, making your workflow more efficient. 

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Approval Process

The Approval Process

The approval process has five levels of approval. Each level is tailored for specific approvers, ensuring a thorough and hierarchical review process. This enhances precision and accountability in tracking work hours.

Note: The approval process is turned off by default and needs to be enabled by the Klynke administrator.

Recall and Editing

Users can recall their approval at any time if it has not been further approved by a higher-level approver. This allows for corrections or adjustments before final approval.

Overwriting and Locking

Once a higher-level approver approves the time entries, their approval overwrites the levels below. This action locks the time entries, preventing further editing by the employee. The final approval at the highest level ensures that the time entries are accurate and finalized.

How to Work with the Approval Process

1.  Initiate the Approval Process

To initiate the approval process, go to the Timesheet tab in Klynke and click the Open Approval Process button.


2.  Selecting Entries for Approval

After clicking the Open approval process button, a checkbox will appear next to each record in the timesheet. To indicate approval or disapproval of work hours, simply mark the checkbox beside each entry. Checking the box signifies approval, while leaving it unchecked indicates disapproval.


3.  Approve Selection Button

When a checkbox is checked/unchecked, the Approve selection button becomes active.By pressing the Approve selection button, a dialogue box appears for confirmation.


4.  Locking Approved Entries

After confirming the selection, specific time registrations are locked for editing in the My Work calendar, and a checkmark is displayed to indicate that the entry is approved and locked.


5.  Exporting Approved Hours

When exporting the timesheet to Excel, you now have the option to export only the approved hours. Simply check the box next to Approved before clicking the Export to Excel button to achieve this.

If you need help or if you have questions don´t hesitate to contact us.

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