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Klynke Quick Guide

Learn how to make time tracking simple with Klynke. Whether you're a newcomer looking to get started or an existing user aiming to enhance your experience, this quick-reference guide walks you through the basics, helping you build your knowledge base in minutes.

Check the dialog boxes for quick tips!

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
Screenshot

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.  

Timesheets 

Timesheets 

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:

 

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.  

Screenshot of timesheet filter

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

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. 

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.  Watch video

Add New User

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. 

The Configuratin Tab

The  Configuration Tab

The Configuration tab provides Klynke administrators with the ability to tailor Klynke to the organization's requirements in several ways. 

1. Billing Code and Task Type Classifications:

Allow administrators to add billing codes and task type classification codes for time registration in My Work.


2. Customize Date Format: Easily adapt the date format to local preferences, choosing between Day/Month/Year or Month/Day/Year.


3. Set Starting Day of the Week: Select whether the week starts on Monday or Sunday to align with organizational preferences.


4. Customize My Work Calendar Entries: Tailor users' My Work Calendar entries by selecting relevant fields for display.


5. Specify Required Fields: Define mandatory fields for time tracking to ensure accurate data capture.


6. Timesheet Options: Choose between a standard or customizable timesheet based on organizational needs.


7. Time Zone Settings: Opt for single or multiple time zone settings to suit your team's requirements.

Add or Remove User Licences

Add or Remove User Licenses

Go to Microsoft 365 Admin Center and sign in with your Microsoft Work or School account.

Klynke screenshot: Microsoft 365 admin center

Microsoft 365 admin center

Select  Billing - Your products

Apps

Select Klynke Time Management to buy or remove licenses.

Roles & Permissions

Roles and Permissions

Roles and permissions in Klynke empower you to control user access according to their responsibilities within your organization. By assigning specific roles, you ensure that users have the right level of access and authority. Below are the roles available in Klynke along with their corresponding permissions:

1.    Klynke Administrator:
•    Full access to the system.
•    Can add/remove users and edit all data.

2.    Team Owner:
•    Can view all projects associated with their team.
•    Access to all data entered by team members.

3.    Project Owner:
•    Access to view all data for their specific project.

4.    Project Manager:
•    Similar to the Project Owner, with access to view all project data.

Understanding these roles and permissions within Klynke Time Management ensures effective project contribution while maintaining a secure and efficient working environment. For further assistance or detailed information on a specific role, please refer to our support resources or contact our support team.

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

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