Choose a time-capture method
Choose manual entry, a timer or automatic capture by the record needed.
Choose the least intrusive method that reliably produces the required record. More captured activity does not automatically produce more useful time data.
Start with the output, then choose the input
Write one concrete requirement: “Every Friday, the coordinator needs approved minutes by person and project.” That requirement does not, by itself, call for screenshots or a history of websites. Separate duration, attendance, task allocation and device activity: they answer different questions. Ask contributors how work actually happens, including meetings and work away from a computer, before selecting a collection method.
Compare the work each method creates
A manual timesheet shifts effort to recall and timely entry. A start/stop timer shifts effort to remembering transitions. Automatic capture shifts effort to interpreting and correcting recorded activity. DeskTime documents manual options alongside automatic tracking; Clockify documents a manual timesheet view. Those features are examples, not evidence that either will fit your team.
Scroll horizontally to compare every column.
| Method | Pilot case | Failure to watch |
|---|---|---|
| Manual entry | Record a meeting before the day ends | Reconstructed durations with no explanation |
| Start/stop timer | Switch tasks twice and take a break | Timer left running on the wrong task |
| Automatic capture | Include a call away from the keyboard | Activity gaps interpreted as no work |
Use one fictional day to compare methods
Try a 45-minute task, a 20-minute call and a 15-minute task change. Record expected durations before evaluating a tool. Check whether the method can explain the 80-minute total and preserve the project assignment. Count the number of corrections and the time needed to review them. This is a proposed pilot, not our product test; do not enter another person’s actual activity without resolving collection authority.
Keep a simpler method when it passes
If a shared sheet supplies the required fields, corrections are understandable and review takes manageable effort, a subscription may solve no demonstrated problem. Conversely, if repeated missing entries or permission conflicts survive a clearly explained process, test software against those specific failures. Decide from complete records and workable participation, not a vendor’s productivity percentage.
Continue this work-record check
Use the linked guide for the next decision in this workflow. Keep your original records separate from experiments and record any unresolved requirement before changing a live process.
Sources and boundaries
Primary documentation supports the dated product facts. Proposed checks and fictional examples are our editorial method, not observed product results.
- DeskTime — manual · checked September 23, 2026
- Clockify — timesheet · checked September 23, 2026