Time Sheets
Scheduling
Project Management
Dashboards
Geo Location
Clock On / Off
Check In / Check Out
GPS Tracking
Electronic Forms (Compliance)
Client SMS notification
Knowledgebase
Timesheet and Leave Approval
Quoting
Purchase Orders
Welcome to the Autumn 2025 release of TimeTrak, version 25.1! Explore this document to discover the latest features and improvements.
In this release, AI has been integrated into TimeTrak, providing the ability to generate and rewrite text. TimeTrak supports the following AI providers:
Note: Additional charges apply for using this feature, billed by the AI provider.Please contact TimeTrak support to arrange an API key for your business.AI charges will be included in your monthly TimeTrak subscription.
AI Features:
Availability:
TimeTrak Professional:
TimeTrak Mobile:
In these locations, the AI icon will be displayed.
If no text is entered, clicking the icon will use the available information (industry, tone, on-screen information, and text type) to generate content.
Example: For a professional tone for a time entry narration against a job (project) titled “REPLACE BRAKE PADS” the AI might generate:
“Replaced brake pads on the domestic vehicle as part of scheduled repair and maintenance services. Ensured all components were inspected, realigned, and tested for optimal performance and safety.”
Additional Options in TimeTrak Professional
Once text is generated or manually entered, clicking the AI icon again provides additional options:
Previously, users needed to log in to TimeTrak using a TimeTrak-specific login and password.
With this release, you can now set the authentication mode in TimeTrak globally to one of the following:
TimeTrak authentication uses the user’s unique TimeTrak login and password to access applicable TimeTrak platforms (TimeTrak Professional, TimeTrak Mobile, and TimeTrak App).
Once login credentials are assigned, additional global login methods can be applied to enhance login processes and security:
Mobile Workstation – Pin Login
Pin Login is typically used in factory environments where multiple staff share a device. After the initial login, a “pin” can be used to quickly access the logged-in session.
Two Factor Authentication
Two-factor authentication can be enabled to further secure TimeTrak platforms, providing an additional layer of security.
When the authentication mode is set to Microsoft Entra ID (formerly Azure Active Directory), you need to configure the Microsoft Entra ID Tenant, Client ID, and Client Secret fields in the Global System Setup.
For information on setting up Microsoft Entra ID integration in TimeTrak, click here.
Once set, login screens within TimeTrak will be updated to display the “Sign in with Microsoft” icon. This will direct users to Microsoft to log in and complete authentication (including two-factor authentication if enabled in Microsoft Entra) before successfully logging into TimeTrak.
This functionality is a great addition for organizations that wish to reduce the number of login credentials their staff need and prefer to access TimeTrak using the same security as their Microsoft tenant.
Note: Email addresses must be unique across all TimeTrak users when Microsoft Entra ID Authentication is enabled.
TimeTrak Trusted device behavior is still applicable for this authentication mode.
This authentication mode can be selected for organizations with a mix of staff, some with a Microsoft Entra ID and some without.
For example, office staff may have a Microsoft Entra ID, while casual or field staff do not. This mixed authentication mode ensures that office staff can log in using Microsoft credentials, while field or casual staff can use standard TimeTrak credentials as shown below:
Previously, adding and adjusting the majority of TimeTrak user fields needed to be completed within the TimeTrak Administrator Console.
With this release, TimeTrak users can now be managed via the TimeTrak Professional website by Global Administrators or users assigned to a profile with the additional setting “Can Add/Edit Users In Professional.”
To manage users, navigate to the Professional Menu under Admin Settings and select “Users.”
From the user grid, additional TimeTrak users can be added by selecting the “Add User” (a) or “Add User From Template” (b) icons.
Template users will be highlighted in blue when the “Show Templates” (c) checkbox is enabled.
Users can be filtered by the columns displayed in the grid by selecting the filter icon as shown below:
To further improve the management of TimeTrak users, multiple users can be selected from the user grid. Once one or multiple users have been selected, by right-clicking, right-click to apply bulk updates to Region, Profile, and Roster as shown below:
In this release of TimeTrak, the APP login page now reflects the company colour and logo set in the Global TimeTrak settings.The login page colour and company logo are displayed as configured, enhancing the branding consistency across the application.
To further enhance this feature, if the logged-in user has the profile setting “Show Shift Patterns” enabled, the shift pattern will be displayed in a read-only view when opening an appointment created from a shift pattern as per below:
If the appointment was not created via a shift pattern, this information will not be displayed.
In previous versions of TimeTrak, if time in lieu (TIL) was enabled against a time entry, it was indicated on the Approval by User report.
Hovering over TIL displayed the amount of hours claimed as time in lieu as per below example:
From this release, this functionality has been added to the Approval by Job report, ensuring this information is visible for those who prefer to complete approvals against a job (project) instead of per user.
In release 20.1, the default task due date behaviour was set to the end of the current roster day for the logged-in user.This behaviour has now been adjusted to the end of the next roster day for the logged-in user.New Task Creation Defaults:
From this release, task notes have been upgraded in TimeTrak Professional from a standard text box to a rich text editor.This enhancement includes format controls, allowing users to:
In this release, we have made significant changes to the Support and Settings menus within TimeTrak Professional to enhance organization and usability.
This menu is available to global administrators or users with the “Can Add/Edit Users In Professional” profile setting enabled. However, options will be restricted to display based on user/ profile permissions.
Important Note: During the upgrade, all user menu settings will revert to the default configuration. Users will need to reconfigure their menu preferences.
For details on how to configure the TimeTrak Professional Menu preferences click here
Historic “legacy” TimeTrak reports have been rewritten into the TimeTrak report designer to provide additional functionality and the ability for adjustments to be made on a per-client basis.From this release, the following “legacy” reports will be removed and replaced with new reports from the built-in report designer:
In TimeTrak version 24.2, we introduced the ability to filter timeline calendar views using the Workgroup Filter feature.
Building on this functionality, we’ve now added User Job Title as an additional filter option within the timeline calendar’s workgroup view.
In TimeTrak version 24.3, we introduced functionality to support default tasks within projects.
To further streamline workflows for clients who typically associate only a single task with each project—and prefer not to manually assign tasks to items—a new global setting has been added: “Enable automatic setting of default task.”
If no default task is set and the user profile has “All time entries must come from a task” enabled, users will be required to select a task when recording time.
This enhancement offers greater flexibility and automation for organizations with streamlined task structures.
TimeTrak “Full Access: users can run Project (Job) based checklists via TimeTrak professional when a TimeTrak mobile website is available – a feature introduced in version 21.3 (details here).
From version 25.1.3, users can also view and run task-based checklists through TimeTrak professional.
From TimeTrak version 25.1.5 improvements have been made to Clock on/ Off functionalitywithin TimeTrak.Previously clock on/ off functionality was to provide a date/ time stamp as well as geolocation (if enabled) when a staff member started and finished work.With the following changes, further improvements have been made to provide the ability toenforce staff clock on/ off and restrict hours recorded within the clock on/off.
For clients utilising TimeTrak Mobile Kiosk mode, if users accidentally log out, their user tilewill be removed from the device.To address this, when users select ‘Logout’ from the main menu, they receive a notificationinforming them that their user tile will be deleted.
Additionally, this confirmation has been implemented for cases where a user tile is being removed from the main kiosk menu, as illustrated below:
An additional profile setting, “Restrict to Clocked Hours (TimeTrak Mobile),” is available when “Enable Clock On” is active for a profile.When this setting is enabled, the following will take place:
When users log in to the TimeTrak Mobile Website and are not currently clocked in, a clock in prompt appears with the cancel option disabled, requiring users to clock in before accessing the system.Note: If “Enable Pin Login” is not enabled for the site, only the options to Clock On or Logout are available.
The same protocol applies when clocking off; the option to log out is disabled, requiring users to clock off before logging out.Note: If “Enable Pin Login” is not activated for the site, only Clock Off and Cancel options will be accessible.
Note: This is not enforced within the TimeTrak APP/ TimeTrak Professional.
When this setting is enabled, TimeTrak Mobile and APP users can only add time within their first clock on and last clock off for the day, with an allowance of one-time unit (excluding leave entries).On saving a non-leave entry, the system checks:Start time – Must not be before the user’s first clock on (within one time unit).End time – Must not be more than one time unit ahead of the current date/time or after clock off for the day.If any condition fails, a validation warning explains why the time entry can’t be saved. For example, with 6-minute units and a 5:32am clock on, no entries are allowed before 5:30am.
In TimeTrak Mobile, if a validation message appears as per above.Staff can select “back” to modify the entry so that it falls within the permitted date range and then save it.
Within the TimeTrak APP if a validation message appears as per below clicking Ok will return to the entry to be modified so that it falls within the permitted date range and saved.
If staff try to record time (excluding leave entries) for a future date, the system will display a validation message stating that the entry cannot be saved unless the user is clocked on for the specified date.
In TimeTrak Mobile or the TimeTrak APP when adding a manual time entry (not via a check in or unscheduled time link) the start time will default to the later of:
An additional profile setting “Clock Off requires All Time to be Allocated” can be enabled when “Enable Clock On” is enabled against a profile.
With this setting enabled, on clock off via the TimeTrak Mobile website if there are any hours not accounted for between the clock on time and the current time (rounded to the nearest time unit) a message will be displayed as per below and the user will be unable to clock off.
An additional profile setting “Edit Clock On (TimeTrak Professional)” can be enabled against a profile.
With this setting enabled, Clock in information can be accessed and amended within TimeTrak Professional.
If the logged in user is also a Global Administrator under Admin Settings > Clock On’s can be accessed to display the current “Clock On” activity.
Note: Red Clock on lines are users who are still clocked on from a previous day.
If the logged in user is not a Global Administrator the Clock On’s will not be available, however clock on activity can be accessed per staff member via a calendar work group as per below:
This will pass in the user and the date range to display the clock on activity for the user within the workgroup date range:
To correct clock on/off times, use the pencil icon to adjust these values before clicking save.
There are checks in place to ensure when making changes to clock on/ off times the clock off time is not prior to the clock on time and vice versa.
Note: The “Actual” times the clock on/ off occurred will remain and activities against the clock on will be added to display who adjusted the clock on/ off hours.
Like other activities within TimeTrak, if the geo location was captured there will be a link to the geolocation.
If the user has “Restrict to Clocked Hours (TimeTrak Mobile)” enabled against their profile you will be unable to adjust the clock on/ off time unless the time entries are updated to be within the time range first.For example: Earl has time entries recorded on the 18th between 10:06am and 1:30pm.When attempting to adjust the clock off time to 1pm a validation message is displayed advising there is conflicting time entries as per below:
Users may access the Open Calendar icon from the Edit Clock screen, which will launch the users diary.Here, time entries can be adjusted to ensure they fall within the required time range before returning to the Edit Clock screen to save the changes.
Staff can be clocked off by professional users using the new Clock On screen above, or by selecting the user and choosing Clock Off as shown below.
With this release, TimeTrak Professional aligns with the mobile version: users are unable to clock off while checked into an activity, a warning message will be displayed as shown below.
Schedulers can right-click a checked-in activity to select “Check out,” clearing the check-in or ending the time entry before clocking the user out.
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