Manual
1. WEB PLATFORM CONFIGURATION
1.1. Log in
To log in to the ClowdWork platform, you must enter the assigned email and password; then press Enter.
1.2. Reset Password
On the ClowdWork home page, you must click on “Forgot your password”
The program will request to enter the email address in order to send the steps to reset the password.
The email entered must be previously registered on the platform. Otherwise, the email will not be sent and you will receive an alert notifying the invalidity of the procedure.
1.3. Users’ module
Types of users
The features that ClowdWork users can access will depend on the type of role that is granted to each team member. The platform presents four types of roles, which are shown below:
| ROLE | USER PRIVILEDGES |
| User | They can only access the productivity agent that is installed on their computer. This type of user does not have access to the ClowdWork web platform to view the reports. |
| User-Report | These types of users have access to the productivity agent and the ClowdWork web platform to view their own reports and productivity metrics. |
| Admin-Group | These types of users have access to the productivity agent and the ClowdWork web platform. Group admins can only see reports for their team. |
| Admin-Enterprise | These types of users have access to the productivity agent and the ClowdWork web platform. This role allows: • Create, update or delete users. • Create, update or delete groups. • View company-wide reports. |
User management is done through the configuration option (cogwheel) located at the top right. Once you have clicked on this icon, the corresponding menu will appear. There you must select the “Users” option.
This module allows you to create, activate or deactivate, modify and delete users, as well as configure the screenshot and the agent mode for each user. The Module has a search system that allows filtering the information:
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- User Filter: allows you to search for a specific user
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- Help Button This button provides information about the characteristics and operation of the module (Users).
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- Download buttons This button allows you to export the list of users registered on the platform to an Excel file.
Create Users
To create a user you must press the +Add new user button
A window will be displayed in which you must complete the requested fields, such as: email, name, company, role, cost per hour, limit per week (working hours), group and password.
Modify or delete Users
On the screen is a column called Actions. It contains the buttons that allow you to Modify or Delete users.
To modify a user, you must click on the pencil-shaped icon of the user you wish to change, then proceed to update the requested information.
To remove a user, you must click on the trash can icon of the user you wish to remove, then confirm the question issued
Activate or Deactivate Users
On the screen there is a column called User Status. It reflects whether the user is active or not, to change the user’s status you just have to press the button depending on whether it is Activated or Deactivated.
Enable or Disable Screen Capture
On the screen there is a column called Screenshots. This reflects whether or not the user has this option active. To change the status, you just have to press the button depending on whether it is Activated or Deactivated. The automatic screenshots allow the company to determine the progress of the work in real time (See Screen Capture section).
Agent Mode
On the screen, there is a column called Agent Mode. This reflects whether the user has the agent in silent or interactive mode. To change the status, you just have to press the button depending on whether it is Silent or Interactive.
• Interactive Agent Mode: This mode allows the user to view the agent installed on the computer.
• Silent Agent Mode: in this mode the agent is not visible to the user.
1.3. Users’ module
The user groups module allows you to easily create groups or areas of the company. This in order to be able to visualize the reports segmented by departments. It is done through the configuration option (gear wheel) located in the upper right part. Once you have clicked on this icon, the corresponding menu will appear, select the User Groups option.
This module has a search system that allows you to filter the information:
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- User Filter: allows you to search for a specific user
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- Custom pagination: allows you to customize the number of users that will be displayed per page.
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- Button This button provides information about the characteristics and operation of the module (Users).
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- Button This button allows you to export the list of users registered on the platform to an Excel file.
Create User Group
To create a user group, you must press the +Add new group button.
A window will be displayed in which you must indicate the name of the group and select the company to which the group to be created belongs.
To add the user or users to the created group, you must go to the Users Module and select the user and assign the group. You can also transfer users from one group to another by simply dragging each user’s photo icon to the desired group. This action is performed directly on the User Group screen.
Modify or delete User Groups
On the screen there is a column called Actions, it contains the buttons that allow you to Modify or Delete user groups.
To modify a user group, click on the pencil icon of the group you wish to change. Then proceed to update the requested information
To delete a user group, click the trash can icon for the group you wish to delete, then confirm the question posted.
1.4 Time Window Module
This module allows you to create time periods so that productivity reports are not generated for a specific group or user. To enter the module, go to the settings option (Serrated Nut) and enter the Time Window option.
The module has a search system that allows filtering the information:
• Groups or Users Filter: allows you to search for a group or a specific user to categorize one or several applications based on the needs of the company.
• Search by Name: this option allows you to filter a rule based on its name.
• Help Button this button provides information about the characteristics and operation of the module (Applications).
Create Rule
To create a rule, indicate the user group and/or the selected user in the filter field, then press the Create Rule button.
A window will be displayed and you must indicate the rule conditions:
• Name and description of the rule.
• Rule execution time (start time and an end time)
• Frequency of execution of the rule (days, week or a specific date)
View Rules
On the screen there is a column called View, it contains a button that allows you to verify the content of a specific rule.
To modify a rule, you must select the rule you want to change and click on the eye icon, the platform will display the corresponding window.
Edit Rules
On the screen there is a column called Edit, it contains a button that allows you to edit the content of a specific rule.
To modify a rule, you must select the rule you want to edit and click on the pencil icon, then proceed to update the requested information.
Delete Rules
On the screen there is a column called Delete, it contains a button that allows you to delete the content of a specific rule.
To delete a rule, you must select the rule and click on the icon in the form of a trash can, then confirm the question issued by the platform.
1.5 Applications Module
This module allows you to categorize the applications, according to the use criteria that the company gives to the applications. To enter the module, go to the settings option (Serrated Nut) and enter the Applications option.
ClowdWork presents three criteria to categorize the applications, which are: Productive, Non-productive and Uncategorized, as well as automatically stores the applications and websites (URL) used by users in the development of their activities. Applications new to the platform will be classified as Productive by default.
The Applications module has a search system that allows you to filter the information:
• Groups or Users Filter: allows you to search for a group or a specific user to categorize one or several applications based on the needs of the company.
• Custom Pagination: Allows you to customize the number of applications to display per page.
• Search by Name: this option allows you to filter an application based on its name.
• Sort by: this option allows us to sort the list based on most used, least used, ascending or descending date of use, or by ascending or descending name.
• Help Button this button provides information about the characteristics and operation of the module (Applications).
To categorize an application for all company users, you must select the All Users option in the filter, then in the Search by name field indicate the application and finally check one of the criteria: Productive, Non-productive and Uncategorized.
In this way, the selected application will be categorized for all users. In case of categorizing the application only for a particular user, the user must be indicated in the filter and then perform the categorization.
Applications usage report
It allows you to access the application usage information. Press the button Use.
The next window will be displayed
This module shows all the applications, tools, software, websites that each user accesses in configurable time ranges and with the exact time invested in each one of them, allowing to detect which activities represent the highest cost for the company and facilitating the decision making. decisions to optimize the use of time and increase efficiency.
To see further information about this report, go to the Use of Applications section of this document.
1.6 User Profile Module
This option allows you to update the personal data of the user who accesses the platform. Click on the user image that is located in the upper right part of the screen, in the drop-down menu select the Profile option.
When selecting the indicated option, a screen is displayed in which you must enter your personal data, then press the Update button.
1.7 Change Password Module
To change the password, click on the user image that is located in the upper right part of the screen, a menu will be displayed in which the option Change Password must be selected.
The platform displays a screen where it requests that the current password be entered and that the data of the new password be entered.
1.8 Downloads Module
To download the ClowdWork agent, click on the user image located in the upper right part of the screen, select the Downloads option.
The platform will display on the screen all the versions of the operating systems for which it is available. You must select the option that is compatible with your operating system and proceed to download.
1.9 Help Module
This option provides information about the characteristics and operation of the platform. You must click on the user image located at the top right of the screen and select the Help option.
The platform will display a new navigation window. It presents information regarding the functionality of the platform. The left side of the screen reflects the titles of the information available in this option. The explanation of the selected point is shown on the right side.
2. PRODUCTIVITY REPORTS
The reports on the ClowdWork platform allow you to manage the activity of the members of the work team and find out how the time has been invested.
2.1 Add Manual Time Module
It is used when a member of the team must carry out activities that involve work outside the computer. These activities can be added to the ClowdWork calendar in order to be accounted for in the activity module per user.
You just have to click on the date, the following window will be displayed in which you must indicate:
- Activity description
- Date
- Time invested (Start and finish time)
The module has a search system that allows filtering the information, which allows the administrator to easily view the activities of their team members.
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- Filters: allows you to search by group, user and/or date, to do this you must press the Filters button located at the top left of the screen.
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- Help Button This button provides information about
2.2 Automatic Timesheet Module
This module allows you to automatically quantify the hours of the different types of activities carried out by users, which are classified as Productive, Manual time, Uncategorized, Non-productive, Meeting and Inactivity.
It allows you to see the sum of any combination of these times just by selecting them.
This module is similar to the Time Worked module, but it differs in that it allows calculating the cost of the hours worked by each user. You must select the buttons that correspond to the times you want to cost and then press the button (View)
To observe the costs, you must fill in the box where the hourly rate field of each user appears in the Users Module.
The platform automatically shows the sum of productive time and time in a meeting, as well as the current week.
The module allows you to generate the metrics on a weekly, monthly or annual basis. You only have to select the way you want them to be generated.
The report has a search system that allows you to filter the information:
- Filters: allows you to search by group, user and/or date, to do this you must press the Filters button located at the top left of the screen.
- Custom pagination: allows you to customize the number of users that will be displayed per page.
- PDF or Excel Downloads: Reports can be downloaded in PDF or Excel by clicking the green buttons on the top right, which will appear once the metrics have been generated.
- Help Button This button provides information about the features and operation of the module.
2.3 User Activity Module
The activity module by user allows you to see the time that each of the members of the work team has invested in the development of the activities.
The times are classified as follows:
• Productive.
•Non-productive.
• Uncategorized.
• Manual time.
•In a meeting
•Private.
• Inactivity
The platform reflects user activity in three ways:
• Activity by User
• Activity by User (Range by hours)
• Table of activity by user
Activity by User
The following report reflects by user the range of time invested according to the classification of time.
Each time is reflected with a different color.
Activity by User (Range by hours)
The following report shows activity by user for the range of hours the user was active.
To see the detail about the activity in a specific hour, you just have to position the mouse icon over the time range you want to check and you will automatically have an enlarged view over the selected section.
User Activity Chart
This report shows the activity of each member of the work team in detail.
The Module has a search system that allows filtering the information:
- Filters: allows you to search by group, user and/or date, to do this you must press the Filters button located at the top left of the screen.
- Custom pagination: allows you to customize the number of users that will be displayed per page.
- PDF or Excel Downloads: Reports can be downloaded in PDF or Excel by clicking the green buttons on the top right, which will appear once the metrics have been generated.
- Help Button This button provides information about the features and operation of the module.
2.4 Daily Productivity Report
ClowdWork automatically monitors the activities carried out by the work team, it generates productivity metrics that allow the company to make decisions on activities that add value.
The daily productivity module allows you to see the total time spent using applications, as well as the total time by categories: Productive, Non-productive, Uncategorized, Meeting Time, and Manual Time.
On the left side of the graph the time is represented, the right side is the percentage of productivity, the red line represents the percentage of productivity of each of the members of the work team.
At the bottom are the columns with the times by category, the last column (Productivity) shows the percentage of productivity per day associated with the entire selected work team. Next to the productivity name, a field is reflected where you can configure the time that the team must work daily, it can be adjusted to show the precise productivity percentage.
The module has a search system that allows filtering the information:
- Filters: allows you to search by group, user and/or date. To do this, you must press the Filters button located at the top left of the screen.
- PDF or Excel Downloads: Reports can be downloaded in PDF or Excel by clicking the green buttons on the top right, which will appear once the metrics have been generated.
- Help Button This button provides information about the features and operation of the module.
2.5 Applications Usage Report
This module shows all the applications, tools, software, web pages that each user accesses in configurable time ranges and with the exact time invested in each one of them, allowing to detect which activities represent the highest cost for the company and facilitating the decision making. decisions to optimize the use of time and increase efficiency.
The use of applications is generated according to the categorization of the applications, that is, it shows the applications as Productive, Manual time, Uncategorized, Non-productive and time in Meeting.
Upon entering the module, the default platform shows only productive applications. You can change the type of report by simply selecting the categorization tab: Productive, Manual Time, Uncategorized, Non-Productive, or Meeting.
On the right side of the screen is a graph that represents how the use of working time is divided in percentage terms.
To view the time worked in each application, tool, software or web page in detail, select the application to consult from the list and press the button in the shape of an eye, the platform will display the detailed table.
The module has a search system that allows filtering the information:
- Filters: allows you to search by application, group, user and/or date. To do this, you must press the Filters button located at the top left of the screen.
- Custom Pagination: Allows you to customize the number of applications to be displayed per page.
- PDF or Excel Downloads: Reports can be downloaded in PDF or Excel by clicking the green buttons on the top right, which will appear once the metrics have been generated.
- Help Button This button provides information about the features and operation of the module.
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- The Applications button displays the applications module that allows to categorize the applications (see Applications Module)
2.6 Worked Time Report
This module allows you to see the time that each of the members of the work team has invested in productive and non-productive activities, custom, in meetings, manual time (time dedicated to activities carried out outside the computer) and idle time.
You can view the total hours worked each day by each member of the work team. The green line allows a comparison between the users of the time worked in the selected range. The vertical red line shows the average value worked for the entire team.
The buttons at the top allow you to select the view of the type of time required (Productive, Manual Time, Uncategorized, Non-Productive, Meeting or Inactivity).
The platform automatically shows the sum of productive time, manual time and meeting time, as well as the current week. The module allows you to generate the metrics on a weekly, monthly or annual basis, you just have to select the way you want the report to be generated.
It has a search system that allows you to filter the information:
- Filters allows you to search by application, group, user and/or date. To do this, you must press the Filters button located at the top left of the screen.
- Custom Pagination: Allows you to customize the number of applications to be displayed per page.
- PDF or Excel Downloads: Reports can be downloaded in PDF or Excel by clicking the green buttons on the top right, which will appear once the metrics have been generated.
- Help Button This button provides information about the features and operation of the module.
2.7 Screenshots Module
Automatic screenshots allow the company to determine the progress of work in real time. To view the screenshots, you must indicate the user and the date you wish to view.
This module allows you to view the screenshots of the selected user for a specific date.
Each screenshot can be selected to be enlarged or downloaded. In each image a rectangle appears where you can see the percentage of activity that the user had in that period of time, it is measured based on the movement of the mouse and keyboard.
Screenshots can be enabled or disabled from the Users module. The activation will depend on the needs of each company.
It has the Help Button which provides information on the characteristics and operation of the screenshots.