Time Tracking
Package: SERVICE PROJECTS
1. General
The Time Tracking integration connects brainX with Clockodo, a time tracking service. Time entries recorded in Clockodo can be synchronized bidirectionally with brainX, enabling seamless time tracking across both systems.
2. Configuration
2.1. Provider Selection
In the Time Tracking section of Company Information, the time tracking provider is selected first. Currently Clockodo is supported.
2.2. Authentication
| Field | Description |
|---|---|
| Email address of the Clockodo account | |
| API Key | Clockodo API key (generated in the Clockodo account) |
2.3. General Settings
| Field | Description |
|---|---|
| Sync Scope | Which time entries are synchronized (all or only linked entries) |
| Conflict Resolution | How conflicts are handled when the same entry exists in both systems |
| Maximum Sync Time (days) | How far back time entries are synchronized |
| Customer Mapping | Which brainX module is used as the customer in Clockodo (Organizations or Contacts) |
3. Module and Field Mappings
3.1. Services (Dienstleistungen)
| Clockodo Field | brainX Field |
|---|---|
| Service | Service name from the Services module |
| Description | Activity description |
3.2. Organizations/Contacts
| Clockodo Field | brainX Field |
|---|---|
| Customer | Organization or Contact (depending on customer mapping setting) |
3.3. Projects
| Clockodo Field | brainX Field |
|---|---|
| Project | Project from the Projects module |
3.4. Timesheets
Time entries from Clockodo are imported into brainX as timesheet entries. The following fields are transferred:
| Field | Description |
|---|---|
| Date | Date of the time entry |
| Start time | Start time |
| End time | End time |
| Duration | Duration in hours/minutes |
| Description | Activity description |
| Customer | Linked organization or contact |
| Project | Linked project |
| Service | Type of activity performed |
4. Background Task
The time tracking synchronization runs as a background task that regularly synchronizes time entries between Clockodo and brainX. The status of the background task can be checked in the Background Tasks overview.
5. User Settings
Each user who wants to use the time tracking integration must configure their personal Clockodo account under My Settings → Integrations → Time Tracking:
| Field | Description |
|---|---|
| Clockodo User Email | Email address of the individual Clockodo user account |
6. Usage
6.1. Recording Time Entries in Clockodo
Time entries can be recorded directly in the Clockodo app (browser, smartphone, desktop). When the synchronization runs, these entries are automatically imported into brainX and linked to the corresponding projects, customers, and services.
6.2. Viewing Time Entries in brainX
Time entries are visible in brainX in the Timesheets module (Timesheets/Zeiterfassungen). They can also be viewed in the context of a project or service record.
6.3. Creating Time Entries in brainX
Time entries can also be created directly in brainX. These are synchronized to Clockodo at the next synchronization run.
7. Examples
Example 1: Project Time Tracking for a Service Project
- Service employee starts a timer in the Clockodo app at the start of work
- Clockodo timer is stopped at the end of work
- Time entry is synchronized with brainX at the next sync run
- Time entry appears in the project record and in the timesheet module
- Project manager can see the total time worked per project and per employee
Example 2: Customer Billing via Timesheets
- All time entries for a customer are recorded in Clockodo
- At the end of the month, all time entries for this customer are visible in brainX
- An invoice is created from the time entries in the billing module
8. FAQ
Q: Can time entries be edited in both Clockodo and brainX?
A: Yes, time entries can be edited in both systems. The conflict resolution setting determines which system takes precedence in case of conflicts.
Q: How often does synchronization occur?
A: The synchronization interval depends on the background task configuration. Typically it runs every 15-30 minutes.
Q: Are deleted time entries also synchronized?
A: Depending on the configuration, deleted entries may be marked or removed in the other system.
Q: Can multiple Clockodo accounts be used?
A: Yes, each user can configure their own Clockodo user account under My Settings → Integrations. The global settings in Company Information define the general connection to Clockodo.