Documents

Chrometa tracks activity on your computer every second by looking at the "Active Window": this is the window that has the focus of your mouse and keyboard. At any given time you only have one active window, even if you're toggling between windows or using multiple monitors.

The active window is linked to a:

  1. Document (Word document for example). Chrometa records the document name, location on the drive and the program name (e.g. MS Word, Acrobat PDF...)
  2. Website (Google Scholar for e.g.). Chrometa records the website title and address
  3. Email you're reading or composing (with Outlook, Gmail, Outlook 365...). Chrometa records the subject line, sender and recipient(s)' email addresses.

Chrometa never records nor accesses the document's contents

If using a virtual PC through a VPN, please install Chrometa on the virtual machine too to capture the time spent working remotely.

Idle/Away Time

When Chrometa detects no activity from the mouse/keyboard for more than 5 minutes (an adjustable setting), it stops tracking and counts time as "Away Time". You can disable/enable "Away Time" counting by clicking (right on PC) on the Chrometa icon in the system tray > Options (or Preferences) > "Remind Me to Log My Away Time"

About once an hour (an adjustable setting) Chrometa syncs with your online account and shows you the automatically generated timeline.

You can force a sync by right-clicking the icon from the system tray > Upload Now

You can adjust time from the Timeline view by clicking on the duration and entering a new one.

Emails

As you are working on an email, reading or composing, Chrometa tracks the subject line, sender and recipients list and the total time spent on the emails

Outlook 365

To connect Chrometa to your 365 and get details for each read/composed email (subject line, sender and recipient(s)), go to Account > Integrations and click “Connect…” under Office 365. This will work even if you worked on the email from a device that does not have Chrometa (e.g. an iPhone)

Gmail

To connect Chrometa to your Gmail and get details for each read/composed email (subject line, sender and recipient(s)), please install this plugin.

The latest version is compatible with all view modes for Chrome, it's not officially on the Chrome website yet, here's how to manually load it

Visit chrome://extensions (via menu -> Tools -> Extensions in Chrome).

Enable Developer mode by ticking the checkbox in the upper-right corner.

Click on the "Load unpacked extension..." button.

Select the directory containing your unpacked extension - it's the folder (folder to select, not single files) you get after unzipping this file.

Go to Account > Integrations and click “Connect…” under Gmail, but first, please disconnect the old version of Chrometa from Gmail:

Go to Permissions

Click on the Chrometa logo > Remove

Back to Chrometa Account > Integrations > gmail, Connect

Outlook Desktop

Download our Outlook plugin here to get the subject line, sender and recipients list

You can add time from the Summary/Timeline/Team Timesheet views: Click on the "plus" icon at the top of the screen and enter the time activity details.

In case of multiple time entries go to Summary > Import > Time and upload the Excel spreadsheet

Phone Calls

After you finish a call or a text message on an Android phone or through VoIP if using a soft phone, Chrometa automatically adds the call and its details to your timesheet

Android

From your Android phone, update the Chrometa app. The latest version has auto sync. You don’t have to go into the app and click on “Sync Phone Calls”. It will export your call and text message history to your Chrometa account

Phone.com

Chrometa has set up a partnership with Cloud-Based VOIP provider Phone.com.

Phone.com a cloud-hosted business phone system that requires no hardware or maintenance and can be set up in minutes.

The Phone.com platform changes the way that companies communicate and collaborate with standard and innovative telephony features that are a cut above the competition.

Benefits of Phone.com for Chrometa users:

  1. Your billable phone calls are automatically captured in the timesheet and filed under the correct client and matter, no matter the device you are using, be it PC, Mac or Smartphone.
  2. Your online meetings are added to the client's timesheet and invoices without any manual action on your part.
  3. Your Phone.com contact lists are kept in sync with Chrometa.

3CX

Chrometa has an integration with 3CX with which you can

  1. Automatically capture your calls in the timesheet and allocate them to the correct client and project
  2. Keep your 3CX contacts synched with Chrometa clients

RingCentral

To connect Chrometa to Ringcentral and get details for each sent/received call (timestamp and contact info), go to Account > Integrations and click “Connect…” under RingCentral. This will work even if you worked on the email from a device that does not have Chrometa (e.g. an iPhone or iPad)

iPhones and iPads

Unfortunately we had to pull out the app since Apple does not allow us (or any other app) to do passive tracking on the iPhone/iPad anymore.

However we've succeeded in developing two workarounds that will record the bulk of the billable work you do on an iPhone:

Email: If you're using gmail or outlook, Chrometa can connect to gmail/outlook and sync all emails you work on (regardless of the device - smartphone or PC/Mac). To connect them, go to Account > Integrations > gmail/outlook

Phone Calls and text messages: if you're on AT&T, Sprint, Verizon or TMobile, you can import the call history into Chrometa. The call history is a csv or excel file you can get from your carrier. Summary > Import > iphone time has the detailed steps for each carrier, you just need to do that once a week or once a month

You can create rules and use the phone numbers/email addresses as keyword to automatically bucket calls and emails into matters

Internet

Time spent on any website using the major browsers - MS Edge, Safari, Mozilla and Chrometa is tracked along with the website's title and web address (URL)

Time Summary

The Summary view is divided into two parts:

the upper part contains time entries that are still not categorized to a client/project: "Unbilled Computer Time" and "Unbilled Away Time"

The lower part contains time entries for your clients and projects: They are grouped by project (matter), day and annotation (description), mouse over each line and click on "View Details" to see all linked time entries.

To move a time entry to a project/matter, you can either:

Select the time entries > Move to Project (top of the screen) > select a project. Either click on the project name or the two buttons next to the project name, this adds an annotation or a rule for future entries

Create a rule (more on rules here ), click on the plus button, add a keyword or a combination of keywords (use booleans AND and OR to limit application of the rule), select a project/matter and enter a description (optional) and/or a task (optional)

Advanced rules can be applied to website URLs (e.g. Categorize all entries from facebook.com to Personal) or applications (e.g. Move itunes.exe to Personal)

When using an advanced rule based on the application name, the app name doesn't have to be exact, Chrometa guesses that "MS Word" and "Microsoft Word" and msword.exe refer to the same thing

In Chrometa, any text (project name, annotation, duration...) that has a blue dotted line can be edited. Just click the text, enter the new annotation, duration... and hit the "Enter key".

Clients, Matters and Projects

In Chrometa, we use projects and matters interchangeably. Clients and projects are located in Cliens/Projects. Mouse over a client or project and you'll see action buttons to view the client/project time, applicable rules (and create/edit rules for your project).

Project rates are also defined on this page.

If a project does not have a rate, the default rate will be applied.

Projects are by default billable, to make a project non-billable (Admin work for e.g.), uncheck the "Billable" option.

For projects that have a different rate by team member, click 'Project Description' to set the rates

In addition to the manual export, you can now set an automated export (immediatly after time has been categorized or on a daily/weekly basis)

Invoicing and Billing

To create an invoice, from the time summary, click 'Export' > 'Create Invoice' to create a draft that can be adjusted (hours, descriptions, rate...)

You can also create an invoice for the team from Team Timesheet > Export > Create Invoices

For flat free projects, set the project to Non Billable in the Clients/Projects page. You'll still be able to create an invoice but no dollar amounts will show.

Team Time Tracking

As a team admin, you can see in real time who is working on what. Get a full report by day, week, month or any custom date range of your team's work, broken down by client, project or task.

As a team admin, every client, project, rule or annotation you create is, by default, available to the rest of the team

Your team settings are under Team Info

You can invite your team members by entering their email addresses in the "Invite Users" box and clicking "Invite Team Members". They will receive an email with download links

See the status of a team member: Active, Has not joined the team yet or Has not installed Chrometa yet

You can find more on teams here

Export time, excel template

After you assign time to clients and matters, you can then export to any of our integrations. Export for a single matter or all the matters listed in the Summary view as described here

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