Frequently Asked Questions

TeamTrackin is an all-in-one distributed team management platform that combines time tracking, activity monitoring, project management, HR automation, payroll, and a secure vault. It’s designed for remote, hybrid, and in-office teams of all sizes.

TeamTrackin is built for businesses managing remote or hybrid teams — from startups and agencies to BPOs, enterprises, and freelancers. If you need visibility into how your team spends time and manages work, TeamTrackin is for you.

Employees install the lightweight desktop agent (Windows, Mac, or Linux). It runs in the background, tracking work hours, activity levels, and optionally taking screenshots. Managers access real-time dashboards, reports, timesheets, and payroll data from the web platform.

Unlike standalone time trackers, TeamTrackin combines time tracking, HR automation, project management, payroll, a secure vault, and productivity insights into one platform. This replaces 4–6 separate tools, saving cost and complexity.

Yes! Every paid plan includes a 14-day free trial with full access to all features. No credit card required to start. You can cancel anytime before the trial ends and will not be charged.

No. TeamTrackin is designed to be easy for non-technical users. Setup takes under 10 minutes — download the desktop agent, invite your team, and start tracking. No IT support or developer knowledge required.

TeamTrackin tracks keyboard and mouse activity to calculate productivity levels. Screenshots are configurable — admins can set frequency, blur sensitive content, and employees are always aware tracking is active. All data is accurate to the minute.

Yes. You can create unlimited teams, projects, and departments. Productivity scores are calculated automatically based on active work time, application usage, and task completion — no manual input needed from managers.

TeamTrackin includes scrum boards with a ranked backlog, sprint planning (goal, dates and capacity), epics, stories, tasks, bugs and sub-tasks with issue keys, WIP limits, swimlanes, quick filters and live updates, plus milestone tracking and task assignment. Every board has agile reports: burndown, burnup, velocity, sprint report, cumulative flow, cycle and lead time, backlog health and epic progress. Reports can be filtered by user, project and date range and downloaded as PDF. All plans include basic reporting; Standard and above unlock unlimited reports.

TeamTrackin automatically calculates payroll based on tracked hours and pay rates. Monthly timesheets are approved or rejected with a reason, and the pay breakdown shows base pay, overtime, approved benefit claims and any adjustments, in each employee's own currency. Standard and above include employee invoice generation, and Premium and Enterprise plans add a finance dashboard and downloadable payroll reports. They also include client invoicing: create invoices from tracked time and milestones, send them with a secure link, automate reminders and recurring invoices, and record full or partial payments and credit notes. You can export reports ready for your accountant or direct payroll processing.

Yes. On the Premium and Enterprise plans, Documents gives your company a knowledge base with spaces, nested pages, templates (SOPs, meeting notes, decision records, onboarding and retrospectives), a rich editor, inline and threaded comments, version history with restore, review dates and page-level view and edit permissions. Search with Cmd/Ctrl + K and export pages to PDF, Word, Markdown or HTML.

Yes, on the Premium and Enterprise plans. A database page in Docs is a table with typed fields — text, numbers, currency, select, status, dates, people, files, formulas, links between databases and links to tickets, boards, pages and clients. Show it as a table, board, gallery, calendar or list, filter, sort, group and colour entries, total each column, and open any entry in a side panel with its own page, comments and change history. It lives in your page tree and follows the page's access and sharing, and teammates' changes appear instantly.

Yes. Choose New page → Import CSV or Excel, drop the file on the page tree, or paste a table. Every sheet comes in, the header row is found and each field's type is guessed, and you can rename, retype or skip columns before importing. A report shows what came in, and you can undo the import for 48 hours. Confluence database CSV exports and Notion "Markdown & CSV" exports work too. You can export any view as CSV or Excel.

Yes. API keys and the AI tools you connect can read and change databases, their fields, views and entries, with separate databases read, write and delete permissions, and every change shows in the database's history as made through an API key or AI tool. The built-in AI assistant can also find databases and answer questions from their entries, such as counts by status or the total of a number field, using only what you can open.

Yes, on the Premium and Enterprise plans. A whiteboard is a Docs page with an endless canvas: sticky notes, shapes, frames, connectors that stay attached, pen, highlighter, stamps, images and files. Start from Blank, Retrospective, Brainstorm, Flowchart, Mind map, Kanban, User journey or your company's own templates. Everyone on the board sees changes live, with cursors and names, and it works on phones and tablets.

Yes. Click Vote, choose how many votes each person gets and click Start vote; End vote shows the results ranked. Click Timer to start a shared countdown with a chime at the end. Comments work on any element with @mentions and Resolve, and watchers are notified like Docs comments.

Yes. Select the notes and click Make ticket. Each note then shows its ticket key and status, and the ticket links back to the whiteboard page. Cards can also link tickets, boards, Docs pages, databases and clients and open them in a side panel.

Export the whole board or a selection as PNG, SVG or PDF. The built-in AI assistant can find and summarise boards you can open, and API keys and connected AI tools can read and change boards, their elements, versions and comments with separate whiteboards read, write and delete permissions.

Yes, on the Standard plan and above. The importer brings boards, tickets, comments, files and people over from Jira Cloud, ClickUp, Asana, Linear, Trello, monday.com and Notion, or from a CSV or Excel export. You match statuses, people and fields, see a dry run before anything is created, and can undo the whole import in one step. People from the old tool don't take a seat until you hand their work to a teammate or invite them.

Yes, on plans that include Docs (Premium and Enterprise). The importer brings Confluence spaces and pages, and pages from Notion, ClickUp Docs, Linear documents and monday.com Docs, into Docs. Jira and Confluence are one import: tickets, pages, databases and whiteboards come over together, and a team with only Confluence leaves Jira unticked. Confluence shares only a database's or whiteboard's name, so databases fill from their CSV export on the report and whiteboards come in empty with a link back. Pages keep their tree and order, formatting, images, files, comments, authors and dates, and links between them open the Docs pages. The dry run counts pages and files first, importing again never makes copies, and you can undo it. Each tool's card says in plain words what its API can't give, for example page history or comments on ClickUp and monday.com docs.

Yes, on the Standard plan and above. Admins make API keys that act as one person and can never do more than that person can, and webhooks tell your other systems when a ticket is created, moved or commented on. Every webhook delivery is signed and failed ones are retried. The developer docs are public at teamtrackin.com/developers/api.

Each key gets Read, Write and Delete separately for every area you pick, starting from a preset if you like, and is locked to your own company. Standard includes 3 keys at 120 requests a minute each, with read and write on tickets, comments, files, boards, Spaces, sprints, epics, labels, custom fields, search and projects, read on people, and read on time and timesheets. Premium includes 10 keys at 600 requests a minute, adds delete, Docs and SOPs (they come with Docs), time and timesheet changes, time off and shifts, and clients, invoices, forms, automations, dashboards, integrations and imports. Enterprise has unlimited keys at 1,200 requests a minute and every area, including people management, groups and permissions and the audit log. Basic has no API. Passwords, the vault, sign-in settings, billing and payroll payouts can never be reached with a key. Nobody can give a key or an AI tool more than they can do themselves, every change made through one shows "via API key" or "via AI tool" in the history, and the account owner is told whenever a key or AI tool changes. A key acts as the person who makes it (owners and admins can choose someone else), your company can save its own presets, each key shows who made and last changed it with an Activity list, and revoked keys stay listed read only.

Yes. Your company gets its own connector link under Company → Developers → AI tools. It works with any AI tool that supports MCP, the open standard for AI tools, so chat apps, code editors and other AI tools can find, create and update your tickets, boards, sprints, time and more. Code editors connect with an API key on Standard and higher plans; chat apps use Sign in with TeamTrackin on Premium and Enterprise, where each person approves what the app may do; and Enterprise adds a company AI policy for allowed actions and addresses. An AI tool never does more than the person it acts as, and everyone can disconnect theirs in Settings → Connected AI tools, where people with the Connect AI tools permission also find the company's link.

Yes, privately. Each person's Ask TeamTrackin chats are kept under Recent chats so they can reopen them; only that person can see them, admins included, and they are deleted 30 days after the last message. An admin can switch saving off for the whole company, which deletes the saved chats.

The Secure Vault is an encrypted document storage feature for storing sensitive records like contracts, HR documents, certificates, and bank details. Who can use the Vault is set under Company → Groups & permissions, and each record or folder is shared only with the people you choose (Manage access). The account owner can see everything.

Yes. Vault records and their files are encrypted in your browser before they reach us, so only the people and clients you share them with can open them, and your master password is protected with Argon2id. Records saved before end-to-end encryption can be upgraded by the account owner in one step: Vault → Upgrade encryption.

TeamTrackin collects work hours, keyboard/mouse activity levels, app usage patterns, and optional periodic screenshots. It does NOT record audio, video, or keystrokes. Employees always know when tracking is active — there is no silent or hidden monitoring.

Yes, TeamTrackin is designed with GDPR compliance as a core requirement. All data is encrypted at rest (AES-256) and in transit (TLS 1.3). We provide data residency options, right to erasure, audit logs, and full consent management for EU-based teams.

RBAC allows admins to define what each user role can see and do. Admins can customise screenshot frequency, enable or disable specific monitoring features per team, set data retention periods, and restrict access to sensitive reports — all from the admin dashboard.

Yes. Every company has built-in Admin and Time Reporter groups. On the Premium and Enterprise plans you can create your own groups under Company → Groups & permissions and choose, feature by feature, whether people can view, create, edit or delete, plus actions like approving, exporting and sharing. Each switch is Off or On, or — where it matters — Own (just their own things, like their own requests or projects they’re on) or Everyone (the whole company). Each section of the screen explains in plain words what that means there and what else decides access, like record sharing in the Vault or private boards. Every permission is checked on our servers, not just hidden on screen. The account owner can't be restricted or removed, nobody can change their own access or give more than they have, and every change is logged.

Employee monitoring is legal in most jurisdictions when employees are informed and consent is obtained. Best practices include clearly communicating what is tracked, giving employees access to their own data, only monitoring during work hours, and not recording private communications. TeamTrackin’s privacy-first design supports all these practices.

TeamTrackin’s lightweight desktop agent starts tracking automatically when employees begin their work session. It runs silently in the background, logging active hours, breaks, and idle periods without requiring manual timer management. Admins see all data in real time on the web dashboard.

No manual timers are needed after the initial start. The agent detects idle time when no keyboard or mouse activity is registered for a configurable period (default: 5 minutes). Idle time is flagged separately in reports so managers can distinguish active work from away time.

TeamTrackin monitors keyboard and mouse activity levels to calculate productivity scores and generate analytics graphs. However, it does NOT record actual keystrokes or capture typed content. The system also detects mouse jigglers and auto-clickers to ensure data integrity.

Yes. The desktop agent continues tracking time and activity even without an internet connection. Once connectivity is restored, all offline data automatically syncs to the cloud. No manual intervention is required and no data is lost during offline periods.

TeamTrackin integrates with popular tools including Jira, Slack, GitHub, GitLab, Asana, and Trello. The desktop agent supports Windows, macOS, and Linux. The web platform is accessible from any modern browser, and mobile apps are available for iOS and Android for on-the-go monitoring.

TeamTrackin offers a 14-day free trial on every paid plan with full access to all features — no credit card required. After the trial ends, you’ll need to choose a subscription plan to continue. There is no permanent free tier, but the trial gives you plenty of time to evaluate the platform.

You can upgrade your plan anytime from your Account Settings page. Navigate to Settings → Subscription, choose your desired plan, and confirm. The upgrade takes effect immediately and your billing is prorated for the remainder of the current cycle.

The Client Portal is a dedicated, branded workspace for your clients. When a company subscribes to TeamTrackin, they receive a custom subdomain (e.g. yourcompany.teamtrackin.com) where their clients can log in and view project boards, tracked time, invoices, and assigned vault documents.

Clients can access the Board (project/kanban view), time tracking data allocated to them, invoices, and any vault files you have shared with them. On the board they can raise tickets and comment, and they can download invoice PDFs and let you know when they have paid. They only see what you choose to give them access to.

Once you subscribe, TeamTrackin automatically creates a subdomain based on your company name — for example, bugdev.teamtrackin.com. Your clients use this link to log in and access their portal.

Shift Management lets you schedule people who work on site or in the field. You build a weekly rota on the web, publish it, and workers see their shifts in the TeamTrackin mobile app, where they clock in and out with GPS. Managers get a live attendance board, a live map, shift swaps, open shifts and attendance hours that feed straight into payroll.

It is $3 per field seat per month as an add-on to the Basic, Standard or Premium plan, and you only pay for the people you mark as field workers. If you only need shifts and not desktop time tracking, the standalone Shift plan is $4.99 per user per month. Local currency prices are shown on the pricing page.

The TeamTrackin mobile app runs on Android and iPhone. Download it free from Google Play or the App Store, then sign in with your normal TeamTrackin email and password.

No. The app only records location while you are clocked in to a shift, and stops the moment you clock out. Your admin sees your location on the live map during your shift only. Location data older than your company's retention period is deleted automatically.

Each job site has a geofence radius. In Soft mode the clock-in is allowed but flagged as off site for the manager. In Strict mode the app blocks clock-in until the worker is inside the fence. You choose the mode in Shift settings.

Yes. Clock-ins, breaks and clock-outs are saved on the phone with the real time they happened and sent to TeamTrackin as soon as the phone is back online, so hours stay accurate even on sites with poor signal.

Yes. Workers can ask a colleague to cover a shift and the manager approves the swap. Open shifts that have no one assigned can be claimed from the app. Everyone involved gets a push notification at each step.

Yes. Every job site can have its own timezone, so a 09:00 shift at a site in London shows as 09:00 for everyone working there, regardless of where the manager or the server is.

TeamTrackin automates core HR workflows including attendance tracking, timesheet generation, PTO management, and overtime calculation. Employee records, activity logs, and leave balances are centralised in one dashboard, eliminating spreadsheets and manual record-keeping.

Yes. Employees can submit leave requests directly from their dashboard, selecting dates, leave type, and adding notes. Requests are routed to the appropriate manager for approval. Both employees and managers can track request status, remaining balances, and whether time off is paid or unpaid.

For common issues, try restarting the desktop agent or refreshing the web dashboard. For further assistance, contact our support team via email at support@teamtrackin.com or by phone at +44 7986 932030. Our team typically responds within 24 hours.