Skip to main content

Time Tracking

Master KiraPilot's comprehensive time tracking system to understand your productivity patterns, improve time estimates, and optimize your workflow.

Getting Started with Time Tracking​

Why Track Time?​

Time tracking in KiraPilot helps you:

  • Improve estimates: Learn how long tasks actually take
  • Identify patterns: Discover your most productive hours
  • Measure progress: Track time spent on different projects
  • Optimize workflow: Find and eliminate time wasters
  • Bill accurately: For client work or project reporting
  • Stay focused: Use timers to maintain concentration

The KiraPilot Approach​

KiraPilot's time tracking is designed to be:

  • Effortless: Start/stop with one click
  • Integrated: Seamlessly connected to your tasks
  • Insightful: Rich analytics and pattern recognition
  • Private: All data stays on your device

Starting and Managing Timer Sessions​

Starting a Timer​

There are several ways to start timing your work:

From a Task Card​

  1. Click on any task to open the task details modal
  2. Click the "Start Timer" button (▶️ play icon)
  3. The timer immediately begins and appears in the header
  4. The task is automatically marked as "In Progress"

From the Header Timer​

  1. Click the timer display in the header
  2. Select a task from the dropdown
  3. Click "Start" to begin timing

Using the AI Assistant​

Simply say: "Start a timer for [task name]" or "Start timing my current task"

Timer Interface​

When a timer is active, you'll see:

  • Elapsed time: Real-time display in MM:SS format
  • Task name: Which task you're timing
  • Pause/Resume: Temporarily stop the timer
  • Stop: End the session and add notes

Managing Active Sessions​

Pausing and Resuming​

  • Click the pause button (⏸️) to temporarily stop timing
  • Click resume (▶️) to continue from where you left off
  • Pause reasons: Meetings, breaks, interruptions, lunch

Taking Breaks​

KiraPilot automatically tracks break time:

  1. Click "Take Break" when pausing
  2. Select break type:
    • Coffee break (5-15 minutes)
    • Lunch break (30-60 minutes)
    • Meeting (varies)
    • Personal (varies)
  3. Resume when ready - break time is tracked separately

Switching Tasks​

  • Stop current timer and add session notes
  • Start new timer for the different task
  • Or use "Switch Task" to seamlessly transition

Stopping Timer Sessions​

When you finish working:

  1. Click "Stop Timer" in the header or task modal
  2. Add session notes (optional but recommended):
    • What you accomplished
    • Any blockers encountered
    • Next steps or reminders
    • Quality of focus (1-5 stars)
  3. Click "Save Session"

The session is automatically saved with:

  • Start and end times
  • Total duration
  • Break time (if any)
  • Associated task
  • Your notes and focus rating

Session Notes and Documentation​

Why Add Session Notes?​

Session notes help you:

  • Remember context when returning to tasks
  • Track progress on complex projects
  • Identify blockers and patterns
  • Improve estimates for similar future work
  • Provide status updates to team members

Effective Session Notes​

Good Examples:

✅ "Completed user authentication flow. Fixed login validation bug.
   Next: implement password reset feature."

✅ "Researched 3 design patterns for data caching. Decided on
   Redis approach. Need to discuss with team before implementing."

✅ "Wrote first draft of quarterly report. Still need Q3 sales
   figures from Sarah. Focus was good - no interruptions."

Less Helpful:

❌ "Worked on stuff"
❌ "Made progress"
❌ "Did some coding"

Session Note Templates​

Create templates for different types of work:

Development Work:

**Completed:**
- [List what you finished]

**In Progress:**
- [What you're currently working on]

**Blockers:**
- [Any issues or dependencies]

**Next Session:**
- [What to tackle next]

Research/Learning:

**Key Findings:**
- [Important discoveries]

**Resources:**
- [Useful links or references]

**Questions:**
- [Things to investigate further]

**Application:**
- [How to use this knowledge]

Time Tracking Analytics​

Session History​

View your complete time tracking history:

  1. Click the timer in the header
  2. Select "View History"
  3. Filter by:
    • Date range (today, week, month, all)
    • Specific tasks or projects
    • Task lists or tags

Session Details​

Each session shows:

  • Duration: Total time worked
  • Efficiency: Work time vs. total time (accounting for breaks)
  • Focus rating: Your self-assessed concentration level
  • Break analysis: Number and duration of breaks
  • Productivity score: Calculated based on multiple factors

Time Analytics Dashboard​

Access detailed analytics through the Reports view:

Daily Patterns​

  • Peak hours: When you're most productive
  • Energy levels: How focus changes throughout the day
  • Break patterns: Optimal break frequency and duration
  • Task switching: How often you change focus
  • Productive days: Which days you accomplish the most
  • Time distribution: How time is spent across different task types
  • Completion rates: Percentage of started tasks that get finished
  • Estimate accuracy: How close your time estimates are to reality

Project Insights​

  • Time per project: Where your hours are going
  • Task complexity: Which types of tasks take longest
  • Efficiency trends: Whether you're getting faster at similar tasks
  • ROI analysis: Time invested vs. value created

Productivity Pattern Recognition​

Automatic Pattern Detection​

KiraPilot automatically identifies:

Time Patterns​

  • Most productive hours: When you do your best work
  • Least productive periods: Times to avoid complex tasks
  • Optimal session length: Your ideal work session duration
  • Break timing: When you naturally need breaks

Task Patterns​

  • Underestimated tasks: Types of work you consistently underestimate
  • Quick wins: Tasks you complete faster than expected
  • Complex work: Tasks that require deep focus
  • Context switching: How task changes affect productivity

Focus Patterns​

  • Deep work periods: When you achieve flow state
  • Distraction triggers: What breaks your concentration
  • Recovery time: How long it takes to refocus after interruptions
  • Energy management: How your focus changes throughout the day

Using Pattern Insights​

Optimize Your Schedule​

  • Schedule complex tasks during your peak hours
  • Batch similar work to reduce context switching
  • Plan breaks before you naturally lose focus
  • Protect deep work time from meetings and interruptions

Improve Time Estimates​

  • Use historical data from similar completed tasks
  • Add buffers for task types you typically underestimate
  • Account for complexity based on past experience
  • Consider context (time of day, energy level, distractions)

Enhance Focus​

  • Identify your flow triggers and recreate those conditions
  • Minimize distractions during your most productive hours
  • Take strategic breaks before focus naturally wanes
  • Match task difficulty to your current energy level

Advanced Time Tracking Features​

Time Goals and Targets​

Set and track time-based goals:

Daily Goals​

  • Minimum productive hours: Ensure consistent progress
  • Deep work target: Time spent on high-value tasks
  • Break balance: Maintain healthy work-rest ratios
  • Focus quality: Average focus rating across sessions

Weekly Goals​

  • Project time allocation: Ensure important work gets attention
  • Skill development: Time invested in learning
  • Administrative limit: Cap time spent on low-value tasks
  • Work-life balance: Track total work hours

Project Goals​

  • Time budgets: Stay within allocated hours
  • Milestone tracking: Time to reach key deliverables
  • Efficiency improvements: Reduce time for routine tasks
  • Quality metrics: Balance speed with thoroughness

Time Blocking Integration​

Combine time tracking with calendar blocking:

  1. Estimate task duration when creating tasks
  2. Schedule time blocks for specific tasks
  3. Start timers when beginning scheduled work
  4. Compare actual vs. planned time
  5. Adjust future blocks based on real data

Pomodoro Technique Support​

Use KiraPilot for Pomodoro-style work:

  1. Set 25-minute work sessions as your default
  2. Take 5-minute breaks between sessions
  3. Take longer breaks after 4 sessions
  4. Track Pomodoro completion in session notes
  5. Analyze optimal session length for different task types

Team and Client Reporting​

Time Reports​

Generate reports for various purposes:

Personal Review​

  • Weekly summary: Total time, top tasks, productivity trends
  • Monthly analysis: Long-term patterns and improvements
  • Project retrospective: Time investment and outcomes
  • Goal tracking: Progress toward time-based objectives

Client Billing​

  • Detailed timesheets: Task-by-task breakdown
  • Project summaries: Total time per project phase
  • Rate calculations: Hours × billing rate
  • Professional formatting: Clean, client-ready reports

Team Updates​

  • Status reports: What you worked on and for how long
  • Capacity planning: Available hours for new work
  • Bottleneck identification: Where time is being spent
  • Collaboration insights: Time spent in meetings vs. individual work

Data Export​

Export your time data in multiple formats:

  • CSV: For spreadsheet analysis
  • JSON: For custom reporting tools
  • PDF: For professional reports
  • Integration APIs: Connect with other tools

Privacy and Data Security​

Local Data Storage​

All time tracking data is stored locally:

  • SQLite database: Efficient, reliable local storage
  • No cloud sync: Your data never leaves your device
  • Encrypted backups: Secure local backup options
  • Data ownership: You control your information completely

Data Management​

  • Regular backups: Automatic local backups
  • Data export: Full data portability
  • Selective deletion: Remove specific sessions or date ranges
  • Privacy controls: Choose what data to track

Troubleshooting Common Issues​

Timer Accuracy​

Problem: Timer seems inaccurate or loses time Solutions:

  • Ensure KiraPilot stays running in the background
  • Check system sleep settings
  • Restart the application if issues persist
  • Use manual time entry for missed sessions

Forgotten Timers​

Problem: Leaving timers running overnight or during breaks Solutions:

  • Set up break reminders
  • Use automatic pause after inactivity
  • Review and edit session times before saving
  • Develop habits around timer management

Inconsistent Tracking​

Problem: Forgetting to start timers or track all work Solutions:

  • Use AI assistant reminders
  • Set up automatic task timing
  • Create timer start habits
  • Review daily time allocation

Data Analysis Paralysis​

Problem: Too much data, not sure what to focus on Solutions:

  • Start with simple metrics (total time, top tasks)
  • Focus on one improvement area at a time
  • Use AI assistant for insight interpretation
  • Set specific, measurable goals

Integration with Other Features​

Task Management Integration​

  • Automatic task status updates when timers start/stop
  • Time estimates vs. actual comparison on task cards
  • Task prioritization based on time investment
  • Progress tracking through time accumulation

AI Assistant Integration​

  • Natural language timer control: "Start timing my current task"
  • Productivity insights: "How was my focus this week?"
  • Pattern recognition: "What's my most productive time of day?"
  • Optimization suggestions: "How can I improve my time estimates?"

Reports Integration​

  • Visual analytics: Charts and graphs of time data
  • Trend analysis: Long-term productivity patterns
  • Goal tracking: Progress toward time-based objectives
  • Comparative analysis: Week-over-week improvements

Best Practices for Time Tracking Success​

Getting Started​

  1. Start simple: Track just your main work tasks initially
  2. Be consistent: Track time for at least 2 weeks to see patterns
  3. Don't overthink: Focus on major time blocks, not every minute
  4. Review regularly: Look at your data weekly to identify improvements

Building Habits​

  1. Link to existing habits: Start timers when you open specific apps
  2. Use reminders: Set up notifications for timer management
  3. Make it visible: Keep the timer display prominent
  4. Celebrate progress: Acknowledge improvements in time awareness

Long-term Success​

  1. Focus on trends: Look for patterns over weeks and months
  2. Adjust gradually: Make small changes based on data insights
  3. Stay flexible: Adapt your tracking approach as needs change
  4. Share insights: Discuss patterns with teammates or mentors

Next Steps​

Enhance your time tracking with these advanced topics:

Remember: The goal of time tracking isn't to account for every minute, but to gain insights that help you work more effectively and achieve better work-life balance.

Related Content

User Guide

Task Management

Organize tasks to track effectively

→
User Guide

Pattern Recognition

Analyze your productivity patterns

→
User Guide

AI Assistant

Get AI insights on your time usage

→