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Clockify Quick-Start — Solo-Team OS§

v 1.1 · 2025-05-15 – link from card LL-01 Device Setup**

1 · Why log every minute?§

Reason Pay-off
Proof = Pay-day CSV + screens feed Daily Digest, WeekMetrics & Invoice. No log → no pay.
Flow awareness Timer forces single-task focus; you’ll spot context-switch drag.
Kaizen fuel WeekMetrics shows time sinks & deep-work ratios to improve.

2 · First-time setup (≈ 5 min)§

  1. Join the Solo-Team Clockify workspace (invite link in Telegram).
  2. Create / verify Projects
  3. Learning Loop – log every onboarding card / SOP step.
  4. Client Work – for billable work later.
  5. Install tools on your hardened Work OS profile
  6. Clockify Desktop Tracker – start at login.
  7. Insightful Desktop Agent – green dot means capturing 30-sec screenshots.
  8. Tracker settings – open Clockify Preferences
  9. Idle detection : 1 min (desktop) / 5 min (mobile).
  10. Reminder : break prompt every 90 min.
  11. Browser pin – keep clockify.me/tracker next to Trello tab.
  12. (Optional) Generate a read-only API key for Coach /next.

3 · Daily habit loop§

Moment Action
Before starting any card / row / SOP step Copy its URL / ID into Timer Description.
[LL-04] Read Subsystem-X Overview
Work in focus Timer runs; Insightful grabs 30-sec shots. Touch keyboard/mouse ≤ 5 min.
Pause / switch Stop timer immediately & start the next. Overlaps = ❌.
16 : 45 Check all entries: link/ID present + correct project. Fix now, not tomorrow.
Source Paste exactly in Description
Trello card https://trello.com/c/abc123
Ops-Sheet row SheetRow-42 https://docs.google…#gid=0&range=A43
Learning-Scaffold SOP step LL-SOP-Step-3 (Reflect Subsystem-X)
Ad-hoc task (no link) ⚠️ Write a verb + 5-word purpose and tag NoLink. Manager will question it.

Rule of thumb: If you can link it, link it. Only use NoLink as last resort.

5 · What Great Looks Like (WGLL)§

❌ Miss ✅ Meets ⭐ Exceeds
Empty description / wrong project Correct link/ID + project Adds concise verb: Draft Digest – LL-06

6 · FAQ§

  • Forgot timer? Start when you notice, tag Late-Start; never guess past time.
  • Multi-task? Stop → start next timer; keep cards atomic.
  • Breaks? Timers off; idle detector will auto-trim.
  • Mobile work? Manual screenshots every 30 min until Insightful mobile lands.
  • Green dot missing? Insightful paused → restart agent before continuing.

7 · Next step right now§

  1. Open Learning Loop board (copied from template).
  2. Start a timer on card LL-01 Device Setup (Learning Loop project).
  3. Complete SEC-SOP-1 screenshots → move card to Waiting for Approval.

Timer already running? Nice — you’re on the clock.

Default Time Doctor “Project ➜ Task” Buckets for the Solo-Team OS§

How to read this table • Project = the top-level entry you (or the TD admin) create once in Projects & Tasks. • Typical Tasks = quick templates operators create ad-hoc under that project (one per Trello card / Sheet row / SOP step). • Why it exists = the subsystem or ritual it maps to, so reports stay meaningful.

# Project (top-level) Typical Tasks operators create
(examples – they’ll swap the ID/link in description)		 Why it exists / Subsystem tie-in
1 Learning Loop (non-billable) LL-01 Device Setup · Learn:Time-Tracking:P1A – System Overview · Teach-Back Work-Intake Covers the entire onboarding boot-camp scaffold so study minutes are traceable.
2 Daily Work-Cycle (billable once live) SIM-001 Update FAQ · Card https://trello.com/c/abc123 · SheetRow-42 Update All task execution that comes from Work-Intake & Prioritisation (cards/rows).
3 Admin & Hygiene (non-billable) Evidence Export · Daily Digest · WeekMetrics PDF · Invoice Draft Anything driven by Time-Tracking & Proof / Daily Close-out / Rituals & Invoicing.
4 Meetings & Sync (billable)* Daily Stand-up · Client Kick-off Call · Meeting Actions Processing Ties to Meeting Sync & Action Capture subsystem.
5 Blocker Escalation (non-billable) BLK-123 Waiting for Manager Quick visibility in TD reports; isolates time lost to blockers (SOP-5).
6 Kaizen / Continuous Improvement (non-billable) Mini-Retro Note · Promote Kaizen Card · PR SOP Fix Maps to Gap-Fix & Continuous-Improvement efforts.
7 Security & Compliance (non-billable) Quarterly Device Audit · Focus-Zone Self-Check · Incident Response Drill Logs time spent on IT-Security & Compliance SOPs.
8 Sim-Day / Training (non-billable) SimDay:Q1.1:SIM-001 · SimDay:Hygiene · SimDay:Invoice Used only during onboarding refreshers or future fire-drills.

Admin Tip Daily Work-Cycle will hold most of the billable effort; grant project-level “billable ON” there. Everything else can stay non-billable unless you need to invoice training time to the client.

Usage Rules to Keep the Data Clean§

  1. One Task = One Work Unit • If it has a Trello card, Sheet row, or SOP step ⇒ make it a new Task the first time you touch it. • Stop timer immediately when you switch.

  2. Description Format (copy into TD description field)

<URL or RowID> – <Short Verb Phrase>
Examples:
https://trello.com/c/abc123 – Draft outline
SheetRow-42 – Enter prices
Learn:Knowledge:P4 – Deep-Dive Q&A

  1. No orphan tasks • Only use NoLink – … when genuinely no system artefact exists (rare). • Manager will question any NoLink > 10 min blocks.

  2. Self-audit 16 : 45 • Reports ▸ Timeline – every entry must show the right Project and a hyperlink or RowID in the first line. • Fix before you export the “Today” CSV for TT-SOP-2.

Follow these buckets and naming rules and the switch to Time Doctor will be seamless—reports, Evidence Export, WeekMetrics, and invoices continue to work exactly as before.