01 Procedure: Clockify & Insightful Capture
DraftSOP · Procedure · TT-SOP-1 (Time-Tracking Loop) · 2025-05-14-r11§
Big-Picture Overview§
| Block | Content |
|---|---|
| Purpose & Scope | Capture audit-ready, source-linked time-logs + screen evidence for every minute worked, whether the task lives on a Trello card, an Ops-Sheet row, or is referenced only by an SOP-step ID. |
| Map / Flow | Pick task context → Start Clockify timer → Insightful screenshots (auto, 30 sec) + idle guard → Work → Stop timer → Verify entry & evidence → (17 : 00) export CSV to Daily Hygiene. |
| Roles / RACI | Freelancer Operator R · Ops Manager A · Systems-Ops Lead C · GPT Assistant I |
| KPIs | 100 % worked minutes logged & linked ≤ 24 h · Insightful coverage ≥ 95 % of timer span · < 3 % unlinked minutes / week |
| Tools | Clockify · Insightful agent (30 sec shots; idle 1 min desktop / 5 min mobile) · Personal & Ops Trello boards · Ops Google Sheet · Telegram |
| Risks | Missing logs → unpaid time · Idle gaps strip minutes · Wrong project / description → audit fail · Timer left running overnight |
| Next Action | Pilot the SOP-step ID rule and new idle-guard note one day; track unlinked-minutes metric. |
Detailed SOP — Time-Tracking Loop (≤ 7 bullets)§
| # | Step & Owner | Key points / Controls |
|---|---|---|
| 1 · Select task context Operator |
• Highlight the active Trello card or Ops-Sheet row. • No card/row? → copy the SOP-step ID (e.g. “TT-SOP-1 · Step 3”) into the Clockify Description, then start timer. |
|
| 2 · Start timer | • In Clockify pick correct Project (Q1 / Q2 / Ops / Hygiene). • Paste card-URL, row-URL or SOP-step ID in Description. • Click Start. |
|
| 3 · Work & capture | • Insightful auto-captures every 30 sec. • Idle guard: – Desktop → idle after 1 min no keyboard/mouse. – Mobile → idle after 5 min. • Best practice: touch keyboard/mouse every ≤ 5 min (e.g., update Ops Sheet status) so real work isn’t stripped. |
|
| 4 · Stop timer | • On pause/finish: Stop in Clockify. • Confirm duration looks sane (round if needed). |
|
| 5 · Verify & tag | • Check entry shows correct Project and link/ID. • If “Hygiene”, set Tag → Hygiene. |
|
| 6 · Link evidence | • Missing screenshot? trigger manual shot (Insightful menu). | |
| 7 · Handoff to Daily Hygiene (17 : 00) | • Export Today CSV ⇒ paste link in Sheet › DailyReport (see SOP-4). |
SLA — All timers stopped & verified by 17 : 00; no open timers overnight.
WGLL (“What Great Looks Like” snapshot)§
| Criterion | ❌ Miss | ✅ Meets | ⭐ Exceeds |
|---|---|---|---|
| Log coverage | ≥ 5 % unlinked mins | < 3 % unlinked | 0 % unlinked + comment “Logs clean” |
| Description quality | Blank / vague | Card or row link / SOP-ID | Link/ID + three-word outcome (“Design draft done”) |
| Idle gaps | > 5 min idle on log | ≤ 1 idle outlier / day | Zero idle gaps all week |
(Full examples live in Drive → 01-SYSTEMS/WGLL_Gallery.)
ArchitectureSnapshot JSON§
{
"version_id": "2025-05-14-r11",
"system_level": "Procedure",
"lifecycle_state": "DraftSOP",
"target_name": "TT-SOP-1 – Time-Tracking Loop",
"parent_name": "Time Tracking & Proof",
"last_updated": "2025-05-14T21:25:00Z",
"overview": {
"purpose": "Capture auditable, source-linked time logs and screen evidence for every minute worked.",
"flow": [
"Select task context (card, row, or SOP step ID)",
"Start Clockify timer with link/ID in description",
"Insightful auto-captures 30-sec screenshots with 1-min (desktop) / 5-min (mobile) idle guard",
"Perform work and touch input ≤5 min to avoid idle strip",
"Stop timer and verify entry",
"Ensure description link/ID present and tag as needed",
"17:00 export today CSV to DailyReport (SOP-4)"
],
"roles": [
"Freelancer Operator",
"Ops Manager",
"Systems-Ops Lead",
"GPT Assistant"
],
"raci": {
"Responsible": ["Freelancer Operator"],
"Accountable": ["Ops Manager"],
"Consulted": ["Systems-Ops Lead"],
"Informed": ["GPT Assistant"]
},
"kpis": [
"100% worked minutes logged & linked within 24h",
"Insightful coverage ≥95% of timer span",
"Unlinked minutes <3% per week"
],
"tools": [
"Clockify",
"Insightful",
"Personal & Operations Trello boards",
"Ops Google Sheet",
"Telegram"
],
"risks": [
"Missing logs lead to unpaid time",
"Idle gaps strip legitimate work",
"Incorrect project tagging",
"Timer left running overnight"
],
"controls": [
"Daily self-check of unlinked minutes",
"Insightful green-status spot-check",
"Manager weekly Exceptions tab review",
"WGLL criteria for log quality & idle gaps"
],
"doc_link": "Drive:/01-SYSTEMS/Personal-OS/SOP-02_Time-Tracking_v0.2.gdoc"
},
"procedure_core": {
"procedure_id": "TT-SOP-1",
"name": "Time-Tracking Loop",
"purpose": "End-to-end workflow to log and evidence each work unit.",
"trigger": "At the start of any task, every workday.",
"inputs": [
"Active Trello card (if exists)",
"Ops Google Sheet row (if exists)",
"Relevant SOP step ID (if no card/row)",
"Clockify project list",
"Insightful agent (30-sec shots, idle guard)"
],
"responsible_role": "Freelancer Operator",
"steps": [
"Select task context and copy link or SOP step ID into Clockify description",
"Start Clockify timer under correct project",
"Work while Insightful captures 30-sec screenshots; touch input ≤5 min",
"Stop timer when pausing or finishing",
"Verify duration, project and link/ID; tag Hygiene if needed",
"At 17:00 export today CSV and paste in DailyReport Sheet"
],
"outputs": [
"Time-log entry with source link or SOP step ID",
"Screenshot evidence in Insightful",
"CSV link in DailyReport Sheet"
],
"sla": "No running timers after 17:00; 100% entries linked.",
"controls": [
"Operator daily self-check of unlinked minutes",
"Manager weekly spot-check via Exceptions tab"
],
"tools": [
"Clockify",
"Insightful",
"Trello",
"Ops Google Sheet"
],
"kpis": [
"100% minutes linked",
"Insightful coverage ≥95%",
"Unlinked minutes <3%"
],
"risks": [
"Unlogged work",
"Overlapping timers",
"Idle gaps remove minutes"
],
"doc_link": "Drive:/01-SYSTEMS/Personal-OS/SOP-02_Time-Tracking_v0.2.gdoc"
},
"insights": [
{
"note": "Added 30-sec screenshot frequency and idle-timer thresholds (1 min desktop / 5 min mobile) plus ≤5 min input best-practice.",
"date": "2025-05-14"
}
],
"children": []
}
— End of TT-SOP-1 r11
┌──────────────────────────────────────────┐
│ TT-SOP-1 · Time-Tracking Loop │
└──────────────────────────────────────────┘
┌──────────────────────────────────────────┐
│ 1. NEW TASK? │
└──────────────┬───────────────────────────┘
│(yes)
▼
┌──────────────────────────────────────────┐
│ 2. SELECT CONTEXT │
│ • Trello card link │
│ • Ops-Sheet row URL │
│ • or SOP-step ID (if no artefact) │
└──────────────┬───────────────────────────┘
│ copy link / ID → Clockify description
▼
┌──────────────────────────────────────────┐
│ 3. START CLOCKIFY TIMER │
│ • Correct project │
│ • Desc = link / SOP-ID │
└──────────────┬───────────────────────────┘
│ timer running
▼
┌──────────────────────────────────────────┐
│ 4. WORK & CAPTURE │
│ • Insightful 30-sec screenshots │
│ • Idle guard: 1 min desktop / │
│ 5 min mobile │
│ • Keep input ≤ 5 min to avoid strip │
└──────────────┬───────────────────────────┘
│
▼ (blocked? → SOP-5 🔴)
┌──────────────────────────────────────────┐
│ 5. STOP / PAUSE │
└──────────────┬───────────────────────────┘
│
▼
┌──────────────────────────────────────────┐
│ 6. VERIFY ENTRY │
│ • Duration looks sane │
│ • Project correct │
│ • Link / SOP-ID present │
└──────────────┬───────────────────────────┘
│
▼
┌──────────────────────────────────────────┐
│ 7. ANOTHER TASK? │
└──────────────┬───────────────┬──────────┘
│yes │no (time ≥17:00)
▼ ▼
(loop to 1) ┌──────────────────────────────────────────┐
│ 8. 17:00 DAILY WRAP-UP │
│ • Export “Today” CSV │
│ • Paste link in DailyReport Sheet │
│ • Hand-off to SOP-4 Daily Hygiene │
└──────────────┬───────────────────────────┘
│
▼
┌──────────────────────────────────────────┐
│ END OF DAY (no open timers) │
└──────────────────────────────────────────┘
Legend
- All arrows on the left loop through tasks during the day.
- 17 : 00 branch exports the day’s proof and hands off to SOP-4 Daily Hygiene.
- If a timer is still running after export, stop & verify before clock-out.