Time tracking

Free
Solo
Team

Once you connect an AI app to Kiaro, you can log time, run your timer, fix entries and submit timesheets by asking for them in plain words. It works with the same time entries you see on the Time page, as you, and follows the same rules as tracking time in Kiaro itself.

What you can ask

You say	What happens
”Log 2 hours on the Northwind homepage task yesterday, non-billable”	Logs the time against that task on that day
”How many billable hours did I log this week?”	Lists the matching entries with totals worked out by Kiaro
”Change yesterday’s Acme entry to 90 minutes”	Updates the entry
”Mark those three entries as non-billable”	Updates each entry
”Delete the duplicate entry from Monday”	Asks for your approval first
”Start my timer on the Acme audit”	Starts your timer on that task
”What’s my timer on?”	Shows your running timer and how long you have worked
”Stop my timer”	Stops it and saves the time
”Submit my timesheet for last week”	Sends the week to the workspace owner for approval (Team plan)
“Is my timesheet still waiting for review?”	Lists your timesheet submissions
”Approve Sam’s timesheet for last week”	Approves it (Team plan, workspace owner only)

What it can do with time

Check your time. Filter by today, this week or this month (in your timezone, with weeks starting on Monday), or by exact dates, and by client, project, task, teammate, billable or invoiced. Results come newest first, a page at a time. The totals for hours and billable hours cover every matching entry, not just the page shown, so they match your Time page. A running timer is not in the list: your AI app asks for it separately.
Log time. A task and a duration in whole minutes, from 1 to 1,440. Say the day the work happened, or leave it out for now. Notes are optional and time is billable unless you say otherwise. Your rounding setting applies, so with 15-minute rounding, 22 minutes is saved as 30. The first time you log on a task that is still in To Do, it moves to In Progress, and the task’s logged hours update. If the project has enough unbilled time to invoice, your AI app is told so it can mention it.
Fix an entry. Change the duration (whole minutes, 1 to 1,440, saved exactly as sent, not rounded again), the notes or the billable flag. Only what your AI app sends changes.
Run your timer. Start it on a task, check it, stop it. Starting a timer on another task stops and saves the one that was running. Starting it on the task that is already running changes nothing. A timer stopped under 30 seconds is discarded. Paused time is never counted, and your rounding setting applies when it is saved. Pausing a timer and editing its notes are done in the timer bar in Kiaro.
Delete an entry. This needs your approval. See below.

Everything your AI app changes is recorded in your activity log as coming from the app.

Actions that need your approval

Deleting a time entry never happens straight away. Your AI app gives you a link; open it in Kiaro, check the task, client, date and duration, then approve or reject it. Each entry needs its own approval. To delete many at once, select them on the Time page in Kiaro. If the entry changes before you approve, Kiaro tells you and asks again. See Approvals.

Everything else on this page happens directly, and you can change it back in Kiaro at any time.

The rules your AI app follows

These are the same rules as in Kiaro:

No future time. Time can only be logged for today or earlier, in your own timezone.
Invoiced time is locked. An entry that is already on an invoice can’t be edited or deleted.
Submitted weeks are locked. While a person’s timesheet for a week is waiting for review, or after it is approved, nobody can log, edit or delete that person’s time in that week, and a timer can’t be started while the current week is locked. If you need to change something, withdraw the submission in Kiaro first.
Your own entries. Members can change and delete only the time they logged themselves. Workspace owners and admins can change anyone’s.
Running timers. An entry that is still a running timer can’t be edited or deleted. Stop it first.
Free plan clients. On the Free plan, new time can’t be logged, and a timer can’t be started, on work for a client that is past, inactive or lost, or a lead you haven’t activated yet. Reactivate or activate the client first. The weekly timesheet in Kiaro follows the same rule.
Your own timer. The timer tools only ever see and change your own timer.
Runaway timers. A timer that reaches 6 hours of worked time is paused, unless you have already paused it yourself. One left open for 24 hours is saved at 6 hours and closed. Kiaro applies this when your AI app starts, stops or checks the timer, as well as in the background.

Timesheets (Team plan)

Team

Timesheet approval is a Team plan feature. On Free and Solo your AI app doesn’t see the submit and review tools at all.

Submit. Ask for any date in the week and Kiaro uses that week’s Monday. The week must have logged time. Once submitted, the week is locked until the owner reviews it, or until you withdraw the submission in Kiaro. A timesheet that was sent back for changes can be submitted again. The workspace owner is emailed.
List. The workspace owner sees everyone’s submissions and can filter by person. Everyone else, including admins, sees only their own. You can filter by status (pending, approved or sent back) or by week.
Review. Only the workspace owner can approve a timesheet or send it back, and your AI app should check with you before it does. Sending back needs a note saying what to fix. Approving locks that week for good. The person who submitted is emailed either way.

Withdrawing a submission stays in Kiaro: click Revoke in the banner on the weekly timesheet page.

Good to know

Same rules as in Kiaro. Your AI app can only reach tasks, clients and teammates in your workspace. Anything else is reported as not found.
Some things stay in Kiaro. Pausing and resuming the timer, editing the running timer’s notes, withdrawing a timesheet submission, changing many entries at once and the weekly timesheet grid are done in Kiaro itself.