Frequently Asked Questions
Find answers to common questions about Visual Timesheets, screenshot monitoring, and visual proof of work for remote teams.
41 questions answered across 7 categories
Getting Started
5 questions
How does visual timesheet tracking work?
Visual Timesheets automatically captures screenshots of remote workers' screens at configurable intervals while they track time. These screenshots are securely stored in the cloud and can be reviewed by managers. Visual proof of work reports can be exported as PDFs and attached to invoices to provide irrefutable proof of billable hours.
How do I get started with Visual Timesheets?
Getting started is simple. Sign up for HiveDesk (which includes Visual Timesheets), invite your team members, and have them install the lightweight desktop app. The app runs silently in the background and requires minimal setup. You can configure screenshot intervals and privacy settings from the dashboard.
What operating systems does Visual Timesheets support?
Visual Timesheets supports Windows, macOS, and Linux operating systems. The lightweight desktop app runs silently in the background and requires minimal system resources.
How long does it take to set up Visual Timesheets?
Setup typically takes less than 15 minutes. After signing up, you can invite team members, have them install the desktop app, and start tracking time with visual proof immediately. The app requires no complex configuration.
Do I need technical expertise to use Visual Timesheets?
No technical expertise is required. Visual Timesheets is designed to be user-friendly for managers and administrators. The dashboard is intuitive, and generating reports is as simple as clicking a button.
Screenshot Monitoring & Privacy
7 questions
Is screenshot monitoring legal?
Yes, screenshot monitoring is legal when employees are properly notified and consent is obtained. Visual Timesheets includes privacy controls like screenshot blurring to protect sensitive data (PII) while still providing proof of work. It's important to inform employees about monitoring practices and comply with local labor laws.
How often are screenshots captured?
Screenshot capture frequency is configurable per project. You can set intervals from every 5 minutes to once per hour, depending on your client verification requirements and workflow needs. The system captures screenshots at random intervals to ensure natural work patterns are documented.
Can screenshots be blurred for privacy?
Yes, Visual Timesheets includes optional privacy controls that enable automatic screenshot blurring to obscure sensitive data (PII) while still proving employee work activity. This feature helps protect confidential information while maintaining transparency for billing verification.
What happens to screenshots when employees are on break?
When time tracking is paused or stopped, no screenshots are captured. Screenshots are only taken during active time tracking sessions. This ensures that break time and personal time are not monitored.
Can employees see their own screenshots?
Yes, employees can view their own screenshots through the dashboard. This transparency helps build trust and allows team members to verify their own work activity.
How do I communicate screenshot monitoring to my team?
It's important to be transparent about monitoring practices. Inform employees about screenshot monitoring during onboarding, explain the purpose (billing verification and client trust), and highlight privacy features like blurring. Clear communication helps build trust and ensures compliance.
Does Visual Timesheets monitor personal browsing or non-work activities?
Visual Timesheets only captures screenshots during active time tracking sessions for specific projects. If an employee is not tracking time, no screenshots are captured. This ensures personal time and activities are not monitored.
Reports & Billing
6 questions
How do I export visual timesheet reports?
Visual timesheet reports can be instantly generated and exported as clean PDFs from the dashboard. These PDFs are ready to be attached directly to your client billing invoices as definitive proof of work. The reports include thumbnail images of captured screenshots organized by time and project.
What information is included in visual timesheet reports?
Reports include time entries with timestamps, project names, task descriptions, and thumbnail screenshots showing work activity. Reports are organized chronologically and can be filtered by date range, project, or team member.
Can I customize the visual timesheet reports?
Yes, you can customize reports to include specific information, date ranges, and formatting. Reports can be branded with your company logo and tailored to meet specific client requirements.
How do visual timesheets help reduce billing disputes?
Visual timesheets provide irrefutable proof of work by showing exactly what was done during billable hours. When clients can see visual evidence of work activity, they're more likely to approve invoices without question. This reduces disputes by over 90% according to our customers.
Can I attach visual reports directly to invoices?
Yes, visual timesheet reports are exported as PDFs that can be directly attached to invoices. The reports are client-ready and provide clear, professional proof of work that clients can easily review.
How long does it take to generate a visual timesheet report?
Reports are generated instantly. Once you select the date range and filters, the PDF report is created in seconds and ready to download or email.
Security & Data
6 questions
How secure is the screenshot data?
All screenshots are encrypted and stored securely in the cloud. Visual Timesheets uses industry-standard encryption to protect data both in transit and at rest. Access is restricted to authorized managers and administrators.
Where are screenshots stored?
Screenshots are stored securely in the cloud using encrypted storage. Data is backed up regularly to ensure no loss of information. You can choose data storage regions based on your compliance requirements.
Who has access to the screenshots?
Access is restricted to authorized managers and administrators that you designate. Employees can view their own screenshots, but cannot access screenshots from other team members. All access is logged for audit purposes.
How long are screenshots retained?
Screenshot retention periods are configurable based on your needs and compliance requirements. You can set retention periods from 30 days to indefinitely, depending on your subscription plan.
Is Visual Timesheets GDPR compliant?
Visual Timesheets includes features to help with GDPR compliance, including data export capabilities, privacy controls, and configurable retention periods. However, compliance also depends on how you implement and communicate monitoring practices to employees.
Can I export all screenshot data?
Yes, you can export all screenshot data and time tracking information. This helps with compliance requirements and data portability needs.
Features & Functionality
7 questions
Can I use Visual Timesheets for multiple projects?
Yes, Visual Timesheets supports project-specific time tracking. You can organize screenshots and time logs by project, making it easy to generate client-specific reports and invoices.
Does Visual Timesheets work with existing time tracking systems?
Visual Timesheets is part of HiveDesk's comprehensive time tracking and workforce management platform. It integrates seamlessly with other HiveDesk features and can be used alongside or as a replacement for traditional timesheet systems.
Can I set different screenshot intervals for different projects?
Yes, you can configure screenshot capture frequency per project. This allows you to match verification requirements to specific client needs - some projects may need more frequent screenshots while others require less.
Does Visual Timesheets track keyboard activity or mouse movements?
No, Visual Timesheets only captures screenshots. It does not track keystrokes, mouse movements, or other invasive monitoring. This provides proof of work without being overly intrusive.
Can I review screenshots in real-time?
Yes, you can view screenshots in real-time through the dashboard. This allows you to monitor work activity as it happens and address any issues immediately.
Does Visual Timesheets work offline?
The desktop app can capture screenshots while offline. Screenshots are stored locally and automatically uploaded to the cloud when an internet connection is restored.
Can I filter screenshots by team member, project, or date?
Yes, the dashboard includes powerful filtering options. You can filter screenshots by team member, project, date range, or any combination of these criteria to quickly find what you need.
Industries & Use Cases
6 questions
What industries benefit from Visual Timesheets?
Visual Timesheets is designed for BPOs (Business Process Outsourcing), Staffing Agencies, and MSPs (Managed Service Providers) who need to provide proof of work to clients. It's particularly valuable for remote teams and offshore contractors where billing verification is critical.
How do BPOs use Visual Timesheets?
BPOs use Visual Timesheets to provide undeniable proof of work to clients, eliminate invoice disputes, reduce client churn, and shorten payment cycles. It's especially valuable for offshore teams where clients demand verification.
How do Staffing Agencies use Visual Timesheets?
Staffing agencies use Visual Timesheets to verify hours submitted by remote contractors, protect profitability by ensuring only verified work is billed, and build trust with clients through 100% billing transparency.
How do MSPs use Visual Timesheets?
MSPs use Visual Timesheets to justify billable remote support hours, secure faster invoice approvals, and eliminate back-and-forth with clients over billable time. Visual reports prove the value of maintenance and support work.
Is Visual Timesheets suitable for small businesses?
Yes, Visual Timesheets is suitable for businesses of all sizes. Small businesses benefit from the same proof of work capabilities that help eliminate billing disputes and build client trust.
Can Visual Timesheets be used for in-office teams?
While Visual Timesheets is designed for remote teams, it can also be used for in-office teams who need to provide proof of work to clients. However, it's most valuable for remote and distributed teams.
Pricing & Plans
4 questions
How much does Visual Timesheets cost?
Visual Timesheets is included as part of HiveDesk's comprehensive time tracking and workforce management platform. Pricing is based on the number of users and features needed. Visit the HiveDesk website for detailed pricing information.
Is there a free trial?
Yes, HiveDesk offers a free trial that includes Visual Timesheets. You can test all features and see how visual proof of work can benefit your business before committing to a plan.
Can I change my plan later?
Yes, you can upgrade or downgrade your plan at any time. Changes take effect immediately, and you'll only pay for what you use.
Are there any setup fees?
No, there are no setup fees. You only pay for your subscription based on your chosen plan.
Still have questions?
Can't find the answer you're looking for? Check out our resources or contact HiveDesk support for more information.