Explain the business reason, show exactly what is recorded, say who can see it and for how long it is kept, let people see their own time, and invite questions before you start. Introduce it on a trial basis, review how it is going after a month and be willing to adjust settings such as the number of screenshots.
A short script
"We are starting to track time on projects so we can bill clients accurately and see where we are overloaded. You start and stop the timer yourself. While it is on, it takes a couple of screenshots every ten minutes, notes which app you are in and counts keyboard and mouse use. It never records what you type. Only managers can see it, and screenshots are deleted after 30 days. Please read the screen when you install it and ask me anything."
Ground rules
- Timer off for breaks and personal tasks.
- No surprises: tell people before changing settings.
- Use the data for conversations about workload, not to catch people out.
Check in
After a month ask what is working, and adjust: fewer screenshots, blur on, a shorter retention.
Answering the hard questions
| They ask | You can say |
|---|---|
| Can you see what I type? | No. It counts activity only. |
| Does it run when I am off the clock? | No. Only while your timer is running. |
| Who sees my screenshots? | Named managers, for a limited time. |
| Can I stop it? | Yes, stop the timer. |
Questions people ask
Should I make it optional?
That depends on your business purpose and local rules. Consistency is fairer.
Try Clockgauge
Clockgauge is an employee and freelancer time tracker that runs on your own computer: timers, consented random screenshots, activity levels, clients, projects and tasks, budgets, payroll balances and reports, paid once instead of per user per month..