Weekly Summary Emails: Your Tracked Time at a Glance

Weekly summary emails are short reports TimoDesk sends at the start of each week. They show last week's tracked time, activity, and the projects, tasks, apps and websites that took the most time. Every member gets a summary of their own week, and Organizers, Business Managers and Team Managers also get one for their team.

Ask someone how last week went and you usually get a feeling, not a number: "Busy." "Lots of meetings." The data to answer properly is already in your time tracker, but someone has to open the dashboard, pick last week's dates and read the report. On a full Monday, that rarely happens. The weekly summary brings the numbers to you.

What are TimoDesk weekly summary emails?

A weekly summary email covers the seven days that just ended and fits on one screen. There are two versions:

• Your Weekly Work Summary: a personal report on your own tracked time.
• Weekly Team Work Summary: a team report, with your organization's name in the subject line.

Neither one replaces the dashboard. They're a starting point, with a button at the bottom that opens the full report when a number makes you curious.

Who gets the weekly summary email?

Every active member of your organization who has confirmed their email is included. Which emails you get depends on your role.

Role	Personal summary	Team summary	Team summary covers
Staff	Yes	No	Not applicable
Team Manager	Yes	Yes	The Team Manager and the members of the teams they manage
Business Manager	Yes	Yes	The whole organization
Organizer	Yes	Yes	The whole organization

A Team Manager's summary only includes the people in their own teams, which matches what they can see in the dashboard. If you haven't set up teams yet, start with organizing your workforce with teams.

No tracked time means no email

A summary only goes out when there's something to summarize. If you tracked no time during the week, you don't get a personal summary. If nobody in a manager's scope tracked time, that manager doesn't get a team summary. You won't get a page of zeros after a week of vacation.

When is the weekly summary email sent?

The schedule follows your organization, not a fixed day for everyone. Two organization settings decide it:

• Week starts on: the first day of your organization's week. It's Sunday by default.
• Timezone: the time zone your organization works in.

Summaries go out on the first day of your new week, in your organization's time zone. They cover the seven days that ended the night before. If your week starts on Monday, Monday's email covers the previous Monday through Sunday.

The date range is written at the top of every email, so there's never a question about which days are included. Emails are sent in batches, so not everyone gets theirs at the same minute.

What does the personal weekly summary show?

The personal email opens with three headline numbers:

• Time: your total tracked time for the week, in hours and minutes.
• Activity: your activity percentage for the week.
• Tasks: how many different tasks you tracked time on.

Below that, four short lists show where the time went. Each list has up to five rows, sorted by time, with a bar that compares each row to the top one.

• Top projects: the projects you spent the most time on, with time and activity.
• Top tasks: the tasks you spent the most time on, with time and activity.
• Top apps: the apps you used most, with time.
• Top websites: the websites you spent the most time on, with time.

A list with nothing to show is left out. If no website time was recorded for you that week, the email ends after the apps. At the bottom, a View full report button opens the Time & Activity report in your dashboard.

What does the team weekly summary show?

The team email uses the same layout with team numbers. Its opening line names your organization and the week. The three headline numbers are:

• Members: how many people tracked time during the week.
• Time: the total time those people tracked.
• Activity: the activity percentage across that time.

Then come five lists, again with up to five rows each:

• Top members: the people who tracked the most time, with time and activity.
• Top projects: where the team's hours went.
• Top tasks: the tasks that took the most time.
• Top apps: the apps used most across the team.
• Top websites: the websites used most across the team.

The button at the bottom reads View team report. Organizers, Business Managers and Team Managers get this email on top of their personal summary, so expect two emails if you track time yourself.

How are the weekly summary numbers calculated?

A summary is only useful if you know what its numbers mean.

Time

Time is all the time recorded for you during the week. That includes time tracked in the desktop app and any manual time that was approved for those days. Learn how that works in manual time requests.

Activity

Activity is measured from keyboard and mouse input while the timer runs. Manual time has no input behind it, so it's left out of the activity percentage. Approved manual hours add to your total time without pulling your activity down. Read more about how activity levels work.

Tasks and projects

The task count is the number of different tasks with time on them that week. Planning your work on the TimoDesk task board and tracking against those tasks makes the Top tasks list far more useful.

Apps and websites

These lists come from the app and website usage the desktop app records while you track time. They show time only, without an activity figure. See app and website usage for what's recorded.

Can you turn weekly summary emails off?

You don't have to turn anything on. Weekly summaries go out automatically to every active member with a confirmed email.

There's no switch in the dashboard to turn them off, for one member or for the whole organization. Two things do affect whether and when you get one:

• Tracked time: a week with no tracked time produces no summary.
• Week starts on: the Organizer can change this in the organization settings. That moves the day the summary goes out and the seven days it covers.

Disabled members aren't included.

How should you read your weekly summary?

Two minutes with the email is enough if you know what to look for:

• Check the total against what you expected. If the week felt like forty hours and the summary says thirty, find the gap while you still remember.
• Read the top project. Is it the project that was supposed to get most of your week?
• Look at the top task. A task that leads the list week after week may need to be split up or re-estimated.
• Scan apps and websites. They show whether your time went to the tools the work needs.

For managers, the team summary is a prompt for the right follow-up, not a verdict. When something stands out, open the dashboard and look at the detail. The reports managers should check every week are a good next step.

Frequently Asked Questions

What day are weekly summary emails sent?

TimoDesk sends weekly summaries on the first day of your organization's week, based on the "Week starts on" setting and your organization's time zone. Each email covers the seven days that ended the night before. The week starts on Sunday unless the Organizer changes it.

Who gets the team weekly summary?

Organizers, Business Managers and Team Managers get the team summary as well as their personal one. Organizers and Business Managers see the whole organization. Team Managers see themselves and the members of the teams they manage.

Why didn't I get a weekly summary email?

The most common reason is that no time was tracked that week, and TimoDesk doesn't send an empty summary. You also need to be an active member who has confirmed your email address. A team summary is skipped when nobody in your scope tracked time.

Can I turn off weekly summary emails?

There's currently no setting in the TimoDesk dashboard for turning weekly summaries off. They go out automatically when there's tracked time to report, and a week with no tracked time sends nothing.

Does the weekly summary include manual time?

Yes. Approved manual time counts toward your total time for the week. It's left out of the activity percentage, because no keyboard or mouse activity was recorded for it, so manual hours never pull your activity down.

How many projects and tasks does the email list?

Up to five in each list. The email shows your top five projects, tasks, apps and websites by time. The team version adds the top five members. A list with nothing to show is left out of the email.

Start the week knowing where the last one went

Weekly summary emails turn a week of tracked time into a short report you'll actually read: your total time, your activity, and the projects, tasks, apps and websites behind it. Managers get the same view for their team on the first day of every week.

There's nothing to set up beyond tracking your time. Start your 15-day free trial, no card needed, track this week's work, and let the summary land in your inbox when the next week begins.