How it works
The main window of the Taskfit client application is the Task Centre, which can be considered a common task list in a very simple approximation. The Task Centre (depending on the settings) starts immediately when you log in to the operating system, or you can start it from the Start menu. By default, the Task Centre is minimised and can be displayed by clicking the Taskfit icon on the taskbar.
The Task Picker appears at the top of the then active window, in the middle, as a narrow coloured bar, and plays a key role in the operation of Taskfit. It allows you to assign the active item (application, file, web page, etc.) to a task.
The Task Picker has three states, indicated by colours.
- Orange: The active item is not assigned to a task, so the time measured for it does not appear in the working time reports either.
- Light blue: The active item has already been assigned to a task by the user.
- Dark blue: The active item is automatically assigned to one of the tasks by Taskfit.
By clicking on the coloured bar, the Task Picker drops down and you can see which task the active window is currently assigned to.
The active item can be assigned to a task by clicking on the task name, then the task is added to the Assigned Tasks list and Taskfit starts measuring the time for this task.
The active item can also be assigned to a task with the chain icon on the right. In this case, the task is added to the Assigned Tasks list, but the measurement continues for the previously selected task, as indicated by the blue clock icon before the task name. In this way, an item can be assigned to more than one task at a time, but time is always measured for only one task. Multiple assignments play a role in supporting Taskfit’s automatic assignment feature.
You can cancel an assignment by clicking the X appearing on the right side of the task.
Clicking the datasheet button that appears on each task opens the task details in the Task Centre.
To keep manual assignments to a minimum, Taskfit often tries to automatically determine which task a newly opened item belongs to. One of the best examples of the utility of automatic assignment is scrolling through the subpages of a site, when it would be very difficult to assign each subpage one by one to your task. In this case, by manually assigning a page, Taskfit automatically assigns similar pages on the website to the same task.
The automatic assignment function also takes into account several aspects (e.g. name similarity, URL similarity, previous assignments, etc.) when defining the assigned task, but only decides on the assignment with a sufficiently high probability of a hit.
When an automatic assignment occurs, the Task Picker automatically drops down for a few seconds, showing the user to which task the currently active item has been assigned. If the user considers the assignment to be correct, they have no further action to take, the measurement continues. However, if you do not agree with the task selected by Taskfit, you can override the automatic assignment at any time as described above.
Recording of working hours
If you have assigned your windows and files used for work to tasks, then you can continue the work in the usual way, you have nothing else to do to automatically record the working hours. Based on the assignments, it is clear for Taskfit which task you are dealing with at a point in time, so it measures time.
When switching between items assigned to different tasks, Taskfit detects the task change, which is indicated by dropping down the Task Picker for a few seconds. (No such signal is given when switching between two items assigned to the same task.)
Clicking from one window to another does not change the task immediately to avoid unnecessary switching when the user is clicking through the open windows looking for something. Taskfit only switches time measurement to the newly activated item after 3 seconds. (This time is not lost, since in the meantime the measurement takes place continuously for the previously active element.)
By assigning the item to a task, it is not necessary to rush, you do not lose the measured working time, if you only assign one of your documents to a task after, say, typing half a page. The assignment made in the Task Picker assigns the total time elapsed since the item became active to the selected task, and it is also possible to change the assignments subsequently in the Task Centre.
Taskfit’s default time measurement based on active computer use is not appropriate for certain situations. Such a situation can be a meeting, when you want to measure the total duration of the meeting for a specific task, regardless of the files and websites opened in the meantime. A similar case may be performing an urgent task when there is no time to pay attention to the correctness of the assignments.
Focus modes are used to handle such situations, which can be switched on with the buttons in the yellow bar that appears under the assigned task.
The operation of the two focus modes is similar, both of which affect the assignments of the Taskfit task, but with different strengths:
- By turning on the Soft Focus mode, all files and web pages that would not otherwise be assigned will be assigned to this task until the focus mode is turned off. So there are no unassigned items left; if the automatic assignment cannot decide, the item will go to this task. Manual assignments are not overwritten.
- By turning on the Super Focus mode, all files and web pages will be assigned to this task until the focus mode is turned off. In this case, the time of items previously manually assigned to other tasks will also be measured for that task. When the focus mode is turned off, the previous assignments are restored. It is important to know that if you manually assign an item to another task while the Super Focus mode is on, Taskfit will assume that you have switched to another task and will therefore turn off the focus mode.
Task categories have a key role in ensuring that the working time measured by Taskfit is properly presented in reports, so users need to pay special attention to categorising their tasks correctly. The category system is necessary to implement a report segmentation that fits the needs of the company; the categories used to classify tasks appear as dimensions in the working time reports.
Categories and category elements can be freely defined in Taskfit. The most commonly used categories are Customer, Project and Cost Centre, but many other classifications are conceivable, such as the type of task.
In the Taskfit Enterprise subscription package, the corporate Administrator and Editors with appropriate authorisations are responsible for creating and managing the task categories available to users. Users can only select category items for certain tasks.
Tasks managed in Taskfit can optionally be organised into lists. On the left side of the Task Centre, you can see the list view where the to-do lists you created (‘Taskfit’ drop-down list) and the to-do lists shared with us by others (‘Shared with me’ drop-down list) appear. In addition to the task lists, the number of tasks that have not yet been closed is displayed.
Taskfit can compile personalised performance indicators for the user from the times measured for the task. Performance indicators are available on a weekly summary basis. These indicators are also only available to all portal users for their own work.