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Activity tracking: manage working time, appointments, leave, customers, sports and cultural activities, etc.

Activity monitoring allows on the one hand to  record your activity  in detail (day after day, with daily monitoring), or overall (at the end of the month, with monthly monitoring), on the
other hand to obtain a  totalization by type of activity , for a week, a month, a quarter, a semester or a year.
It can be implemented to count working time, overtime, leave, and also sales, purchases, expenses made over a period, new customers, various sporting and cultural activities, etc. This online software includes an export/import function, activity tracking can be used in the case of collaborative work, for example to transmit a task schedule to colleagues.   

Personal data is kept on your computer, tablet or smartphone, in order to preserve your privacy. A backup tool will ensure data security.


  • Define the activities performed. 
  • Record your monitoring every day (daily monitoring) and/or each month (monthly monitoring).  Planning type activities
    , with a start time and an end time, include a pricing option with a daily rate, an intervention rate and an hourly rate.
  • Display a weekly, monthly, quarterly, half-yearly, or annual summary report, by viewing the calendar corresponding to the desired period. The most demanding can use the sliding calendar function to obtain a specific total, for example over several years, or for a period straddling 2 years.

Define the activities practiced

  • By default, the following activities are proposed :
    - Feast: allows you to assign a color to the notable festivals of the year (religious holidays, national holidays, etc.) and to modify the name of the saint, for festivals whose date is not fixed. (Easter, Pentecost, Ascension, year-specific holidays, etc.).
    - Holiday: allows you to record a holiday without changing the name of the saint (unlike the 'Holiday' activity).
    - Work: for example the actual working time with your employer, in the case of a variable schedule, for adjustment or justification at the end of the period, for verification of your salary, or for requesting overtime.
    Appointments : use this software to make appointments, and benefit from statistics which calculate the number of appointments per week, per month, per quarter, per semester and per year, as well as the average duration of an appointment.    
    -  Legal leave (for a couple, we can modify the default by defining Mr.'s leave on the one hand, and Mrs.'s leave on the other hand)
    - RTT: this category can be deleted if it is not applicable.  
    - Project: you can create one activity per project.
    - Sales: to record sales in amount, as part of commercial management, with the possibility of entering 2 decimal places. Negative numbers are allowed to record rebates and reductions.   
    - Purchases: to record purchases in amount, with the possibility of entering 2 decimal places. negative numbers are allowed. 
    - Leads: to record new leads, a negative number will indicate a loss of lead.   
    - Customers: to register new customers, a negative number will indicate a loss of customer. 
  • For example, activities can be added for  :
    - The working time of each employee of a craft company, for the management of working time and the preparation of pay slips.
    - The working time of craftsmen on a site, for verification against a detailed estimate or a detailed invoice.
    - Overtime, for verification of the automatic monthly total with the hours indicated on your pay slip.
    - Childcare hours, as part of alternating or shared custody, if the parents are divorced or separated, or to establish or verify the salary of the childminder .
    - The kilometers traveled, for the calculation of reimbursement of mileage allowances by your company, if you use your car for business travel.
    - Mr. and Mrs.'s leave: in this case, you can define either the same box color for Mr. and Mrs.'s leave, or two borders of different colors, or even a male-type pictogram for Mr. and Mrs. feminine type pictogram for madam.
    - Public holidays (January 1, Easter Monday, Pentecost Monday, July 14, August 15, Christmas on December 25, etc.), with a color to mark them on the calendar.
    - The time spent on each current project: it is possible, for example, for each project, to create a tracking line for forecasts, and another for achievements. The forecasts will be entered globally, month by month, and the achievements globally, month by month, or detailed, for each day.
    - Time spent by a housekeeper at home shopping, cooking, cleaning, or other daily or occasional tasks.
    - Expenses and revenues by category, to check a budget, as part of family or personal accounting.
    - The amount of sales, for each type of product or type of item. The automatic totalization of this information, by month, by quarter, by half-year, or by year, will allow on the one hand to monitor commercial activity with comparison in relation to commercial objectives, and on the other hand to transmit to the accountant the information necessary for accounting, for verification.
    - The amount of purchases, for each supplier.
    - Travel expenses, for request for reimbursement of professional expenses.
    - The fuel consumption of a vehicle.
    - A student's school grades: create an activity per subject taught (French, Philosophy, Mathematics, Physics, Chemistry, History, Geography, etc.), and record each grade in the diary. The summary table will indicate the number of marks for the period corresponding to the calendar (monthly, quarterly, annual), and the average for each subject. A copy/paste into an office spreadsheet will allow you to take the coefficients into account and calculate the general average.
    - Monitoring of sports performances. Create an activity for each sport practiced: the unit will generally be defined as a number without decimals or an amount with decimals, for example a number of seconds or km. Record each result in the diary. The summary table will show the average performance for each sport and the total, for example the total number of kilometers covered in the period.  
    - The time spent on each of the main activities in the company, for human resources management, as part of an audit before reorganization of work, or as part of monitoring working time before or after the implementation implementing a new distribution of tasks.         
    - etc. ( Add an activity ) 
  • For each activity, we can define :
    - the unit which will allow it to be quantified: it is either a unit of time which can be entered in days, hours, and minutes, or a number (for example a number of customers, without decimal places), or an amount (for example the amount of sales, with 2 decimal places maximum). Negative numbers are allowed. 
    - the display to be used in calendars  (  color of the box,  border, appearance of the box). For example, choose light box colors and dark edging colors, to clearly see them in each box. If you use an icon, you can, for each calendar template, choose an icon size and positioning in the box, via the 'Calendar template' drop-down list located above the list of activities.   
    - the type of counting to be done for the display of a possible summary statement in the monthly, quarterly, half-yearly and annual calendars.  
    - after each modification of the list of activities, click on 'Save' to validate your modifications.
  • It is possible to sort the list of activities .

Record your activity tracking every day and/or every month:

Recording of activity monitoring can be done day by day (daily monitoring), or at the month level (monthly monitoring): for example, you can record time spent on a project in hours, for each day, or in days , for each month.       

  • Display the calendar corresponding to the desired day or period.
  • To record day by day, in the calendar (daily monitoring) , simply click on the corresponding day:
    • In the dialog box that appears, clickActivity tracking
    • To add an activity : enter the activity, duration, number or amount. Entering a subject or name is optional. You can add several activities by clicking on the + at the end of the line, before validating with the Save button . The entry will be more or less detailed: for example, if the follow-up concerns new customers, you can either enter the number of customers for the day, or add a line per customer, and enter the name of each customer in the field ' Object / Name'. 
    • To delete an activity , click on the trash can ( ) at the end of the line of the activity to delete. You can delete several activities, before validating with the Save button .
    • To modify one or more activitiesmodify the duration, optionally enter an object or a name. Validate your changes by clicking Save.
    • If you want to make several modifications in the same month, for several dates, you can move the dialog box with the mouse by clicking on its title. The box will then be docked. To make the box floating again, click on the red cross.
    • Note that you can move calendars by clicking on the hand ( ), to make typing easier.
  •  For automatic planning of repetitive, daily, weekly, bi-weekly, monthly activities... 
    • In the menu at the top left, choose: Calendar > Activity Tracking > Automatic Scheduling.
    • Quickly plan your repetitive activities, over a set of days or weeks. This function is particularly suitable:
      • When registering holidays, RTT, if it extends over several consecutive days.
      • When recording lessons, for teaching: teachers and students can create an activity for each subject (French, philosophy, sociology, economics, history, geography, mathematics, physics, chemistry, etc.) and use planning automatic to quickly create the activities of a quarter or a year.
      • Weekly sporting, educational and cultural activities.
        (for example: aquagym every Tuesday, and gentle gym every Friday...)
      • Gardening work , for which it is often necessary to take into account the cycles of the moon: it is possible to plan activities following the rhythm of a lunar phase, namely a period of 29 days, 12 hours and 44 minutes, i.e. 29.53 days. 
      • For childcare, as part of alternating or shared childcare, or to plan childcare with the childminder.
      • To report school holidays. 
      • At any daily, weekly or monthly appointment, for example, a massage session every week, an appointment for several days, a weekly work meeting.
      •  It is also possible to plan an activity every two weeks, every three weeks, every four weeks, or even monthly, for example every first Monday of the month, every second Tuesday of the month, etc.     
  • For an overall record, for a given month, in a periodic report (monthly monitoring) , click at the bottom of the calendar, on the logo Free calendaror on the text " Custom Calendars:" . :
    • In the dialog box that appears, clickActivity tracking
    • To add an activity : enter the activity, duration, number or amount. Entering a subject or name is optional. You can add several activities by clicking on the + at the end of the line, before validating with the Save button .
    • To delete an activity , click on the trash can ( ) at the end of the line of the activity to delete. You can delete several activities, before validating with the Save button .
    • To modify one or more activities , modify the duration, optionally enter the name or subject. Validate your changes by clicking Save.
  • To note :
    • The pictogram Activity trackingindicates that one or more follow-ups have already been entered on this day or month, while the pictogram Activity trackingindicates that no follow-up has yet been recorded.
    • Clicking on the icon Activity trackingallows you to return to entering the agenda or periodic report.
    • A check of the data entered is carried out: for example on the number of days, hours, minutes, or the amount: these must be numerical. 
    • To enter time, in days, hours and minutes, you can either enter the time in hours and minutes, or enter a decimal number of days. For example, if the day length of the 'Holiday' activity is 8 hours, 4 hours and 0.5 days are both equal to half a day. If we change the duration of the activity in the list of activities , 4 hours and 0.5 days will no longer be the same.                

View activity tracking details in the calendar:

  • For calendars: in the 'Data' tab located above each calendar template, choose the option that suits you in the first drop-down list opposite 'Activity tracking' :
    • 'All activities' to obtain a restitution in accordance with the choices made in the list of activities.
    • 'Do not display' to not display activity tracking information.
    • Choose one or more activities to restrict the display. This choice can be wise if you want to zoom in on an activity, for example in the case of a meeting, to gradually show a situation to the participants (sales, purchases, customers, prospects, etc.) . On a PC, use the Ctrl key on the keyboard to select or deselect an activity. Note that for the activity to be displayed, the default display, in the list of activities, must also be set to a value other than 'Do not display'. 
  • Daily tracking display:
    • A tooltip accessible by moving the mouse over a day number will display details of all activity tracking items corresponding to that day. If this tooltip bothers you, uncheck 'Tooltip' in the 'Data' tab.
    • In addition to this tooltip, the layout in each box of the calendar will depend on the choice made for each activity, in the list of activities :
      • Appearance of the box: this is the color or background pattern of the box, or the icon to use to materialize the activity. If you choose a color or pattern, and if several activities are affected by this type of display, for a given day, the color of the last activity will be applied. If you choose an icon, they will possibly be superimposed if their location in the box is identical. To best size and position the activity icons, for each calendar model, select a model from the drop-down list above the list of activities, then click on 'Aspect', opposite the activity concerned: you You can then choose an icon size between 10 and 99 pixels, and a position in the box, as a percentage compared to the width and height of the box.
      • Colored edging : To avoid confusing it with the edging used for school holidays, it will be displayed below the day number, if the 'Data' tab of the calendar template is positioned on 'Show summary' or on 'Show details'. If several activities are affected by this type of display, for a given day, the borders will be displayed next to each other.
        To customize the dimensions of the borders, use the style sheet .
      • Same as agenda: the display in the daily monitoring will depend on the calendar used:
        - The icon or color of the box defined for the Agenda will be displayed if, for the active calendar, the ' Agenda ' drop-down list, in the 'Data' tab, is positioned on ' Appearance of the box ' or on ' Show summary ',
        - The detail (Activity + object/name + time) will be displayed in the active calendar if the ' Agenda ' drop-down list, in the 'Data' tab, is positioned on ' Show details ' or on ' Monitoring only '.
        - If the ' Agenda ' drop-down list,activity tracking will not be displayed for the active calendar. 
        This option allows you to personalize the display of the details according to the calendar used, for example: display the details in the monthly calendar in column, and a pictogram in the monthly calendar in table, more concise.   
      • Do not show: The tracking item will only be displayed in the tooltip. To deactivate the tooltip display, uncheck 'Bubble Info' in the 'Data' tab.  
  • Planning type activities allow the display of a planning with a timetable . 
  • Monthly tracking display:
    • The layout will be done in the same space as that of the periodic notes and reports, at the bottom of the calendar, below the logo Free calendarand the text " Custom calendars:". All activities will be displayed, except those for which the display type retained in the list of activities   is equal to 'Do not display'.
      (for example, holidays can be displayed as the color of the box in the daily monitoring, and as text in the monthly monitoring). 
  • These choices will be kept once and for all, for each calendar model, if you save your customization via the tab .

Show summary status in calendar

 The summary status of activity monitoring is displayed if in the 'Data' tab, the second drop-down list opposite 'Activity monitoring' is positioned on 'With summary'. The summary is displayed in the same space as that of the periodic notes and reports, at the bottom of the calendar, below the logo Free calendarand the text " Custom calendars:".  Operational for all  calendar models , it therefore allows you to obtain a total per week, per month, per quarter, per semester or per year. With sliding calendars it will, for example, display a summary over several years, over several consecutive months, or over a period straddling 2 years.

In the weekly calendar, the summary report will only count the daily monitoring. In all other calendars (monthly, quarterly, half-yearly, annual, rolling calendars), the summary will take into account daily and monthly monitoring.

We can now define the first day of the week, which by default is Monday, in the weekly calendar and table calendars (Options, Calendar layout, etc.). Consequently, a weekly total can be carried out from Monday to Sunday, Saturday to Friday, Sunday to Saturday, etc. Week number 1 will always be the one that contains the first Thursday of the year (ISO 8601 standard).    

The summary table will have a row of 4 columns for each activity, i.e.:

  • The wording of the activity.
  • The total activity: it is either a number without decimal places, or an amount with a maximum of 2 decimal places, or a duration (time). If it is a duration, and if the duration of the day has been defined in the activity characteristics, the sum of days, hours and minutes will be automatically converted according to the duration of the day defined for the activity. activity.
  • The number of lines: if 2 activities with the same name exist for the same day, 2 lines are counted.
  • The average: total activity / number of lines, to know for example:
    - the average duration of a working day, in the case of daily monitoring of actual working time.
    - the average daily amount of sales, in the case of daily recording.
    - the average number of customers per month, in the case of monthly registration.     

The table can be selected by dragging/moving the mouse, then copied/pasted into an office spreadsheet (Microsoft Excel, Open Office Calc), a word processor (Microsoft Word, Open Office Writer), or email software. 

Please note: The summary report will not be displayed for activities for which Counting is unchecked, in the list of activities .

Find an activity tracking item, or the dates corresponding to an activity:

  • In the menu at the top left, choose 'Direct access', 'Search, or click on this link:  Search
  • You can restrict the search to a given period, by choosing a month, a year and a duration.
  • Next to 'Data, choose 'Select', and uncheck 'Agenda' and 'Periodic Reports'
  • Next to 'Activity Tracking', choose 'Select'.
  • From the list of activities, choose the one(s) that concern you.
  • If you do not specify a filter, all selected activities corresponding to the period will be displayed, as well as the corresponding summary report. The ''Count'' and ''Show'' boxes allow you to restore either the detailed list, the summary report, or both.   
  • Optionally enter a filter, for example: 
    - 'leave' to find all the days of leave.
    - 'sales' to find all recorded sales.
    - '2350' to find the date on which you recorded a sale of 2350 Euros.
    - 'DUPONT' to find the DUPONT customer, if the customer's name was entered in the tracking in 'Subject / Name'.
    - January 2015 to find the activities corresponding to the month of January 2015.
    - January or May 2015 to only return the activities of January 2015 and May 2015. 
  • You can do an exact or approximate search:
    - If you opt for an exact search, the search will take into account upper/lower case letters, and accents on vowels ('Congés' will not be equivalent to 'conges').
    - In the case of the approximate search (by default) the search will not take into account upper/lower case letters, accents on vowels, and the cedilla ('Congés' will be equivalent to 'conges')
  • Click Search to get the answers to your query. The “New search” button at the end of the list allows you to refine your search.  
  • It is therefore very quick to show, for example during a meeting, a partial or complete, synthetic or detailed situation (sales, purchases, customers, prospects, etc.).
  • The customization of the layout (specific title, width and border of the page, font and character size, format of the day of the week, month and year, etc.) is particularly suitable for those who wish to print the result, publish it on the Internet, send it by email, for example via a PDF file. Activity monitoring can thus be used by municipalities and associations to create a holiday calendar, a calendar of sporting or cultural activities, or by childminders to validate childcare days with parents. The list of possible uses could only be defined by the users themselves!   

To back up your activity tracking data.

  • All your personal data is stored in real time on your computer, tablet or smartphone. This method preserves your privacy.
  • In return, you must perform a security backup periodically, for example every month. The procedure is very simple: choose 'Direct access', 'Agenda', 'Export'... You can save the resulting file on your hard drive, on a USB key, or in the cloud.
    See the backup/export documentation for more information.
  • Export, very simple to implement, will also be useful if you want to view your calendar on several computers, on your tablet, or your smartphone. The export form allows for example a partial export, over a given period, or even the export of a single activity, for possible exchange with your colleagues.
    You have an export function in csv or xml format, for import into a spreadsheet (Excel, Calc, etc.) or other software.

See as well :

Custom Calendars :