Getting started with automatic time tracking

This week, we're diving into one of Smokeball's most beloved features: automatic time tracking, which is included in the Prosper subscription and can be added to a Grow subscription. Tracking time is almost universally hated--but this feature does it for you! Client Alan Funk @Funkytown describes it as, “like having someone stand behind you and record everything you do so you can just focus on the work.”   

Overview

Automatic time tracking (or AutoTime) is driven by Activity. This AI feature tracks and remembers everything you do throughout the day including events, tasks, documents, emails, memos, and even matter administration. Read more about Activity > 

AutoTime uses Activity data to automatically generate time entries and can be customized to each user. AutoTime will also know whether to make your time entries marked as billable or not billable depending on whether the matter is fixed fee or time based. Read more about AutoTime > 

In short: Activity is always on. AutoTime can be turned on or off and has different settings per user.  

A few best practices for AutoTime: 

• Activity types and conditions. Take a moment to review the different types of activity tracked by Smokeball and how each activity type is measured. Review now > 

• AutoTime and email management options.  

  • “Only bill first email read.” If this setting is checked, AutoTime will only track billable time when a new email is read for the first time. If that email is opened again, the time will be tracked but not billed. Because emails are most often reopened just for a quick reference, this avoids billing very small time increments. 

  • “Group email based entries by subject line.” Not having this checked will group all emails together by number of emails (i.e. 10 emails sent and reviewed.) Checking this option breaks it down further by subject line (i.e. 4 emails sent and reviewed re: Mediation and 6 emails sent and reviewed re: Upcoming Hearing.) 

  • Email preview pane. For best accuracy with activity tracking, we recommend turning off your preview pane.    

• Block billing. This setting is automatically on, so be sure to toggle it off if you’re not doing block billing. 

📢 AutoTime and Smokeball Billing go hand-in-hand. Have you attended your Smokeball Billing training? Reply with a “yes!” if you’ve checked it off the list.