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Enable and manage AI features

Clockodo's AI features help your team track time and write descriptions and invoice text. As an administrator, you can enable this assistance for your entire company. Your co-workers then decide for themselves when to use the features and which suggestions to accept.

Requirements

The AI features are available if you have subscribed to a Pro plan or are in a free trial period with project time tracking enabled.

Administrators or co-workers with the appropriate permission to edit company settings can enable the features.

Enable AI features for your company

  1. Open company settings.
  2. Enable "AI-supported features".
  3. Confirm your acceptance of the data processing agreement
  4. Click "Enable AI support".

The AI features are then available to all co-workers in your company.

Good to know: Enabling AI assistance does not mean your team has to use it. Each feature only starts when a co-worker selects it. Even then, the decision remains theirs: suggestions can be reviewed before texts or entries are saved.

Which features are enabled?

Enabling AI assistance makes three features available:

  • Track time using voice input: Co-workers describe what they have worked on in their own words. Clockodo uses this to create suggestions for entries, which they can review, correct by voice and then accept.
  • Revise entry descriptions: With "Revise with AI", Clockodo helps make existing notes easier to understand. The text is revised directly in the description field, and the revision can be undone.
  • Create and revise invoice text: When creating invoices using a Clockodo partner app, co-workers can generate an item description from the underlying entries or have existing invoice text revised. Hours and amounts remain unchanged.

What should you know when getting started with voice input?

Voice input is available as a beta feature in desktop browsers. Google Chrome, Microsoft Edge and Safari are supported. Voice input is not yet available in the apps. Co-workers speak in the language they have selected in Clockodo.

The first time they dictate, Clockodo guides each co-worker through a short setup. During this process, they grant access to the microphone and set their time tracking defaults for customer, project and service. Clockodo uses these default values when it cannot match a detail from the dictation.

Manage personal settings

While the features are enabled for the entire company, each co-worker can define their own writing style for their text suggestions.

Under "Personal data" → "AI settings", co-workers can add a personal AI instruction. They use it to describe how the AI should word their texts, for example:

"brief, factual and without filler words"

This instruction only applies to their own suggestions and does not change other co-workers' settings.

Disable AI features

You can disable the features again at any time. This lets you decide whether to make AI assistance available to your company.

How is data processed?

Unless the AI features have been enabled, Clockodo does not transfer any data to an AI provider. When the features are used, AI processing takes place exclusively in Europe. The data used is not stored by the AI provider and is not used to train AI models.

With voice input, the browser's service handles speech recognition. Clockodo itself does not receive any audio data and does not store transcripts of voice input.