Download Hubstaff
Install the desktop app on your computer. This is how you'll track time — not the browser version.
Get the Hubstaff App
Download for your operating system and install before your first day.
Log in with your personal email or preferred work email. You would have received an invite to this email address — check your inbox (and spam, just in case) before your first day.
Your Role & Project
What shows on your timer is what appears in your timesheet. Make sure you're always on the right project.
When you open the app, you'll see a project list on the left side. Your role title will appear as your main project, for example:
Look for the Hubstaff icon in your taskbar (Windows) or menu bar (Mac). Click to open it.
You'll see a list of projects. Look for the one that matches your role, for example Content & Operations VA. Click on it to select it.
The project name should show at the top of the app, right above the timer. If it shows something different, click the project list and reselect your correct project.
Always check your project first
If you accidentally track time under the wrong project, your hours won't show up correctly in the client report. Double-check before you hit start.
Adding Task Labels
Task labels tell the client exactly what you were working on. This is what shows up in the timesheet they review.
After selecting your project, you'll see a text field or dropdown on the right side of the Hubstaff window. This is where you type your task label.
Pick a label that best describes your current task. Keep it short and clear — think of it as a quick summary the client can read at a glance.
Always set your task label before you start. This way the time gets logged under the right category from the beginning.
If you move from one task to another, stop the timer, update the label, then restart. This keeps your timesheet clean and accurate.
These are general labels that work across most roles. You don't need to be overly specific.
Your timesheet is the main report your client receives. Task labels are how they know what work was completed and where their budget went. Accurate labels = a client who trusts and values your work.
Starting & Stopping the Timer
Simple rule: working? Timer on. Not working? Timer off. No need for long unbroken sessions.
The project shown on the left is your role title. This is the only one you track under.
Pull the window to the side to reveal your To-dos. Type in what you're working on, then click to select it.
The blue circle button starts the timer. It turns green when running. Hit it again to pause.
Don't leave the timer running at the end of your shift. Stop it before you close your laptop.
As soon as you sit down and open your tasks, hit start. Don't wait until you've "settled in" — if you're on the clock, the timer should be running.
Step away for lunch, coffee, or a personal errand? Stop the timer. You can restart it as many times as you need throughout the day. No need for one continuous session unless your client has specifically required it.
Always stop the timer when you're done for the day. Forgetting to stop it is one of the most common timesheet errors — a quick check before you close your laptop goes a long way.
Start when you work. Stop when you stop. Update your task label when you switch tasks. That's really all there is to it.
Quick Reminders
A few habits that keep your timesheet accurate and your working relationship with the client strong.
- Always set your task label before starting the timer
- Stop the timer during breaks and lunch
- Update your label when switching between tasks
- Check that you're on the right project before starting
- Stop the timer at the end of your shift every day
- Use clear, simple task labels the client can understand
- Leave the timer running when you're not working
- Track time under the wrong project
- Use vague labels like "misc" or "other stuff"
- Forget to stop the timer at the end of the day
- Start the timer before selecting a task label
- Track personal time or break time under any project
Got questions?
If you notice any errors in your tracked time or aren't sure which task label to use, reach out as early as possible. It's much easier to fix before the week is out. You can contact:
- → Bettina via email or WhatsApp at +63 916 305 7993