Know exactly where your council's time and money go.
Clerk O'Clock gives your staff a one-tap timer on their phone, and gives you a clear picture of the hours and cost behind every task, project and person — ready for the precept, the audit and the next council meeting.
✓ Works offline ✓ No work phone? Admins can add time ✓ Your data stays yours
Grounds maintenance 2h 12m · Admin 0h 48m
Built with a working parish council
A simple app for the people doing the work, a full portal for the clerk.
Staff just start and stop a timer. Behind the scenes, every minute lands against a task code with the right hourly rate, ready for you to report on.
One‑tap timing
Start, switch task, take a break and stop — no gaps, no overlaps. The running timer survives the phone being locked or restarted.
Works offline
Out at the cemetery or the playing field with no signal? It all logs on the phone and syncs the moment a connection returns.
Proof when it matters
Add notes and photos to an entry, with GPS captured at start and stop. Edits are flagged and every change is kept on record.
Made for the clerk, the groundsman and the caretaker.
If they can tap a button, they can use it. No training session, no spreadsheet.
- Search for a task, or create and start a new one in the same tap.
- Star the jobs you do most so they're always at the top.
- Forgot to clock in? Add a missed entry and edit times, with a warning if they overlap.
- A daily “time by task” summary, so a job done in bits still adds up.
- One account across several phones — start on one, see it on another.
- Join a council in seconds by scanning one QR code.
Everything in one place, in a browser.
Sign in with your email — no software to install. See the whole council at a glance and drill into any detail.
- Dashboard: who's working now, this week's hours and cost, and alerts for timers left running or weeks not yet signed off.
- People: roles, hourly‑rate history, contracted hours and the days each person works.
- Entries: filter by person, task or date; correct a time or add one with a reason; overlaps flagged; photos and a map pin for GPS.
- Full audit trail: every edit and deletion is kept, with who changed what and why.
See how long work really takes — and who's owed what.
Clerk O'Clock turns raw timings into the figures a council actually needs to plan staffing and budgets.
- Average, shortest and longest time per job, so you can budget the next one.
- Utilisation against contracted hours, spread across the days each person works and adjusted for leave.
- A running TOIL balance — hours owed to a person, or owed back.
- Holiday left this leave year, from each person's entitlement.
- Opening balances for TOIL and holiday, so you start accurate from day one.
| Name | Work | Utilisation | TOIL balance | Holiday left |
|---|---|---|---|---|
| Sam Doughty | 36h 10m | 103% |
+2h 00m | 21 of 28 |
| Laura Pine | 15h 11m | 92% |
−0h 19m | 12.5 of 16.8 |
| Casual caretaker | 6h 30m | — | — | Ad hoc |
Reports, projects, leave and the paperwork — handled.
Reports & exports
Hours and cost by project, task, person and week for any dates. Download a spreadsheet, or have last month's summary emailed to the admins automatically.
Projects & budgets
Group tasks into projects — the new play area, the churchyard wall — and set a budget in hours or pounds. Get a nudge when one is close to its limit.
Leave, TOIL & holiday
Book a day or a whole week off — it fills only working days and skips bank holidays. Balances update themselves, and part‑time patterns are handled properly.
Part‑time & zero‑hours
Set contracted hours and the days someone works. Casual staff are marked ad‑hoc and kept out of utilisation, so the figures stay fair.
Weekly sign‑off
Lock a week once it's checked, so figures can't drift after they've been reported, with the change log showing every correction made along the way.
Private & secure
Each council's data is kept separate. Photos are stripped of hidden location data, location is captured only at start and stop, and staff can delete their account.
Up and running in an afternoon.
We set up your council
We create your council and email the clerk a link to get started as the admin — no server, no IT project.
Staff join by QR
Print the joining code, your team scans it in the app, and they're logging time the same day.
See where the time goes
Open the portal whenever you like for live hours, costs and insights — and a spreadsheet for the auditor.
Priced by the size of your council.
Plans are sized by the number of people who log time — the clerk, the grounds team, caretakers and casuals. Add people up to your plan at any time. Get in touch for a quote for your council.
- The app and the full portal
- Reports, exports & insights
- Leave, TOIL & holiday
- Everything in Small
- Projects & budgets
- Monthly summary emailed to admins
- Unlimited or multi‑council
- Each council kept separate
- Priority setup & support
The things councils ask us.
Do staff need to be online to log time?
No. The app is offline‑first — everything is saved on the phone and syncs automatically when a connection comes back. Ideal for work out on open spaces, allotments or the cemetery.
What about staff without a work phone?
Admins can add and edit time on anyone's behalf from the portal — a single day or a whole range — so nobody is left out.
Is location tracking always on?
No. Location is captured only at the moment a timer starts and stops, and only while the app is in use. There's no background tracking, and photos have their hidden location data removed.
Can we handle part‑time and zero‑hours staff?
Yes. Set each person's contracted hours and the days they work — say 16.5 hours over three days — and the figures use the right daily rate. Casual staff are marked ad‑hoc and left out of utilisation.
How do holiday and TOIL work?
Book leave or time off in lieu against built‑in tasks; a date range fills only working days and skips bank holidays. Insights shows a running TOIL balance and holiday left this leave year, and you can enter opening balances when you start.
Who can see what?
Each council's data is kept entirely separate. Admins manage their own council; a person's private tasks and their photos are theirs. Owners and admins get the reporting and editing tools.
Can we get our data out?
Any time — export hours and cost to a spreadsheet for any date range, and opt in to a monthly summary emailed to the admins on the 1st.
What devices do we need?
Staff use the Android app on any reasonably recent phone. The admin portal runs in any web browser — nothing to install.
Give your council back its afternoon.
Tell us how many people log time and we'll set up a council for you to try. No long forms, no commitment.
[email protected]