How-to guides

Short task-focused help for common workflows after you sign in.

First login & navigation

1. Sign in from the login page. Use the same username or email flow your administrator configured.
2. Use the top navigation to switch between areas: time, calories, profile, and finance (if visible).
3. Set your timezone and units under profile so daily summaries match your locale.

Time tracking (Timetrack)

1. Open Daily Summary for an overview of how time was allocated.
2. Use Enter Activities (or View Activities when viewing a linked client) to log hours against categories.
3. Open Time Flow for charts and trends over a date range; export CSV if you need a spreadsheet.
4. On Time Flow, AI Review (when enabled) sends an aggregated summary of your activities for the period to a third-party LLM (Anthropic or Qwen 3.5) and shows a written review — informational only; verify against your own records.

Calories & meals (Caltrack)

1. Start from Daily Summary for calorie totals.
2. Use Enter Meals to log food. If your deployment has AI-assisted entry enabled, calorie estimates are produced by a third-party LLM (Anthropic or Qwen 3.5) from the meal text you provide — check the number before saving.
3. Use Calorie Flow for trends; adjust category colours under Categories if available.
4. On Calorie Flow, you may see an AI Review control that sends a summary of your meals and totals for the selected dates to the configured LLM provider and displays a written review. Treat it as a draft, not medical or dietary advice.

AI estimates & reviews (third-party LLMs)

Tracking does not run its own large language model. Two optional features call a third-party LLM through our servers. Your operator configures either Anthropic (Claude) or Alibaba Qwen 3.5 (or another Qwen model):

• Meal calorie estimates — triggered when you save or request an estimate for a meal description in Caltrack.
• Lifestyle reviews — triggered when you request AI Review on Timetrack Time Flow or Caltrack Calorie Flow (and the equivalent mobile API where enabled).

Only the data needed for the feature you clicked is sent (meal text and/or aggregated stats for your account — not your password). You can use logging and charts without using AI at all. Full disclosure: privacy policy — third-party AI · FAQ.

Goals & measures

1. Open Profile → Goals & measures.
2. Define targets and optional tracked measures (for example weight) your deployment supports.
3. Update samples over time so charts reflect progress.

Categories

Each major area (time, calories, finance) maintains its own category model.

1. Open Categories inside the area you are working in.
2. Add or edit categories and subcategories; rename carefully if historical reports should stay readable.
3. Use consistent naming so imports and APIs map cleanly to your taxonomy.

Working with a personal trainer

1. Clients: invite a trainer using the in-product invitation flow; accept confirmations via email.
2. Trainers: open the trainer dashboard to manage linked clients and switch context when viewing read-only client data.
3. Exit client scope when finished so you return to your own dashboard.

Password & MFA

1. Change password under Profile → Security.
2. Register MFA from the MFA settings page; scan the QR code with your authenticator app and store recovery guidance safely.
3. Use password reset only after your email address is verified.

← Back to overview · See also FAQ and Security.