Help
Everything you need to know to use OtiumWork. Updated as we ship new features.
Getting started with OtiumWork
The 5-minute overview — what OtiumWork does, what's captured, how to get tracking.
Launch checklist
Pre-launch readiness checklist — Stripe, GA4, Privacy/Terms, monitoring, support, content. Track status before flipping the switch from beta to paid users.
Ask Oti — the in-app copilot
The in-app copilot — ask "how do I…" in plain English and get the answer plus the help page it came from.
Desktop client
Install the Windows tray client, use the tray menu and the floating tiles widget. Covers v1.6.25 — widget, default focus, offline spooling, soft-idle detection, machine monitoring.
My Day
The single page every employee lands on — project tiles, tap to focus, everything captured rolls up under the active tile.
My Tasks
One inbox for everything assigned to you — personal to-dos, project tasks, IT tickets, marketing requests.
My activity
Audit drawer — raw events, corrections, fine-grained project linking. My Day is now the daily surface.
Projects and clients
Create projects, assign people, track budgets, link to clients.
Vacation (PTO)
Request vacation, track your balance, get manager approval — and feed approved time-off into capacity planning.
AI-drafted weekly timesheet
Click ✨ on any week in /timesheets — Claude writes a professional weekly summary from your captured events.
Connect your Outlook calendar
Pull your Microsoft 365 / Outlook meetings into your timeline so meeting time lands as events without manual logging.
Team area
The Team area is your people-axis hub — five tabs covering past, present, future, and approvals.
Teams and sub-teams
Hierarchical sub-teams + multi-membership — manage who belongs to which team and how teams nest.
Bulk event operations
Multi-select bulk operations on a report's events — re-tag, set category, consolidate, or delete in one click.
Bulk onboarding — invite your team in one shot
How to invite an entire team at once, from CSV import to first login.
Editing a report's event
Managers and admins can fix one of their reports' time entries — including minutes — from the employee detail page.
Team view and approvals (managers)
For managers — team overview, per-employee detail, timesheet approvals, expense / vacation approvals, two-step escalation to executive.
Capacity
Per-person × per-week allocation grid — see who's over-booked before it becomes a problem.
Expenses
Submit a reimbursement with a photo of the receipt, follow it through manager approval to payment.
Utilization
Managers + admins — billable-vs-total-hours dashboards with target-line overlay.
Business entities & FX
Multi-entity setup — separate business entities (US / India / Switzerland / Ukraine, etc.) with per-entity FX rates that roll up into one company view.
Scenario planner
What-if capacity calculator for managers — no commits, just modeling.
Finance area
The Finance area — labor margin, departments, R&D credit, monthly snapshots, sales, commissions, QB sync. Gated by has_finance_access flag (admin always has it).
Profitability and the AI estimator
Per-project P&L (cost / budget / invoiced / paid / margin) plus an on-demand Claude API estimate of what the same work would cost if delivered by AI agents.
Quotes
Build a quote, send it as a magic link, let the customer e-sign it — acceptance creates the invoice for you.
R&D tax credit report
US §41 R&D tax credit report — qualified wages and contractor expense, with bulk tagger for retroactive years.
Sales & commissions
Sales + per-deal commission with tiered YTD plans, payment tracking, and payroll payouts.
AR / AP dashboard
Live AR (open sales) + AP (recognized vendor bills) per-entity and consolidated, with aging buckets.
Finance inbox (mailbox scanner)
AI-scan a finance mailbox — extract vendor bills, customer payments, AR/AP docs from email + PDFs and post to monthly snapshots.
Invoices
Invoices created from accepted quotes — record payments, share a customer link, watch status move itself from unpaid to paid.
Monthly snapshots
Manual monthly entry of AP, AR, cash, MRR, revenue, expenses — for net income, growth, and the exec dashboard.
Partners / resellers
Manage external resellers — partners, contacts, deal intents, Q&A, training modules.
Company holidays
Company-wide holidays that reduce per-employee weekly capacity. Tier 1 — manual admin entry; personal PTO (Tier 2) is future.
Partner portal
Reseller-facing help — sign in, submit deals, ask technical questions, take certifications.
QuickBooks integration
Per-entity QuickBooks Online sync — pull invoices/bills/payments into monthly snapshots, push closed sales as QB invoices.
HR module
HR — per-employee documents, key dates, certifications, expiry alerts. Gated by the has_hr_access flag (admin always has it).
Reports
Time report, pre-sales investment, exports to CSV/XLSX.
Categories, work types, and departments
Editable per-company taxonomy used to classify every event — categories, work types, departments.
Legal module
Legal — contracts repository, templates, compliance checklists, IP tracker, insurance, litigation log, DSR/GDPR. Gated by the has_legal_access flag (admin always has it).
Sending a document for signature
Send any document for electronic signature — magic link for the signer, UETA / ESIGN-aligned evidence trail, certificate at the end.
HR — performance, lifecycle, history
HR-2 + HR-3 — performance reviews, goals/OKRs, 1:1s, onboarding/offboarding checklists, org chart, disciplinary log, salary history.
IT helpdesk
IT helpdesk module — anyone submits, IT triages with priority/due-dates, screenshot uploads, daily morning digest.
Tags
Free-form labels that supplement the fixed category enum — for cross-cutting classifications.
Competitor tracking (your company's)
Track competitor product releases, subscribe to what you care about, feed a dev roadmap.
Customer Tracker
Roster of everyone who ever used your product, with daily Apollo job-change scans and a weekly digest of detected moves.
Engineering AI
How customer-facing engineers use OtiumWork's tech-support flavor of Peter — drafts tuned for resolution, customer-meeting notes that mirror to Salesforce.
Login security
Login security model — password + 2FA TOTP for admins/employees, plus email magic-link 3rd factor for the platform owner. Login rate limiting, new-device alerts, active-session view + revoke.
Marketing
Marketing module — per-tenant SEO (Google Search Console), GA4 analytics, blog publishing to WordPress, social-media posting (LinkedIn / X / Facebook).
Suggested employees
A ready-made list of "this person probably works at that company" guesses — tick the ones that look right and they're added to the company's employee list.
Roles & access
The three org roles (employee/manager/admin), the three independent module-access flags (Finance, HR, Legal), and the developer-account flag.
Admin settings (admins only)
Admin-only — settings, AI billing, SMTP, Microsoft 365, employees, rules, uploads.
OtiumWork_Admin section
OtiumWork_Admin section in the sidebar — owner-only. Holds platform-level settings (integrations, analytics, feature tracker, competitor watch, LLM costs, blog).
Analytics dashboard
First-party analytics dashboard at /ops/analytics — pageviews, sessions, top pages, referrers, UTM, signup funnel, AI-source traffic, GSC organic queries, per-page SEO audit. Owner-only.
Feedback + OtiumWork roadmap
How feature requests flow into the product roadmap, how to vote on what ships next, and how the bug pipeline turns into Claude-Code-fixed issues reviewed on staging before release.
Account recovery — what to do when you can't log in
How to get back into your account if you've lost your password, 2FA device, backup codes, or even your email.
2FA — I lost my device
You lost your phone (or your authenticator app got wiped). Here's how to get back in.
I think my account is compromised
You suspect your account is compromised. Here's what to do, in order.
Code-signing the desktop client
Why the OtiumWork desktop client is (or isn't) code-signed, and how to switch it on.
Something missing or outdated? Submit feedback at /feedback — the team reads every one.