A time screenshot is a snapshot of an employee’s computer screen that is automatically made and recorded regularly during the workday. A video log is created when these screen captures are time-stamped and stored, helping you check on-screen activity at a later stage.
Instead of just logging hours, a time screenshot shows what work is being done on the computer. Today, workforce management systems rely heavily on this technology, mainly for those with distributed teams.
Basic components found in most screenshot systems include the following:
| Automated screen capture: Software that routinely takes screenshots, like every 10 minutes |
| Timestamp integration: Every screenshot includes the accurate date and time data. |
| Activity logging: Screenshot tools often log both keyboard and mouse activity as well. |
| Screenshots storage: Store screenshots you take on a reliable cloud server for later review. |
| Reporting dashboard: A way for managers to review screens on employee monitors and their levels of productivity |
The main reason to take a time screenshot is to make employees accountable, confirm the hours they charge, and spot behaviors that help you improve efficiency at work.
How Do You Capture It?
A specific technical process is used to capture, store, and show productivity information through screenshots:
- Installation and setup: The installation of the screenshot software can happen on employees’ computers or through their browsers.
- Interval configuration: It is up to the manager to decide how often the time screenshots are taken, with common intervals of 5, 10, or 15 minutes.
- Automatic capture: With the tool running, it starts to capture images of the employee’s display at regular intervals, without being actively noticed.
- Data processing: Every screenshot is marked by a time and linked to the employee’s work on a particular project or task.
- Activity scoring: Most advanced Work Snapshot tools look at keyboard and mouse movements along with the visual information to provide productivity scores.
- Secure transmission: The data from the screenshot is encrypted and transferred to a secure place in the cloud.
- Accessibility: By using their dashboard, authorized managers can check the time screenshot library and employees’ work habits.
Most current screenshot apps give users the option to control privacy settings. They might blur information they don’t want seen, remove certain screenshots, or stop the tracking when they’re not working. It ensures that Work Snapshot technology continues to work while still protecting people’s privacy.
The Most Significant Advantages of Time Screenshot Tools
Adopting Work Snapshot technology helps most organizations achieve notable improvements in various parts of their business:
1. Enhanced Productivity Monitoring
Time screenshots show exactly how work hours are being spent. The use of Work Snapshot allows managers to verify employee time instead of depending only on employees’ versions.
- Observe which teams and individuals work most effectively
- Use Work Snapshot analysis to identify when your team works inefficiently
- Identify stars by noting their constant productive activity
- Use concrete time screenshots to tackle any productivity issues that arise
2. Increased Accountability
Once employees realize that screenshots will be taken, they often work more focused.
- Reduced time theft: Time screenshots help minimize the instances where employees say they worked when they did not.
- Minimized distractions: Being aware that time screenshots are taking place helps people reduce time used on personal websites and applications
- Documented work evidence: If a screenshot is taken, it provides evidence of what was done, and is especially helpful for teams not working together in person
3. Accurate Client Billing
Service-based businesses rely on time screenshots to show unarguable proof of billed hours.
- Transparent invoicing: Clients have the option to get time screenshots along with their invoices to check the billed hours
- Dispute prevention: When time screening is done with screenshots, arguments about billing are reduced.
- Value demonstration: Extensive time screenshot libraries provide evidence of the hard work put into deliverables
4. Improved Project Management
Reviewing screenshots from time helps managers decide on the best course of action.
- Resource allocation: Checking time screenshots across all teams shows areas that may require more help
- Timeline projections: Data from historical screenshots aids in predicting the future requirements for the project
- Workflow optimization: By looking at screenshots from different points in time, you can spot where work is slowing down.
5. Remote Work Enablement
Many organizations were able to successfully start working remotely with the help of time screenshot technology.
- Trust building: Screenshots give a visual picture of any activity that takes place over time, especially when teams aren’t together in one place
- Performance consistency: Accounting for working hours using screenshots ensures that remote employees stay just as productive as in-office staff.
- Distributed team management: With time screenshot monitoring, managers can effectively manage employees working in different parts of the world.
Time Screenshot and Employee Privacy
On the one hand, time screenshot tools have several useful functions, but on the other hand, they create important privacy and ethical concerns for organizations.
Legal Considerations
The laws governing taking screenshots at various times vary from place to place.
- Consent requirements: Before using time screenshot monitoring, many companies are required to get employees’ authorization first.
- Data protection laws: European GDPR rules and those in other countries determine how screenshot data should be stored and managed.
- Employee rights: There are some areas where employers cannot use time screenshot technology as extensively.
Ethical Implementation
If you want to use time screenshot tools wisely, remember these suggestions:
- Full transparency: Let everyone know which tool for taking screenshots will be used, how often it will be done, and who has access to the results
- Limited scope: Shoot time screenshots only during the periods you and your employer agreed on
- Reasonable intervals: You should decide on a screenshot frequency between 5 and 10 minutes, as every 1 minute is overly frequent
- Opt-out options: Allow employees to quickly set up their computers to not capture screenshots during personal use
- Data security: Protect all screenshot information and make sure it is accessible to the right personnel only.
Balancing Monitoring and Trust
Skilfully using time screenshot technology means maintaining both accountability and respect.
- Focus on outcomes: A time screenshot alone should not be considered the only way to assess how well the system runs; look at other metrics as well.
- Positive framing: Talk about how present time screenshot tools can support fair pay and fairness among employees, not just to keep an eye on their performance.
- Two-way transparency: It might help if employees can see their own time screenshots for their personal use.
If companies handle these matters carefully, time screenshot tools can be put in place without affecting team trust or loyalty.
Best Time Screenshot Tools in 2025
There are now many great time-screenshot software options on the market, thanks to their increased capabilities. I have prepared a list showing you the features of the most popular time screenshot tools.
1. Tivazo
Tivazo is a new solution that helps teams stay productive and accountable by allowing each member to screen capture their work and show real-time progress.
Best for: Projects that involve medium to large remote teams and require strong time tracking evidence
Tivazo Key Features
- Time Tracking: Keep track of employee hours with great accuracy. The purpose of Tivazo’s time tracking features is to account for every minute you spend on billed projects.
- Team Management: Handle the different roles of admins, managers, and users without difficulty. With Tivazo, you can quickly grant access and streamline the way your teams work.
- Employee Monitoring: You can monitor employees by looking at their time, what apps they use, and their general activity.
- Team Analysis & Reporting: Generate intelligent team reports automatically. Tivazo analyzes productivity and shows this information through visual reports that help in making important decisions.
Tivazo Pricing Plans
Business Plan
Perfect for teams with a small to medium number of users
- Includes all Premium features
- Pricing: $3 per active team member/month
- For example, you will be charged $33.00 each month for 11 active team members.
- No registration fee is needed; you can get started right away
Start for Free
Enterprise Plan
Specialized solution for companies that need unique features
- Includes all Premium features
- The ability to bill, onboard, and get support when needed
- A custom quote made to suit your specific needs and the number of athletes
- Please fill out the quote request form to get a quote tailored for your needs.
2. Time Doctor
With its AI functionality, Time Doctor takes time screenshot tracking to a higher level.
Key time screenshot features:
- Time screenshot capture that follows the way people work
- Distraction alerts for every picture showing a non-work application
- Using web and app usage data along with videos of the screen at certain times
- The option for employees to comment on each time screen capture
- It is possible to compare time screenshots taken by team members on different projects.
Pricing: Starts at $9.99/user/month
Best for: Companies that analyze screenshots as a way to boost productivity
3. Clockify
Clockify gives you a simpler and easier-to-use way to use time-tracking software, but it still does the main things you need from it.
Key time screenshot features:
You can also choose to turn on screenshot capture in case you want to take screenshots for each project, and you can set it so that you can turn it off if you don’t need it (you can pick on or off for each project).
- A simple time screen to help you quickly look at your scheduled activities.
- Basic activity level with pictures of the watch showing time.
- The free version is there, but it only gives you a limited ability to take screenshots.
- Self-hosted option for companies who want to keep time screenshots on their servers.
Pricing: A Free tier is there, or if you want all the screenshot features, you can upgrade to Premium for $3.99 per person each month.
Best for: Budget-conscious teams and freelancers who just need the basic proof of timestamps.
4. ActivTrak
ActivTrak is more focused on showing detailed information about how time on your computer is being used, rather than just showing screenshots.
Key time screenshot features:
- AI-powered productivity analysis sorts out the time you spend on apps or the amount of time you use your phone each day.
- Advanced anomaly detection helps me see when there’s a change in the way a website looks at different times or on different days.
- You can change your privacy settings so that time screenshots only share your start and finish times with the person you ask.
- A comprehensive dashboard that lets you see all your time screenshot information.
- Productivity coaching insights come from looking at and reviewing screenshots of how much time people spend on certain tasks.
Pricing: Starts at $9/user/month
Best for: Data-driven organizations that want to get better at what they do can use time screenshot analysis to help them improve their performance.
5. Plaky
Plaky lets you take screenshots to save things like important project notes in the project management tools.
Key time screenshot features:
- Project-contextualized time screenshots
- Task-specific time screenshot galleries
- Collaborative time screenshot review helps everyone make sure the project is going smoothly.
- Client-friendly time screenshot reports
- Integration with project timelines and deadlines helps make sure everyone knows what needs to be finished when and works better as a team.
Pricing: Starts at $6 per person each month if you want to use the time screenshot feature.
Best for: Project teams that work on projects where they need to show progress in easily accessible pictures should make sure to take screenshots with the deliverables specifically in mind.
When selecting a time screenshot tool, think about how many people will be using it, what privacy rules you have to follow, if it can easily connect with other apps, and if you want extra tools like reports to go with the basic tracking.
Time Screenshot Use Cases
Many people in different fields find screenshot technology helpful. Here is a look at the ways various groups are taking advantage of time screenshots:
Freelancers and Independent Contractors
- Freelancers use time screenshot tools for different reasons.
- Show your clients how many billable hours you spent working on their projects.
- Help reassure new clients by letting them see screenshots of their work in progress.
- Use lapses in the day to track their performance and record it through screenshots
- Make accurate invoices using the review of your time screenshots
- Show the steps taken in fixed-price projects with the help of screenshot-based documentation
Remote and Distributed Teams
If staff from your company work from home, time screenshot tools are put into use to:
- Check in on the day-to-day work of employees who are scattered in different locations
- Keep productivity steady regardless of where you are working from
- Find remote workers who could use more assistance or instruction.
- Try to hold each other accountable in ways that do not involve always being together for charges
- Track the progress of new hires remotely using time screenshots.
Outsourcing Companies
Businesses relying on remote workers use time screenshot technology for:
- Check that the workforce is dedicated to the jobs stated in the contract
- Make sure the team from another company is paying attention to the tasks you assigned.
- Review the screenshot activity to find out which partners work more efficiently
- Identify and fix issues that come up using screenshots at specific times.
- Work out accurate cost numbers with the support of time screenshots.
Agencies and Client Service Businesses
- Time screenshot tools are important in running a successful service-based business.
- Use screenshots to verify the time you spend and the resources you need for a project with your clients
- Distribute resources in a way that benefits all of your clients’ projects
- Look at how time is being spent compared to what is in the project plans to notice any sign of scope creep.
- Give each client the ability to access their session time screenshots
- Use data from previous time screenshot information to make better estimates for new projects.
Large Enterprises
Time screenshot systems are put into place within enterprise organizations to:
- Set up a consistent way to track productivity for all departments.
- Verify compliance with the rules of work-from-home by using time screenshots
- Pick the departments or teams most likely to gain from changes in their workflow
- Pay by performance using concrete proof from time screenshots
- Check screenshots to see what information has been shared on the screen
These situations prove that time screenshot technology can be adapted to solve particular problems and also ensure that everything is clear to all involved.
Common Questions About Time Screenshot
Are time screenshots legal?
Generally, taking a time screenshot is allowed, but only under certain situations. Employers have to announce that time screenshot monitoring is employed and get approval from employees to do so. This means that taking screenshots should not violate any data protection laws like GDPR in Europe or similar laws made by each state in the US. The legality of using time screenshots depends on the way it is implemented and the rules that exist in your area.
Can employees disable time screenshots?
Most good screenshot tools offer some way to manage employee access. Typically, users can choose to delete sensitive screenshots, stop capturing screenshots for a moment, or cover up sensitive details in screenshots. These actions are generally made visible in the system, allowing accountability and still supporting privacy. You’ll find different options to manage your time depending on the screenshot app.
How frequently you should take screenshots depends on the needs of your project or work situation, but it shouldn’t be so often that it’s a bother or takes too much time.
The best time to take screenshots should be thought of as a way to check in on things without making people feel uncomfortable or worried about their privacy. Most organizations find that taking a quick picture of the screen every 10-15 minutes helps them see what’s happening without making people feel uncomfortable. Time-sensitive projects might need you to take screenshots of your work more often, like every 5 minutes, while just checking general productivity could mean you only take a screenshot every 20-30 minutes. The best practice is to choose when in the day you want screenshots taken by looking at what your business needs, instead of just choosing the most common setting.
Do time screenshots impact how employees feel at work?
Time screenshots can make people feel bad about their work if they aren’t done the right way, but they don’t always have to have a negative effect if they’re used well. Research shows that if everything is communicated and people understand why screenshots are being taken, it usually helps reduce any bad reactions. Many employees like that screenshots help make sure everyone is treated the same when it comes to their workload and being noticed for their efforts. The key is to think about these tools as helping people work better, instead of seeing them as a way to watch over someone closely.
Can time screenshots take pictures of private or personal stuff on your device?
Yes, when you take a screenshot, it might include important details that are shown on the screen at the time. This is why good screenshot tools have things like blurring your screenshots, letting you easily delete them, and giving you the option to pause or ’ stop’ the screen recording. Organizations should set up simple rules about what to do when they come across screen grabs that show sensitive client information, personal details, or important company information. Some screenshot tools also have AI that can easily blur out anything private on the screen.
How long your screenshots should be kept depends on what they are used for, but usually it is a good idea to keep them for a while, just in case you might need them later.
Time screenshot retention periods should make sure the business gets what it needs while also keeping data as lean as possible. Most organizations keep time screenshots for about a month or two just so they can quickly look them up if needed, but some jobs that have extra rules might keep them for longer. Best practice is to create a clear rule about how long screenshots are saved, who can see them, and what steps need to be taken to delete them. This policy should follow all the rules about how to protect people’s data.
Can time screenshots capture what I do outside of the Internet?
Most software used for capturing screenshots is unable to do so while devices are offline, though it does check their status. Once the internet connection is restored, the software marks the previously offline time as unmonitored. Some advanced screenshot programs can store screenshots offline and upload them once the connection is back. Employers should make sure workers and the team understand the policies for offline time when using time screenshot technology.
Do screenshots of time play a role in different types of tasks?
Time screenshots are mainly useful when doing work on a computer, but not as much for other tasks. Those who spend most of their time on computer screens will see the most improvement from time screenshot monitoring, while workers with jobs mostly outside, such as fieldworkers, may require more thorough monitoring. Some screenshot apps now also work on smartphones, making it possible to capture screens outside the computer workspace.
Conclusion:
As discussed in this guide, time screenshot technology helps with increasing productivity, accurate billing, and handling aspects of remote work. If used wisely, making sure privacy is respected, screenshot tools can be good for both employers and their employees.
Smart, situation-sensitive time screenshots that focus on meaningful work productivity are becoming more common. AI is now frequently used by advanced time screenshot platforms to study the content and suggest useful ways to improve the activity.
If your organization is thinking about using time screenshot tools, keep in mind that they work best when included in an overall productivity and accountability plan. Using Work Snapshot should work together with strong management methods, clear goals, and evaluating work results, instead of replacing any of them.
A right-time screenshot solution can address the needs of freelancers, managers of remote teams, or large enterprises.