## Purpose
Standardize how client work is structured in Hubstaff Tasks, executed by the team, tracked with Hubstaff Desktop, and reported for performance, utilization, and client health.
Ensures: consistent task structure; clear ownership; accurate time tracking with screenshots; full visibility; no unverified or hidden work.
## Scope
Project Managers, Executive Assistants, Department VAs, Senior Project Managers.
## Required tools
- Hubstaff Tasks (task management)
- Hubstaff Desktop Application (REQUIRED for tracking)
- Active Hubstaff account with proper permissions
Note: CVA’s current delivery task system is Worklenz. This SOP is the Hubstaff Tasks + Desktop tracking standard from SweetProcess — apply Hubstaff Desktop tracking as written; do not send VAs hunting ClickUp.
Setup (PMs)
Create client folder in Hubstaff Tasks — Client Name only.
Add department sections from Template Library if needed (duplicate, rename
Client Name Department, move into client folder).Verify folder contains EA/PM section and department sections only as needed. Do not create sections manually, rename stages, or modify workflows.
Assign user to client folder (Collaborator or Manager).
Assign user to the task.
Confirm task visibility: user must be assigned to both folder and task or the task will not appear in Hubstaff Desktop.
Verify in Hubstaff Desktop. If missing, reconfirm assignments or contact PM/SPM.
Daily execution (VAs)
Open Hubstaff 9-dot launcher → Hubstaff Tasks → My Tasks.
Review task description, instructions, attachments, comments before starting.
Open Hubstaff Desktop; log in with company credentials; select correct organization.
Settings: screenshot capture ON; activity tracking enabled; screenshot frequency per company standard.
Select the matching client project and task.
Start tracking in Hubstaff Desktop only. Do not use browser timer or unapproved manual time. Browser tracking does not capture screenshots and is not valid.
Work only on the selected task. Do not leave the timer running during inactivity.
Maintain activity; stop tracking if stepping away.
Keep screens work-related; allow screenshot capture; no idle/personal/irrelevant screens.
Sensitive information: Stop Tracking, secure content, notify PM if required, resume when appropriate.
Switch tasks: Stop → open new task → select in Desktop → Start.
End session: Stop Tracking; confirm time on the correct task.
Add work notes if required.
Review Activity → Screenshots and Timesheets: time accurate, screenshots match work, no idle gaps.
Open Hubstaff Tasks at start of day → review assigned tasks → confirm visibility → open task before work → start Desktop timer → focused blocks stop when switching review timesheet at end of day.
Oversight
PM: weekly screenshot review vs output; address inconsistencies.
SPM: audit visibility, missing screenshots, idle/inaccurate tracking, folder-structure adherence; escalate non-compliance.
Work validity
Work is valid only if ALL are true: task in correct client folder; user assigned to both folder and task; time tracked via Hubstaff Desktop; screenshots support the work. If any condition is missing, work is not valid.
Also apply locked sold-hours / over-hours rules: hours above sold/paid are not paid to the VA; responsible party covers from own pocket; sold-hours fence; no makeup.
Source: SweetProcess DOCX export (Drive pack). Migrated to Eniston category Allied. Do not treat as dual source of truth with SweetProcess.