Frequently Asked Questions - Obsidian Staff Hub

Obsidian Staff Hub is a comprehensive remote staff productivity tracking system designed specifically for law firms. It helps track employee work time, productivity, and integrates with legal practice management systems like MerusCase, Google Workspace, and Monday.com.

The system combines a web-based dashboard with a desktop client that monitors your work activities. The desktop client tracks productivity indicators like keyboard and mouse usage, while the web dashboard provides reports, time tracking, and integration with your other work systems. You clock in and out using the system, which also tracks breaks and idle time.

No special hardware is required beyond your standard work computer. You'll need a webcam for the verification photos during clock-in and returning from breaks, but this is only used at specific times and not for continuous monitoring.

For technical problems or questions about the system, please contact michelle@obsidianstaffing.com. For day-to-day issues, your manager should be your first point of contact.

Your manager will provide you with the system URL, your username, password, and the desktop client installation package. After logging in to the web interface, you'll need to complete your profile information and install the desktop client. Detailed instructions are provided in the Employee Guide.

Extract the ZIP file your manager provided, then run the install.bat file. The installation will complete automatically, and a small icon will appear in your system tray showing the application is running.

Extract the ZIP file your manager provided, open a terminal in the extracted folder, run chmod +x install.sh, and then run ./install.sh. The application will start automatically.

You only need to connect the systems that you use for work. For example, if you use MerusCase but not Monday.com, you only need to connect MerusCase. The connections help the system automatically track your productivity across different work platforms.

Click on your username in the top-right corner of the web interface, select "Profile," and update your information as needed. Don't forget to click "Save Changes" after making updates.

Use the time clock system in the web interface to clock in at the beginning of your workday and clock out at the end. When clocking in, you'll need to allow webcam access for a verification photo. The system will automatically track your work time based on your configured schedule.

The system uses webcam verification only at specific times (clock-in and returning from breaks) to verify your presence. This is solely for attendance verification. The webcam is not used for continuous monitoring, and photos are stored for just one day in the system.

The system detects inactivity and will record breaks with the timeclock system. When you return from a break, you'll need to allow webcam access for verification. You can also manually start and end breaks using the break buttons in the time clock interface.

The system will detect extended periods of inactivity and may automatically clock you out after a certain threshold. However, it's best practice to always manually clock out at the end of your workday. If you forget, contact your manager who can make adjustments.

Navigate to the "Vacation" section in the main menu, click "Calendar" and select the specific dates, fill in the details (start date, end date, leave type, and optional reason), and click "Submit Request." Your manager will review and approve or deny your request, and you can check the status in the Vacation tab.

Your productivity score combines two main components: activity score (40%) and idle time score (60%).

• Activity Score: Based on your tracked activities like emails, documents, tasks, and other work.
• Idle Time Score: Based on periods of keyboard and mouse inactivity, with adjustments for approved breaks.

Different activities are assigned different point values (e.g., 10 points for notes, 5 points for emails, 8 points for tasks).

The system tracks:

• Keyboard and mouse activity (noting active vs. idle time, not specific keystrokes)
• Application usage
• Document activities (creation, editing, uploads)
• Communication activities (emails, phone calls)
• Task management (creation, completion)
• Activities in integrated systems like MerusCase and Monday.com

No, the system does not capture the content of what you type or specific details of documents you work on. It only tracks metrics like active time, idle time, and the types of activities performed. For integrated systems, it tracks actions taken (like creating a document) but not the specific content of those actions.

To improve your productivity score:

• Minimize extended idle periods
• Use the break function when taking breaks
• Properly log and track your activities in integrated systems
• Focus on high-value activities like document creation, task completion, and client communications
• Maintain consistent activity throughout your workday

Yes, on the Dashboard you can see your last productivity score, activities tracked today, and time allocation. For more detailed information, click on "Activity" in the main menu, set the date range you want to view, and review your productivity metrics and activities.

On your Profile page, look for the "Connect to MerusCase" button, click it, log in with your MerusCase credentials when prompted, and grant the requested permissions. You'll be redirected back to your profile after successful connection.

On your Profile page, look for the "Connect to Google" button, click it, log in with your Google account, and grant the requested permissions for Calendar and Tasks. You'll be redirected back to your profile after successful connection.

On your Profile page, look for the "Connect to Monday.com" button and click it. You'll need to provide your Monday.com API token, which you can find by logging in to Monday.com, clicking on your profile picture, going to "Admin" > "Connections", and copying your API v2 Token. Paste the token in the field provided and click "Connect."

The system only reads data from these integrations to track your productivity; it doesn't modify your data in these systems (with the exception of Google Calendar integration for approved vacation events). For example, it tracks documents created in MerusCase or tasks completed in Monday.com, but it doesn't make changes to those systems.

Yes, the system works without these integrations, but connecting them provides a more comprehensive view of your productivity by automatically tracking activities in those systems. Without the integrations, the system will still track keyboard/mouse activity and idle time.

Navigate to the Reports tab in the main menu, select the date range you want to analyze, and the system will display a productivity trend graph showing your scores over the selected period, as well as daily summary cards for each day in the range.

Yes, you can export your data by clicking the "Export CSV" button at the top of the report page. Choose where to save the file on your computer, and the CSV file will contain detailed activity records for the selected period.

Navigate to "My Payroll" in the main menu. In this section, you can view current pay period details, your pay information (monthly salary, hourly rate, internet allowance), and recent payslips. You can also submit overtime requests and view or print your payslips.

The reports provide detailed breakdowns of your activities, including:

• Overall productivity score for each day
• Types and counts of activities completed
• Idle time tracking
• Time allocation across different tasks
• Productivity trends over time

You can also view detailed activity breakdowns by clicking on any daily card in the reports section.

The desktop client tracks:

• Active vs. idle time (keyboard and mouse activity)
• Applications being used (names only, not content)
• Basic system information for troubleshooting

It does NOT track:

• Keystrokes (what you're typing)
• Screen content or screenshots
• Personal files or browsing history
• Camera feeds (except during specific verification moments)

Webcam photos are taken only at specific verification points (clock-in and returning from breaks) and are used solely for attendance verification. These photos are stored securely for just one day in the system and then automatically deleted. They are not used for any other purpose.

Yes, all data transmitted between your computer and the Obsidian Staff Hub servers is encrypted using industry-standard encryption protocols. Data stored in the system is also encrypted at rest for maximum security.

Your productivity data is visible to you and to your managers or administrators who have been granted access. The system uses role-based access controls to ensure that only authorized personnel can view your data.

Activity and productivity data is typically kept for 12 months for reporting and analysis purposes. Webcam verification photos are deleted after one day. Payroll information is kept according to legal requirements, which is generally 7 years.

First, check if the client is running by looking for its icon in your system tray. If it's not there, try restarting the application. If that doesn't work, try these steps:

1. Check your internet connection
2. Restart your computer
3. Reinstall the client using the installation package
4. Contact support if the issue persists

First, ensure your credentials for that system are correct and that you have the proper permissions. Try disconnecting and reconnecting the integration. If the issue persists, check with your system administrator to ensure the integration is properly configured on the backend.

Make sure your webcam is connected and working properly. Check your browser settings to ensure that camera access is allowed for the Obsidian Staff Hub website. If you're using an external webcam, try a different USB port. If problems persist, contact your IT support for assistance.

Several factors can affect your productivity score:

• Extended idle periods without using the break function
• Working in applications or systems not tracked by the system
• Issues with integrated systems not properly reporting activities
• Improperly configured work schedule

Review your activity reports to identify patterns, and ensure all your work systems are properly connected. If you believe there's a genuine issue with the scoring, discuss it with your manager.

You can report bugs or suggest features by opening a support ticket. Include detailed information about the issue or suggestion, along with screenshots if possible, and describe the steps to reproduce any bugs you encounter.