Meeting Title: Rico <> Casie: Clockify Alert Automation Date: 2025-10-28 Meeting participants: Casie Aviles, Rico Rejoso
WEBVTT
1 00:01:14.690 ⇒ 00:01:15.860 Rico Rejoso: Hey, Cassie.
2 00:01:16.440 ⇒ 00:01:17.339 Rico Rejoso: How are you?
3 00:01:18.290 ⇒ 00:01:19.540 Casie Aviles: Ayyo.
4 00:01:21.650 ⇒ 00:01:26.780 Casie Aviles: Doing good. I think we… we both just… Finish some meetings.
5 00:01:27.040 ⇒ 00:01:36.100 Rico Rejoso: Yeah, okay, how should we start the meeting? What information should… I mean.
6 00:01:37.020 ⇒ 00:01:42.860 Rico Rejoso: I was thinking of the flow of, like, how it should go, but if you already, like.
7 00:01:43.060 ⇒ 00:01:47.629 Rico Rejoso: Did an investigation, how things should flow like it, you could also let me know.
8 00:01:49.460 ⇒ 00:01:51.520 Casie Aviles: Yeah, sure, go ahead.
9 00:01:51.520 ⇒ 00:01:52.540 Rico Rejoso: I mean, yeah, go ahead.
10 00:01:53.110 ⇒ 00:02:00.279 Casie Aviles: Yeah, so basically, from what I understand is we just want… we just need an alert that basically looks at
11 00:02:00.680 ⇒ 00:02:04.050 Casie Aviles: Each team member’s clockifiers, right?
12 00:02:05.540 ⇒ 00:02:13.809 Casie Aviles: And then we want that to send, like, an alert to you every Friday morning, and then Monday, Friday morning, Friday afternoon, and Monday morning.
13 00:02:16.190 ⇒ 00:02:25.269 Rico Rejoso: Yeah, but not just me. We prefer to have it on the channel, like… So we can…
14 00:02:25.510 ⇒ 00:02:27.480 Rico Rejoso: I mean, get updates on…
15 00:02:27.910 ⇒ 00:02:28.590 Casie Aviles: Yes, sir.
16 00:02:28.590 ⇒ 00:02:34.140 Rico Rejoso: The individuals, like, for project management or a planning and allocation channel.
17 00:02:36.250 ⇒ 00:02:41.139 Casie Aviles: Yes, exactly. Okay, so that’s one of the things that I believe I will need,
18 00:02:42.660 ⇒ 00:02:46.960 Casie Aviles: So, I think I just need, like, the… the Slack channel ID.
19 00:02:47.320 ⇒ 00:02:48.300 Casie Aviles: For that?
20 00:02:50.220 ⇒ 00:02:50.900 Rico Rejoso: Okay.
21 00:02:52.880 ⇒ 00:02:53.510 Casie Aviles: Okay.
22 00:02:53.750 ⇒ 00:03:04.820 Rico Rejoso: I got it. Anything else? Like, what else do you need to get that done? Do you have, like, the Clockify… I mean, it will be coming from Clockify, right? So you do have access to Clockify
23 00:03:05.090 ⇒ 00:03:06.300 Rico Rejoso: To get that done.
24 00:03:07.340 ⇒ 00:03:16.579 Casie Aviles: Yes, I believe I have access to Clockify. I was able to do, like, the Clockify to operating task in the past, so…
25 00:03:17.620 ⇒ 00:03:22.600 Casie Aviles: Yeah, I think… I think I should be able to have, like, a view of the Clockify hours.
26 00:03:25.450 ⇒ 00:03:32.510 Casie Aviles: Alright, I’m just… Yeah, I’m just, going to share you this screen.
27 00:03:32.510 ⇒ 00:03:33.240 Rico Rejoso: Okay.
28 00:03:35.580 ⇒ 00:03:38.290 Casie Aviles: So, yeah, just the stop channel ID.
29 00:03:41.570 ⇒ 00:03:47.279 Casie Aviles: And then… Just gonna attach… I believe we have Glorify here.
30 00:03:47.590 ⇒ 00:03:48.500 Casie Aviles: This one.
31 00:04:16.459 ⇒ 00:04:17.230 Casie Aviles: Okay.
32 00:04:19.019 ⇒ 00:04:22.780 Casie Aviles: Clarkify API, I have that, so I think that should be good.
33 00:04:24.400 ⇒ 00:04:26.870 Casie Aviles: Yeah, I think that’s about it.
34 00:04:27.490 ⇒ 00:04:34.130 Casie Aviles: I’ll… I think the only thing for me is I need to figure out, like, how I can read…
35 00:04:34.280 ⇒ 00:04:40.570 Casie Aviles: the… data from Clockify. I do have access, so I’m just gonna figure out how to read that.
36 00:04:41.300 ⇒ 00:04:46.040 Casie Aviles: And then… Oh, yeah, so for, like, the format, like.
37 00:04:46.430 ⇒ 00:04:49.569 Casie Aviles: Did we… did we add here?
38 00:04:50.640 ⇒ 00:04:54.459 Casie Aviles: If we have, like, a format that we want, is it for, like, the entire team?
39 00:04:55.450 ⇒ 00:04:58.739 Rico Rejoso: No, no, it’s just for the PMP.
40 00:04:59.460 ⇒ 00:05:02.699 Rico Rejoso: So we could also gauge who are not putting in their hours.
41 00:05:03.600 ⇒ 00:05:04.880 Rico Rejoso: When a time, demand.
42 00:05:05.750 ⇒ 00:05:07.190 Casie Aviles: Okay,
43 00:05:12.200 ⇒ 00:05:17.160 Casie Aviles: I see, so for people who are missing the R’s, only people who are missing R’s.
44 00:05:17.370 ⇒ 00:05:20.290 Rico Rejoso: Yeah, so I think it would be, like.
45 00:05:20.530 ⇒ 00:05:25.080 Rico Rejoso: You have a reference of how many hours should the person have every week?
46 00:05:25.460 ⇒ 00:05:29.110 Rico Rejoso: Then, that’s their allocated hours.
47 00:05:29.700 ⇒ 00:05:36.640 Rico Rejoso: in reference… I mean, the Clockify hours, their logged in hours, in reference to their allocated hours.
48 00:05:36.760 ⇒ 00:05:38.589 Rico Rejoso: Compare it, then send.
49 00:05:38.860 ⇒ 00:05:40.760 Rico Rejoso: updates to Slack.
50 00:05:41.310 ⇒ 00:05:45.759 Rico Rejoso: I don’t know if I have the right flow, but I couldn’t imagine it that way.
51 00:05:46.270 ⇒ 00:05:47.010 Casie Aviles: Okay.
52 00:05:47.670 ⇒ 00:05:50.130 Rico Rejoso: So, I think you also have to get
53 00:05:52.380 ⇒ 00:05:56.739 Rico Rejoso: The reference in the allocations, right?
54 00:05:57.030 ⇒ 00:06:02.100 Rico Rejoso: So that could be an operating… Since we update that one.
55 00:06:02.820 ⇒ 00:06:05.649 Rico Rejoso: So we put in there how many hours they should have.
56 00:06:05.910 ⇒ 00:06:06.980 Rico Rejoso: every week.
57 00:06:08.220 ⇒ 00:06:23.189 Rico Rejoso: So you have, like… so the process will be, like, you checking, you getting their actual hours from Clockify, cross-checking it with their allocated hours at operating, then once you determine that…
58 00:06:23.800 ⇒ 00:06:25.960 Rico Rejoso: They did not meet the hours.
59 00:06:26.410 ⇒ 00:06:29.939 Rico Rejoso: In their allocated hours in operating, that’s where you put in
60 00:06:30.350 ⇒ 00:06:32.379 Rico Rejoso: I’ll send a notification in Slack.
61 00:06:34.360 ⇒ 00:06:39.450 Casie Aviles: So if it’s less than the actual hours, then… I mean the allocated hours.
62 00:06:39.720 ⇒ 00:06:48.449 Rico Rejoso: I think it’s better if it’s less than or more than their allocated hours, because we also need to identify why they went overboard with their hours.
63 00:06:49.270 ⇒ 00:06:51.400 Casie Aviles: I see, I see. Yeah, that makes sense.
64 00:06:57.150 ⇒ 00:06:58.990 Casie Aviles: Okay, great.
65 00:07:04.420 ⇒ 00:07:08.159 Rico Rejoso: I guess the thing is, there’s no format when you send it to…
66 00:07:08.850 ⇒ 00:07:12.300 Rico Rejoso: Slap, right? I mean, you cannot send the table in Slap.
67 00:07:12.640 ⇒ 00:07:18.179 Casie Aviles: Yeah, yeah, we can’t really do table formats on Slack.
68 00:07:18.180 ⇒ 00:07:26.400 Rico Rejoso: Just, like, a name, arrow, less than, greater than these hours, or let’s say plus or minus
69 00:07:27.460 ⇒ 00:07:28.740 Rico Rejoso: this sprint.
70 00:07:30.000 ⇒ 00:07:34.149 Rico Rejoso: Or, let’s say, like, actual over-allocated.
71 00:07:34.600 ⇒ 00:07:36.119 Rico Rejoso: I think that would be much better.
72 00:07:36.910 ⇒ 00:07:39.490 Rico Rejoso: So you can provide the accurate data.
73 00:07:41.530 ⇒ 00:07:43.079 Casie Aviles: Okay.
74 00:07:43.800 ⇒ 00:07:48.559 Rico Rejoso: Does… I mean, does what I say make sense? Because I’m just picturing it in my mind.
75 00:07:49.190 ⇒ 00:07:53.850 Casie Aviles: Yeah, yeah, yeah, okay. And if he… if…
76 00:07:54.020 ⇒ 00:08:00.249 Casie Aviles: Yeah, if you, if you need, like, if you want to post, if you want to add here, like, a specific format, that’s also fine, but…
77 00:08:01.030 ⇒ 00:08:01.510 Casie Aviles: Yeah.
78 00:08:01.510 ⇒ 00:08:03.819 Rico Rejoso: Yeah, but I think we can start off with that.
79 00:08:03.940 ⇒ 00:08:09.669 Rico Rejoso: I think that’s what we need, like, the actual hours, allocated hours. But the format will be in when you’re…
80 00:08:10.160 ⇒ 00:08:19.759 Rico Rejoso: reporting it in Slack would be, like, the, team member name, then their actual slash allocated hours.
81 00:08:20.110 ⇒ 00:08:22.889 Rico Rejoso: Like, 36 out of 40 hours.
82 00:08:26.760 ⇒ 00:08:30.700 Rico Rejoso: So that would be, like, the format when you put in and stuff, so that, you know…
83 00:08:32.360 ⇒ 00:08:35.499 Rico Rejoso: It’s simple yet understandable for everyone.
84 00:08:36.950 ⇒ 00:08:37.930 Casie Aviles: Okay, yeah.
85 00:08:38.440 ⇒ 00:08:42.299 Casie Aviles: We could start simple here, yes, definitely, and then…
86 00:08:45.030 ⇒ 00:08:49.260 Casie Aviles: And then the allocated hours will be coming from…
87 00:08:49.660 ⇒ 00:08:52.680 Casie Aviles: Operating. You do have access to operating already, right, like…
88 00:08:52.680 ⇒ 00:08:54.589 Rico Rejoso: I think we did it before we got it.
89 00:08:55.130 ⇒ 00:08:57.720 Casie Aviles: ESS, yeah, we do have it here.
90 00:08:57.990 ⇒ 00:08:58.820 Casie Aviles: Okay.
91 00:09:05.780 ⇒ 00:09:09.450 Casie Aviles: Alright, I think that’s… yeah, that’s pretty clear.
92 00:09:12.070 ⇒ 00:09:15.390 Casie Aviles: So just to… what do you call this? To recap?
93 00:09:16.120 ⇒ 00:09:21.340 Casie Aviles: get the actual hours from Clockify, compare it to operating…
94 00:09:21.690 ⇒ 00:09:28.659 Casie Aviles: And then, if there’s, like, more than or less than the allocated hours, then you will get
95 00:09:28.900 ⇒ 00:09:34.180 Casie Aviles: a message in the Slack channel that you… you will give me, okay?
96 00:09:34.710 ⇒ 00:09:37.989 Casie Aviles: So yeah, for that, I will need the channel ID.
97 00:09:38.370 ⇒ 00:09:40.360 Rico Rejoso: Yeah, I’m getting it now.
98 00:09:41.250 ⇒ 00:09:45.880 Rico Rejoso: But I guess if… they’re, like, around… I think…
99 00:09:46.410 ⇒ 00:09:51.410 Rico Rejoso: Do it… I mean, do you have to have it, like, exactly their allocated hours?
100 00:09:53.650 ⇒ 00:09:58.960 Rico Rejoso: There’s, like, you know, decimals… Some hours logged in.
101 00:09:59.310 ⇒ 00:10:00.050 Casie Aviles: Mmm.
102 00:10:00.050 ⇒ 00:10:15.940 Rico Rejoso: Clockify, right? So I think if it’s, like, plus or minus one… I mean, if it’s plus one, we have to report that one, but if it’s, like, minus 1 or 2, meaning it’s 38 hours recorded on Clockify versus the 40 hours allocated, I think that’s fine.
103 00:10:18.870 ⇒ 00:10:19.520 Casie Aviles: Okay.
104 00:10:19.520 ⇒ 00:10:23.360 Rico Rejoso: Like, a simple rule or filter, I don’t know what it’s called.
105 00:10:26.110 ⇒ 00:10:29.760 Casie Aviles: Okay, okay, yeah, I think we could do that as well.
106 00:10:31.370 ⇒ 00:10:35.670 Rico Rejoso: Let me send it through. I sent you the, Slack ID.
107 00:10:36.150 ⇒ 00:10:39.109 Casie Aviles: Okay, it’s just this channel, right? This is the only channel.
108 00:10:39.510 ⇒ 00:10:42.070 Rico Rejoso: Yeah, I think it’s better off we start off with that.
109 00:10:45.590 ⇒ 00:10:48.390 Casie Aviles: If any case, we can update it, or…
110 00:10:48.390 ⇒ 00:10:51.940 Rico Rejoso: I mean, we could just… it’s a simple change, right? Or not.
111 00:10:52.970 ⇒ 00:10:58.540 Casie Aviles: Yeah, yeah, we could just… if you want to add or update, then we could just change this, or…
112 00:10:59.270 ⇒ 00:11:01.639 Casie Aviles: channels. That should be no problem.
113 00:11:01.940 ⇒ 00:11:07.000 Rico Rejoso: Okay, just let me know, because we need it, we need that by… Thursday, I guess?
114 00:11:07.330 ⇒ 00:11:09.799 Casie Aviles: Okay, yeah, let me set the due date then.
115 00:11:10.360 ⇒ 00:11:11.360 Casie Aviles: 2…
116 00:11:15.730 ⇒ 00:11:16.829 Casie Aviles: Wash stone.
117 00:11:17.210 ⇒ 00:11:19.220 Casie Aviles: So, Thursday our time, right?
118 00:11:19.480 ⇒ 00:11:20.150 Rico Rejoso: Yep.
119 00:11:21.830 ⇒ 00:11:22.880 Casie Aviles: Or…
120 00:11:22.880 ⇒ 00:11:25.030 Rico Rejoso: Thursday, U.S. type.
121 00:11:25.300 ⇒ 00:11:29.230 Casie Aviles: So that would be… yeah, that would be Friday, okay.
122 00:11:32.490 ⇒ 00:11:39.380 Casie Aviles: All right, I think… I think that’s pretty clear, and then I will just go back to this transcript if I missed anything, and…
123 00:11:39.480 ⇒ 00:11:44.000 Casie Aviles: I will ask… just… I’ll just ask you if I also need any more clarifications.
124 00:11:44.190 ⇒ 00:11:48.770 Rico Rejoso: Okay, that’s just it for me as well. Thank you so much for this help, Casey.
125 00:11:48.950 ⇒ 00:11:51.389 Casie Aviles: Okay, yeah, no problem. Thanks, Rigo.
126 00:11:51.390 ⇒ 00:11:51.980 Rico Rejoso: wouldn’t.
127 00:11:53.110 ⇒ 00:11:53.860 Casie Aviles: Bye-bye.
128 00:11:53.860 ⇒ 00:11:54.300 Rico Rejoso: Bye-bye.