Set up Hubstaff

​

What you need

• An assigned Install and verify Hubstaff Project To-do
• Access to Work Email inside OpenTrain
• A Windows, macOS, or Linux computer where you can install the Hubstaff desktop application

​

Set up and verify Hubstaff

1

Open the Hubstaff Project To-do

Open Ongoing Jobs, select the correct job, and then select Project To-dos. Find Install and verify Hubstaff.The card shows your invitation status and provides two direct actions: Open Work Email inbox and View Hubstaff setup guide.

2

Open the invitation in Work Email

Select Open Work Email inbox. Work Email opens inside OpenTrain; you do not need another email application or a separate Work Email password.In Inbox, find the message from Hubstaff and select its subject to read it.

Confirm the project name and sender, then select the invitation action in the email.

3

Confirm and accept the OpenTrain AI invitation

The invitation opens a Hubstaff page that says you were invited to join OpenTrain AI. Confirm that organization name, then select Accept invite.

Do not use Hubstaff’s generic Get started or Sign up for free links. Those links can create an unrelated Hubstaff workspace. Always begin with the invitation inside OpenTrain Work Email.

4

Create your Hubstaff account

If this is your first Hubstaff invitation, Hubstaff opens an invitation-specific account form. Enter your first and last name. Your @opentrain.work address is already filled in from the invitation and should not be changed.Create a new password for Hubstaff, accept Hubstaff’s terms, and select Create my account.

Your Hubstaff username is your full @opentrain.work address. OpenTrain does not send you a Hubstaff password. You create this password yourself on the form above. It is separate from your OpenTrain password, so keep it private and store it securely.

If you already created a Hubstaff account with this same work address, Hubstaff may ask you to sign in instead. Use the Hubstaff password you previously created, or select Forgot your password? to reset it.

5

Leave Hubstaff's optional introduction

After account creation, Hubstaff may show a short product introduction with a demonstration timer. This is only a Hubstaff walkthrough. It is not your OpenTrain project and does not count as paid or verified project time.Select Explore on my own to continue directly to your account. You can also complete the walkthrough if you want to learn the interface first.

6

Review monitoring and install the desktop application

Review the monitoring notice for your project before tracking. Depending on the project settings, Hubstaff can record time, keyboard and mouse activity levels, screenshots, and application or website activity while the timer is running.Download and install the Hubstaff desktop application. Then sign in with the account connected to your OpenTrain Work Email invitation.On Hubstaff’s download page, keep Desktop selected, choose your operating system, and select Download. The page normally detects your computer automatically; use the operating-system menu if it selects the wrong one.

OpenTrain imports time and activity metadata for this connection. OpenTrain does not import Hubstaff screenshots, application or website history, or location data. Information collected inside Hubstaff may still be available to authorized project managers through Hubstaff according to the disclosed project settings.

7

Sign in to the Hubstaff desktop application

Open the installed Hubstaff desktop application and select Sign into your account. Hubstaff opens its secure sign-in in your browser.Sign in with:

• Email: the full @opentrain.work address that received the invitation
• Password: the Hubstaff password you created in step 4

If the browser is still signed in from account creation, Hubstaff may approve the desktop application without asking for the password again.

Do not enter your normal OpenTrain password unless you deliberately chose the same password for Hubstaff. OpenTrain and Hubstaff are separate accounts.

8

Run the one-minute connection test

Open the Hubstaff desktop application and select Refresh in the bottom-left corner. Stay in the Projects view, find the project associated with your OpenTrain job, and select the small Play button directly beside the project name.Do not open the task pane, create a task, or use a task-level timer. If Hubstaff asks you to select a task, return to the Projects view and use the Play button beside the project name instead.Keep the desktop timer running for at least one full minute while using your keyboard or mouse normally. Then stop the timer.The web timer and manually entered time do not provide the desktop activity needed for OpenTrain’s installation check.

9

Return to OpenTrain and check the connection

Return to the Install and verify Hubstaff card and select Check connection.Hubstaff can take up to 20 minutes to publish new activity. If the card still shows a pending connection, wait and select Check connection again. The to-do completes automatically after OpenTrain confirms that you joined the correct project and received input-enabled time from the desktop application.

​

Track project time after setup

1. Open the Hubstaff desktop application.
2. Select Refresh if the project list may be out of date.
3. Find the project associated with your OpenTrain job in the Projects view.
4. Select the Play button directly beside the project name when you begin the covered project activity.
5. Stop the timer when you finish or take a non-working break.
6. Follow any additional time-submission or approval instructions provided by the project team.

​

Troubleshooting