As no-code automation specialists, the team at XRay.Tech is dedicated to saving time by eliminating tedious, robotic tasks. Over the last two years, we’ve saved hundreds of hours each month for our clients as we help them to streamline their workflows.
However, we’re not only focused on saving time for our clients; at XRay, we also build automations to support our team internally.
In an effort to understand how we spend our time at work, we built a unique time tracking system with no-code and low-code tools. Coupler.io quickly became an essential part of our time tracking workflow, enabling us to automatically import our data into BigQuery for thorough and insightful analysis.
Read on to learn about XRay’s time tracking system and how Coupler.io plays a critical role in helping us analyze the hours and minutes we devote to our projects.
XRay.Tech’s Time Tracking System
While there are already many SaaS tools available to help teams track time, we wanted to use a system that would promote a more mindful approach.
Rather than just running a digital stopwatch whenever they’re working, we wanted to encourage our team to proactively set an intention before they start a task.
Using Google Calendar and the XRay Workflow Dash (our own software), our team members can just click on a button to schedule a block of time on their calendar. Different buttons correspond to different projects and lengths of time.
Later, each team member can edit their calendar events’ descriptions to give more detail about what they were working on.
This system encourages our team to plan their days and focus on one project at a time, rather than switching around reactively and losing focus.
However, Google Calendar obviously isn’t an ideal platform to study and analyze the resulting data. To get some meaningful insights into our time tracking system, we needed to move the data into an app like BigQuery.
Using Coupler.io to Import Data into BigQuery
Before we can import our calendar data into BigQuery, we sync every event with an Airtable base using another database synchronization app. Then, at the end of each day, we’ve configured a Coupler.io importer to automatically add the latest data from Airtable to BigQuery.
Coupler.io is a data integration tool that helps thousands of different teams manage their data and automate reporting processes. With just a few clicks, you can connect your CRM, accounting app, or a time tracking system among 20+ supported data sources to a spreadsheet, workbook, or data warehouse. With Coupler.io, you can automate data flow at your desired frequency down to every 15 minutes.
This one simple import with Coupler.io enables us to view a wealth of analytics and insights. Once our data is in BigQuery, we can visualize where our team members spend their time based on nearly any parameters.
We can see which clients and projects get the most of our time, and compare that to a baseline average. We can see how much time is spent on a client on any given day or week, and correlate any spikes with specific tasks or projects that took extra work.
Importing the time tracking data in BigQuery with Coupler.io also lets us see how our team members are using the time tracking tool itself. We can see whether our team is scheduling their time in advance, or logging their schedules at the end of the day.
Making Data-Driven Decisions
With the data in BigQuery as a guide, we’ve been able to make several key decisions to optimize the way we do work at XRay.
Coupler.io quickly became an essential part of our time tracking workflow, enabling us to automatically import our data into BigQuery for thorough and insightful analysis. With Coupler.io, we don’t have to do any extra manual work to get essential insights, and our new time tracking system saves us nearly 50 minutes per client on billing.Mark Campos
Head of Product at XRay.Tech
Instead of spending nearly an hour per client on preparing hourly billing statements, we were able to accomplish the task in just ten minutes. Even more importantly, the data clearly showed us that hourly projects were not an effective use of our time, so we switched exclusively to membership and project-based billing models.
Having all of our time clearly laid out in BigQuery showed us which projects were consuming the most of our time, and which could use a little more attention. It’s helped us to keep our workloads balanced as we devote roughly equal time to each client, and it prompted us to move on from certain clients that consistently demanded too much of our day.
With Coupler.io, we don’t have to do any extra work or manual tasks to get these insights; we can just check BigQuery periodically to see the latest data automatically imported.
Building Custom Workflows at XRay.Tech with Coupler.io
No-code automation platforms like Coupler.io are an excellent resource for building custom tools that fit unique workflows. At XRay.Tech, we wanted to develop a deep understanding of how our team spends time, and the existing tools didn’t cut it for us.
Without Coupler.io we would have been stuck manually importing data, making our system much more burdensome and less useful. By automatically performing a small but critical step, Coupler.io has empowered our team to make key decisions based on how we spend our time.Back to Blog