KpiClock — Product Case Study

01 · Users & goals

One product for running a team

KpiClock, built for a US client, covers what a team needs once people are on board: time tracking, attendance, leave, rosters, documents and e-signature, in place of Hubstaff, BambooHR and DocuSign. It replaces three tools, three bills and three logins with one.

I owned the product: scope, sequencing, information architecture, user flows, UX/UI, pricing and positioning.

Who it's for

Admins: Owners and admins: the Admin dashboard, and leave approvals.
Team leads: The Team dashboard, and leave approvals for their team.
Employees: Track their time on the My dashboard, check in and out, and request leave.
HR: Attendance, rosters, documents and e-signature. HR permissions arrived with the HR modules, and HR approves rosters.

What it replaces

Hubstaff: Time tracking (replaced in V1).
BambooHR: HR (replaced in V2).
DocuSign: E-signature (replaced in V2).

02 · Key decisions

Replacing three tools one at a time

Ship time tracking completely first, then HR and e-sign

Problem: Replacing three tools at once with a four-person team.
Decision: Ship the time tracking side completely first (V1), then HR and e-signature (V2).
Trade-off: The all-in-one promise was incomplete at launch.
Said no to: Launching every module half-built.
Worth it because: Time tracking is the tool teams open every hour. Daily use earned the right to add HR.

Monitoring, with privacy built in

Problem: Managers want proof of work, but teams on NDA client work can’t expose their screens.
Decision: Screenshots with a blur mode.
Trade-off: Less visual detail for managers.
Said no to: Always-on raw screenshots.
Worth it because: Teams under NDA could adopt it at all.

Approvals you can see, conflicts caught at creation

Problem: Leave and rosters need several approvers, and roster conflicts surfaced late.
Decision: A multi-tier approval engine with the state visible at every step (team lead and admin for leave, HR for rosters), and roster conflict detection at the moment a roster is created, before it’s submitted.
Trade-off: More rules to configure upfront.
Said no to: Single-step approvals, and catching conflicts after submission.
Worth it because: No request disappears into a queue, and bad rosters never reach approval.

Roster conflict dialog comparing existing and changed shifts — Conflicts flagged when the roster is created

Positioning and per-user pricing

Problem: Buyers compare KpiClock against three separate subscriptions.
Decision: The “everything after you’re hired” positioning, simple per-user pricing in two tiers, and a cost comparison tool on the marketing site.
Trade-off: It invites price comparison.
Said no to: Per-module pricing.
Worth it because: The value of consolidation is visible in one number.

03 · Execution

V1 in about three months, then V2

We started on 14 July 2025 with a team of four: me, one product designer, one backend engineer and one frontend engineer. V1 reached beta in about three months, and V2 shipped after that.

What was in V1 and what came later

Time tracking shipped complete in V1; HR and e-signature waited for V2. That was the rule from the first decision: finish the tool teams open every hour before adding the rest.

V1: in place of Hubstaff

Manual and automatic time tracking, with offline sync and billable and non-billable hours.
Productivity monitoring with screenshots, plus a blur mode for NDA work.
Web and app usage, with productivity ratings.
Native desktop apps for Windows, macOS and Linux.
6 integrations: ClickUp, Jira, Trello, Asana, Linear and Monday.com.
Clients, projects and tasks, and teams.
Three role dashboards: My, Team and Admin.
Reports you can export to CSV, Excel and PDF.
Per-seat plans and billing.

V2: in place of BambooHR and DocuSign

Attendance: check-in and check-out, late and absent detection, a monthly calendar, and manual entries with a reason.
Leave: policies, types, balances, and request and approval.
Shifts, rosters and public holidays.
Organogram and departments.
An employee document repository with templates.
ESIGN-compliant e-signature with multi-party signing, status tracking and reminders.
Audit logs for attendance edits, leave approvals and signing.

V1 · beta in about 3 months Time tracking, in place of Hubstaff

Manual and automatic time tracking, offline sync
Billable and non-billable hours
Screenshots with a blur mode
Web and app usage, productivity ratings
Desktop apps for Windows, macOS and Linux
6 integrations
Clients, projects, tasks and teams
My, Team and Admin dashboards
Reports to CSV, Excel and PDF
Per-seat plans and billing

V2 · after V1 HR and e-signature, in place of BambooHR and DocuSign

Attendance
Leave
Shifts, rosters and public holidays
Organogram and departments
Document repository with templates
ESIGN-compliant e-signature
Audit logs

Roadmap · V1 time tracking → V2 HR and e-signature

Marketing site and pricing

The 11-page marketing site was built in Framer and delivered in 3 weeks, with an interactive cost comparison tool. Its pricing comparison for a 50-user team shows a 70% saving. Pricing is per user, in two tiers.

Attendance list with present, late and absent status — V2 · attendance

Roster calendar with an approval timeline — Roster approval · every approver's status visible

04 · Outcomes

Live with 900+ companies

Live with 900+ companies and 25,000+ users.
During beta, the client's own company and two partner companies ran their daily operations on it.
V1 reached beta in about three months, and V2 followed: Hubstaff was replaced first, then BambooHR and DocuSign.
Native desktop apps on 3 platforms (Windows, macOS and Linux) and 6 integrations.

After launch: what we changed

Feedback: The client saw people start the time tracker but forget to check in, so attendance showed them absent while they were working.
Change: Starting the time tracker now marks attendance automatically.
Why it mattered: Attendance now follows actual work, with a single record of time.

05 · What I'd do differently

Build one scheduling foundation from day one

I’d design calendar, workflow and roster as one shared scheduling foundation from day one. Shifts, leave, holidays and rosters all depend on the same time rules, and building them as separate modules meant reconciling them later.