Time Capture & Billing

The centerpiece of Carpe Diem’s system is the SmarTimer toolbar, part of the CDTracker system. The toolbar acts like a stopwatch by recording time for the user with the click of the mouse. I have seen many of these types of timers before, but there are a couple of special features in Carpe Diem’s SmarTimer. First, you can start the time automatically — without assigning a client name, matter or even task — just start the clock running. The clock keeps running until you stop it, or click on another timer. Second, adding a new timer is as easy as clicking the big plus sign. Once you have assigned a client to a timer, the name appears on the SmarTimer pallet. Any timers that don’t have a client assigned remain on your SmarTimer even when you close the program. However, you must assign a client before converting it to a time entry. You also can adjust start and end times, which is useful if you forget to click the mouse.

Another plus is the ability to join timers together, appending or replacing narrative text. This is especially useful for those who spend a significant portion of the day on the telephone, clicking to open timers as the call starts.

Carpe Diem also includes a glossary, which permits you to abbreviate commonly used words (“tc” for teleconference, “K” for contract); this, when added to the complete drop-down list of clients and their related matters in your database, as well as the included American Bar Association task-based billing codes, obviously speeds up narrative entries. Version 4.0 also includes a “Favorites” option, which allows you to keep your frequently used contacts in an easy to access list separate from your entire database.

You can track time in the office using the CDEntry system. This opens a different screen in Carpe Diem, one that allows you to add time entries as if you were completing a timeslip. This is useful particularly in offices where support staff members track the time and expenses for others. It’s within CDEntry that the extensive reporting capacities of Carpe Diem are found.

Here, I thought, would be the weak link. I am a die-hard aficionado of the written word, and I love to see it laid out in all kinds of different ways. I was told that Carpe Diem has the capability to produce many different types of reports, based on various filtering devices accessed through the report assistant wizard. I have often found, though, that despite an extensive array of report designs, many programs don’t produce attractive reports at the end of the day. I didn’t test all of the report options, but I certainly found more than enough types and styles to suit even my need to gather the data in my hand. Carpe Diem’s reporting capacities are unmatched from any other timekeeping program I have ever reviewed.

Carpe Diem also includes three additional features for tracking time outside of the office. TimeReporter for Carpe Diem — a free standing program that operates on your Palm OS device and is compatible with Palm, Research In Motion (RIM) and Blackberry — keeps your client database with you and brings entries back to the office with a single hot sync.

My Palm is my best timekeeping device, and Carpe Diem’s version of TimeReporter brings the SmarTimer, with all its capacities, to the Palm.

There are two additional features of Carpe Diem that are included in the program that I was unable to test because of the hardware restrictions of my computer systems. Carpe Diem has the option of installing a remote version of CDTracker, for example on a laptop or a remote site. The Carpe Diem Synchronizer and Synchronizer server matches time and expense entries between the host and remote system, bringing together timekeeping at one site. There is also CDWeb, Carpe Diem’s browser interface, which allows users to enter time and expenses via the Internet or by utilizing the firm’s in-house intranet.

There is a lot more to Carpe Diem than described here. This is just the proverbial tip of the iceberg. Carpe Diem is a large program, with excellent flexibility and power. It’s designed for the big office, those with hands-on system administrators and multiple timekeepers with various time keeping methods.

This program’s strength is indeed in its numbers — it handles a lot, processes a lot and does so in many ways. Larger firms seeking a timekeeping program that can be stretched to make the accountants as well as the creative lawyers happy should give it a look.

Price: Contact company for pricing

Windows 95B/98/2000/NT Workstation Version 4.0 (SP3 or higher)/2000/ME

Reviewed by Denise P. Ward, Esq., Grean & Ward, Port Chester, N.Y.

Oct/Nov '01 Issue

PROS
SmarTimer allows for an unlimited number of timers and the ability to combine timers. Excellent reporting features.

CONS
Network program only, intended for large number of users.

VERDICT
Yes, for the large firm. No, for the small firm. Requires sophisticated back office.

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Updated 09/26/01
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