FAQ
Here you’ll find answers to the most common questions about using TrackBeam for time tracking, billing, user management, and security.
Time Tracking & Usage
Q: What types of activities can I track with your software?
A: TrackBeam allows you to track both billable and non-billable activities. You can log time spent on client projects, internal work, vacations, leaves of absence, or any other non-billable hours. You have the flexibility to define different types of activities to match your organization's operational structure.
Q: Can multiple team members track time under the same client?
A: Yes, absolutely. Multiple team members can track time against the same client, project, or service. This makes collaboration easy when different employees contribute to the same work and need centralized tracking for billing and reporting purposes.
Q: Is there a reminder system for missing or incomplete time entries?
A: Yes. TrackBeam automatically reminds users to complete their timesheets. Every day at a specific time, users receive notifications if they missed logging hours the previous days, helping firms ensure better compliance and accurate recordkeeping.
Plans & Billing
Q: How does the subscription pricing work?
A: TrackBeam offers a straightforward pricing model. Firms can start using a free plan with limited features. To access the full set of features—including billing, invoicing, reminders, and advanced reporting—a paid subscription of $20.00 per user per month is required. Subscription fees are billed monthly.
Q: Is there a free trial or demo available?
A: Yes! TrackBeam offers a free plan so users can try out core features without commitment. For more robust functionality like timesheet approvals, advanced billing, and reporting tools, users can easily upgrade to a full subscription after experiencing the basics.
Permissions & Account Management
Q: Who can approve or reject timesheets?
A: Only users assigned specific permissions within TrackBeam can approve or reject timesheets. Each firm’s administrator controls these permissions. This ensures that only authorized managers or supervisors can validate the work hours of their team members, maintaining strong control over time approval workflows.
Q: Can users be transferred between firms?
A: No, users cannot be moved between firms inside TrackBeam. Each firm has its own secure environment. If a user needs access to another firm, they must be newly created under that firm with fresh credentials and assigned permissions. This separation ensures maximum security and protects confidential client data across different organizations.
Security & Integrations
Q: How does your platform handle authentication?
A: TrackBeam uses Auth0 to manage user authentication securely. Auth0 is a trusted provider used by companies like OpenAI. TrackBeam never stores passwords or sensitive login credentials on its servers, providing an extra layer of security and ensuring compliance with the best modern identity management standards.
Q: How is payment information handled and stored?
A: All payment data is processed through Stripe, a leading payment processor. TrackBeam never sees or stores full credit card numbers. Instead, Stripe securely generates a customer token that TrackBeam uses for billing. Stripe’s infrastructure is PCI-DSS compliant and trusted by millions of companies worldwide for safe transactions.
Q: Is user data encrypted and securely stored?
A: Yes. All user information inside TrackBeam is encrypted both at rest and in transit. Our databases are hosted securely on Microsoft Azure, ensuring enterprise-grade protection with regular backups and compliance with modern security standards. Protecting your firm’s sensitive data is a top priority for us.
Q: Do you support integrations with other apps?
A: Yes! TrackBeam already integrates with QuickBooks to help firms simplify their accounting workflows. In addition to QuickBooks, we are actively working on expanding our list of integrations to include more project management, billing, and collaboration tools in the near future.
Q: What happens if a payment fails or a card expires?
A: If a card fails during billing, TrackBeam's system (through Stripe) will attempt to notify the user up to five times — starting five days before the billing date. If the card remains invalid, the account will be automatically locked for security and billing compliance, and a final email will be sent with clear reactivation instructions.
