# Activity setup

Choose what members log, whether it needs approval, how many hours you expect, and when someone counts as inactive.

Activity tracking lets members log the time they put in, such as shifts, events, support sessions or
training, and shows managers who meets your expectations. It's optional: skip this page if your
organization doesn't need it.

Everything here is under **Settings → Activity** (Super Users). How members log time is covered in
[Logging activity](/crew/activity).

## Activity types

An activity type is a kind of thing members log, for example _Shift_, _Event_ or _Admin work_. Each
has:

- **Name**: up to 60 characters.
- **Proof**: **hidden** (no proof field), **optional** or **required**. Proof is up to five
  `https://` links, for example to screenshots or clips.
- **A manager must approve entries before they count**: when on, entries wait in the manager's
  queue and only count once approved. When off, entries count straight away.
- **Sub-divisions** (optional, up to 20): finer labels within a type, such as _Support_, _Sales_ or
  _Events_ for a _Shift_ type. Members pick one when logging.

**Archiving** a type stops new entries but keeps every entry already logged, so reports stay
complete.

## Requirements

Requirements say how much activity you expect. Click **New requirement** and choose:

- **Applies to**: **Everyone**, **A department** or **A role**.
- **Counts**: **All activity (total)**, or one activity type only.
- **Hours** and **Per**: for example _4 hours_ per **Week**, or _12 hours_ per **Month**.

A member can be covered by several requirements (say, an organization-wide one and their
department's). The activity report shows each one and whether it's met.

> [!NOTE]
> Weeks run **Monday to Sunday** and months by calendar month, both in **UTC**. Only approved
> entries count. Members on approved leave are shown as **on leave**, never as missing a requirement.

## Status and retention

Under **Status & retention**:

- **Mark members inactive after** _N_ days without approved activity. The default is **14 days**
  (1 to 365). New members get the same grace period from the day they're added.
- **Keep logged activity for** **90 days**, **180 days**, **one year** (the default) or **two years**.
  Older entries are deleted automatically.

## Clocking in and out

Members can always log time by entering start and end times, or by **clocking in and out** on the
Activity page or with `/crew clockin` and `/crew clockout` in Discord. There's nothing to turn on.

A clock-in left open for more than **24 hours** is discarded, and the member is asked to log that time
by hand instead.

## A typical setup

| Type     | Proof    | Approval | Sub-divisions          |
| -------- | -------- | -------- | ---------------------- |
| Shift    | Optional | Off      | Support, Events, Sales |
| Event    | Required | On       |                        |
| Training | Hidden   | On       |                        |

…with one requirement: **Everyone**, **All activity (total)**, **4 hours** per **Week**.

Source: https://docs.noyralabs.com/crew/activity-setup