User Management

Manage user sessions, view statistics, and handle administrative tasks for your Discord server.

Viewing user statistics

As a server administrator, you can view statistics for any user.

View user's stats

/stats user:@username range:today
  • Name
    user
    Type
    @mention
    Description

    The Discord user whose stats you want to view

  • Name
    range
    Type
    choice
    Description

    Time period: today, week, month, or all-time

What you can see

When viewing another user's stats, you'll see:

  • Total worked time for the selected period
  • Number of sessions completed
  • Average session duration
  • Longest session
  • Time breakdown (for week/month ranges)

Example response:

📊 Statistics for @username (This Week)
Total worked: 32 hours 15 minutes
Sessions: 10
Average: 3 hours 13 minutes
Longest: 5 hours 30 minutes

Privacy note

User privacy: Users are notified when admins view their statistics. This transparency builds trust and complies with privacy best practices.

Bulk reporting

To view stats for multiple users:

  1. Run /stats user:@user1 range:week
  2. Run /stats user:@user2 range:week
  3. Compare results manually

Note: There's no bulk export command. For detailed reporting, consider upgrading to Premium or Pro tier for advanced analytics.

Managing sessions

Close a stuck session

If a user forgets to check out or their session is stuck:

/admin-close-session user:@username

What this does:

  1. Closes the user's active session immediately
  2. Calculates worked time from check-in until now
  3. Subtracts any active break time
  4. Records the session in the user's history
  5. Notifies the user that their session was closed

Use cases:

  • User forgot to check out before leaving
  • User's client crashed and they can't check out
  • Bot was offline when user tried to check out
  • Session appears stuck or corrupted

Example:

/admin-close-session user:@johndoe

Response:

✅ Session closed for @johndoe
Check-in: 9:00 AM
Check-out: 5:30 PM (admin closed)
Duration: 8 hours 30 minutes
Break time: 1 hour
Net worked: 7 hours 30 minutes

User has been notified.

Check user's current status

To see if a user is currently checked in:

/stats user:@username range:today

Look for an active session indicator or use the workaround:

  1. Ask the user to run /status themselves
  2. Check if their stats show recent activity

User limits by tier

Each subscription tier has limits on active users:

TierActive UsersData Retention
Free5 users1 year
Premium100 users5 years
ProUnlimited10 years
LifetimeUnlimitedUnlimited

What counts as an "active user"?

A user is considered active if they have:

  • Checked in at least once, OR
  • Any data within the retention period

Handling the user limit

When your server reaches the user limit:

Option 1: Upgrade your tier

/subscribe

Increases your user limit immediately.

Option 2: Wait for data deletion Inactive users are automatically removed after the retention period:

  • Free: Users with no data in 1 year are removed
  • Premium: Users with no data in 5 years are removed

Option 3: Manual cleanup Users can delete their own data:

/data-delete current-server

Approaching the limit? Check /billing to see your current user count and consider upgrading before hitting the limit.

User limit notifications

When you reach 80% of your user limit:

  • Admins receive a notification
  • Suggestion to upgrade appears in /billing
  • No functionality is limited

When you reach 100% of your user limit:

  • New users cannot check in
  • Existing users can continue using Clocky
  • Error message directs new users to contact admins

Privacy considerations

What admins can see

As an administrator, you have access to:

Can view:

  • Any user's total worked time and statistics
  • Session counts and averages
  • Public leaderboard data (for opted-in users)

Cannot view:

  • Exact check-in/check-out times for individual sessions (without explicit export)
  • Break details for specific sessions
  • Any data from other Discord servers

What admins cannot do

Admins cannot:

  • Modify user statistics
  • Delete specific sessions (only entire user data)
  • Access data after user deletes it
  • Override GDPR deletion requests
  • See data from users who left the server (after retention period)

GDPR compliance

As a server administrator, you must:

  1. Inform users about data collection:

    • What data Clocky collects
    • How long it's retained
    • Who can access it (admins with Manage Server permission)

  2. Respect deletion requests:

    • Honor /data-delete requests promptly
    • Follow your configured deletion policy
    • Don't circumvent legal retention rules without valid legal basis

  3. Secure admin access:

    • Only grant "Manage Server" to trusted users
    • Review admin list regularly
    • Remove admin access when no longer needed

See GDPR Compliance for detailed information.

Common tasks

Review team productivity

Weekly review:

# Check each team member's stats
/stats user:@member1 range:week
/stats user:@member2 range:week
/stats user:@member3 range:week

Monthly review:

# View monthly statistics
/stats user:@member range:month

Handle forgotten checkout

User reports: "I forgot to check out yesterday"

Solution:

  1. Check if session was auto-closed: 
    /stats user:@username range:today
  2. If still active, close manually: 
    /admin-close-session user:@username

New team member onboarding

  1. Inform about Clocky:

    • Share Quick Start Guide: /quickstart
    • Explain check-in/check-out workflow
    • Set expectations for time tracking

  2. Have them test:

    /checkin
/status
/checkout

  3. Verify it worked:

    /stats user:@newmember range:today

Investigate time tracking issues

User claims: "My stats are wrong"

Steps:

  1. Check their recent stats:

    /stats user:@username range:week

  2. Review their history: Have them run /history limit:10 and share results

  3. Look for patterns:

    • Forgotten checkouts (sessions hitting auto-close)
    • Missing break tracking
    • Multiple short sessions vs fewer long sessions

  4. Verify auto-close setting: Is it appropriate for their work schedule?

Best practices

Communication

Be transparent:

  • Inform users that admins can view their stats
  • Explain why you're checking (quality assurance, not surveillance)
  • Share aggregate team stats, not individuals (unless necessary)

Regular check-ins:

  • Weekly team stats review
  • Monthly one-on-ones referencing stats
  • Celebrate milestones (100 hours tracked, etc.)

Fair usage

DO:

  • Use stats to identify and help struggling team members
  • Recognize and reward high performers
  • Spot patterns that indicate burnout or overwork
  • Verify time tracking for payroll/billing purposes

DON'T:

  • Micromanage based on minute-by-minute tracking
  • Punish users for low hours without context
  • Compare users publicly without consent
  • Use data for performance reviews without clear policy

Security

  1. Limit admin access: Only grant to those who need it
  2. Audit regularly: Review who has Manage Server permission
  3. Document policies: Write down how and why you use stats
  4. Respect privacy: Just because you can view data doesn't mean you should

Troubleshooting

Can't view user's stats

Error: "User not found" or "No data"

Causes:

  • User hasn't used Clocky yet
  • User's data was deleted
  • User is from a different server
  • User left the server and data expired

Admin commands not working

Error: "Missing permissions"

Fix: Check you have "Manage Server" permission:

  1. Go to Server Settings → Members
  2. Find your name
  3. Verify "Manage Server" is checked
  4. If not, ask server owner to grant permission

Can't close user's session

Error: "User has no active session"

Causes:

  • User already checked out
  • Session was auto-closed
  • User's session is on a different server

Check:

/stats user:@username range:today

Look for active session indicator.

Server Configuration

Deletion Policies

All Commands

GDPR Compliance

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