Beebole AI: suggestions, reports, and review assistance

Beebole AI is the set of AI features built into your Beebole account: time entries suggested from your own activity, reports built from a plain-language question, and an extra pair of eyes when you review a submitted timesheet. Everything lives on the Assistant page — click Assistant in the sidebar when AI features are enabled for your account.

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Suggested time entries

Beebole drafts time entries for you and shows them in the Suggested entries pane next to your timesheet — open it with the ✨ button in the timesheet’s top-right corner. Each suggestion carries a badge naming its source: The sources work together instead of competing. When two sources describe the same work, the suggestions merge into a single card showing every contributing badge, ranked so measured activity wins over assumptions. What you already logged by hand is subtracted, suggestions shrink to fit the room a day still has, and they never land on locked days, public holidays, full-day absences, or already-submitted periods. Planned suggestions rebuild each time you open the timesheet, and habit suggestions refresh daily, so the pane always reflects your current plans. Each card shows the project or task it is about, with its picture and color rather than a generic icon, so you can tell at a glance what is being proposed. Suggestions are private — only you see them until you accept. For each one you can:

• Accept it (or Accept all) — the entry lands on your timesheet.
• Dismiss it. If a dismissed suggestion was hiding an overlapping one, the runner-up reappears.
• Start it — the play button on today’s suggestions starts a timer on the suggested project or task. It is available in the pane, on the calendar ghosts, and in the suggestion popup, and what it does depends on how your account records time:
  • When start and end times are off, play accepts the suggestion and keeps the timer running on the entry it became, in one gesture.
  • When Record start and end times is on, play only starts the timer — the tracked time is the entry, so no separate entry is created. The suggestion shrinks as the tracked time covers it and disappears once it is fully covered. While the timer runs, the button switches to a pause button (Pause timer), and a second click pauses it.
• Click Why? to see the evidence: the applications and sites behind a Desktop or Web suggestion, the planned dates and share of your time behind a Planned one, or how many recent weeks a Habit was seen. Activity details are only readable where they were captured — elsewhere, Beebole tells you the details are only available in the desktop app or browser that tracked the activity.

You can also change the project or task a suggestion is about before accepting it. If you remove the task or the project without picking a replacement, Accept and the play button stop with the message Choose a task or project to log this time on first., and Accept all leaves that suggestion in the list until you choose where its time should land. When your account records start and end times, a suggestion carries them too, and you can edit them before accepting. Empty either field and the suggestion turns back into a duration-only draft, which Beebole places on the day for you. Accepting, editing, and dismissing are all undoable with ⌘+Z (Ctrl+Z on Windows and Linux). Undoing an accept also removes the entries it created — or shrinks the entry it grew. In the timesheet’s calendar view, suggestions also appear as ghost entries: drag a suggestion to a time slot to schedule it, or accept it as-is. Drop one of your favorites onto a ghost and the suggestion is retargeted to that project or task and accepted in a single move — the ghost highlights as you hover it.

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Suggestions that need a project first

Some suggestions cannot be logged as they stand and need you to say where the time should land:

• A task your timesheet does not accept time on — a task in a planning left out of Record time on these plannings in Timesheet and Planning Settings.
• A staffing booking — a booking is planned work, not an activity you log against, so it never carries a loggable task of its own.

In both cases Beebole keeps the suggestion instead of dropping it, and leaves the planned work on the card so you still see what the proposal is about. To accept one, pick where the time should land: the card shows Log this time as with the note Choose a project to accept it., and the entry is created on the project chain you choose. Tapping accept on one of these takes you to that picker rather than doing nothing, and says why — This time must be logged on a project — complete the choice, then accept. The link to the planned task is kept behind the entry, so the time still counts toward that task — in the Planned vs. Real report and in the approval check that flags a task over its planned time. Accept all skips these suggestions — each one needs your choice — and leaves them in the list for you to handle one by one.

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Planned work on future days

Planned suggestions also reach beyond today. Whether you can act on them ahead of time follows the same rule as typing a future entry: the Only time off can be recorded in the future restriction in Timesheet and Planning Settings.

• When the restriction is active, future-day suggestions appear as read-only forecast cards — a muted, dashed preview of what you are planned to work on — so you can see the shape of your week ahead. A forecast card becomes fully actionable, with accept, edit, and dismiss, once its day arrives.
• When your account allows logging time ahead, a future-day card keeps its controls: accept, edit, or dismiss it like any other. The quick accept and dismiss lines in the entry popup of a task follow the same rule and show that day’s suggestion up to 30 days ahead.

Reopening a past week that is still open — draft or rejected — regenerates its planned suggestions, so staffing added after the fact still shows up when you go back to that week. Accepted entries record which source they came from and go through the normal entry path — the lock date, entry restrictions, and approvals all apply. If your organization enables auto-submit, suggestions still pending at the deadline are converted into real entries and submitted through the normal approval flow.

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Report builder

Describe the report you need in plain language and Beebole creates and runs it for you.

• On the Assistant page, use Ask for a report — the report opens ready to run.
• On the Reports page, type what you want to know in the report builder.

You ask through the same sentence box the master data review uses, and it keeps the whole conversation: each question and its answer stay on screen as you refine, and the earlier turns are available behind Whole conversation. The result is a regular saved report, created in a folder named AI: refine its filters, move it to another folder, or delete it like any other. See Reports. The report builder appears only for roles allowed to manage reports.

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It speaks your organization’s vocabulary

You do not have to describe your account’s structure — the builder already knows it. It reads the names you gave your project and task categories and each of their levels, along with your custom fields, so a request like “hours by client last month” or “hours per cost center” groups the rows on that level of your hierarchy, or on the values of that custom field. Ask for “people and their Seniority year to date” and each axis becomes a column, in the order you named them. Names you mention are matched against the projects, people, tasks, and tags you are allowed to see; when one cannot be matched, Beebole tells you what it could not find instead of running the wrong report. With a report already open, the input sits under its title and your request changes that report: add a billing column, group by month, or turn the chart into a pie, and everything you did not mention stays as it is. Ask for a new or separate report and Beebole creates one instead. The button reads Build for a new report and Update when you are changing one.

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When Beebole asks instead of guessing

Some requests cannot be expressed with the options a report has. Rather than return a plausible-looking wrong answer, Beebole replies with one short question. The most common case is grouping by a tag category: tags filter a report but are not a grouping axis, so “hours by department” comes back as a question about how you want the rows grouped.

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What reaches the model

Only definitions are sent: your question, the structure of the report you have open, and the names of your categories, their levels, and your custom fields. Your time entries, the amounts in them, and the names of your projects, people, and tasks are not part of the request. The model only writes the report definition — every figure is computed by Beebole’s own reporting engine, with your permissions applied, exactly as for a report you build by hand.

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Approval review

When you review a submitted timesheet, anything unusual is flagged before you decide. The review digest checks the period for:

• Time on a non-working day
• More time than scheduled
• Time outside working hours
• Time on an archived project / Time on an archived task
• Entry right after the lock date
• Task over its planned time
• Period total far from usual

Approvers are emailed when a timesheet needs their review, with a summary of the submitted time and one-click Approve and Reject links. See Approval workflows.

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Already working for you

Some AI touches need no setup at all: timesheet reminders mention how many suggested entries are waiting, and how many hours they add up to — and when auto-submit is on, they announce the deadline in advance, so you know how long you have to review them.

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Connect your own AI tools

Beebole also works with the AI assistant you already use. Connect Claude, ChatGPT, or another assistant to your Beebole data — with exactly your permissions — and manage every connection from the Connected apps list. See the Beebole MCP server for setup.

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Frequently asked questions