NotePlan Timeblock Summary Process

Published Feb 2, 2025

Welcome to the guide on automating your time tracking in NotePlan using timeblocks. This process will help you monitor the time spent on various tasks, projects, and goals efficiently.

Links

	Daily Shortcut
	Weekly Shortcut
	Keyboard Maestro TimeBlock Macro
	Daily Template with Links
	Weekly Note Template

Introduction

By leveraging NotePlan's timeblocking feature, combined with Apple Shortcuts and optional tools like Keyboard Maestro, you can automate the summarization and reporting of your daily and weekly activities. This method enhances productivity by providing clear insights into how your time is allocated.

Setup Guide

1. Define Your Timeblock Tags

Create specific tags to categorize your tasks. These tags help in identifying and summarizing the time spent on different activities.

• Example Tags: #Work, #Study, #Exercise, #ProjectX

Note: Including a hashtag (#) allows for easy searching within NotePlan.

2. Adding Timeblocks

You can add timeblocks in two ways:

• Drag and Drop: Drag an item to the timeline within NotePlan.
• Keyboard Maestro: Use the following AppleScript in KM to make it fast

AppleScript Example:

on run
    -- Ask the user for the start time
    set startTime to text returned of (display dialog "Enter the start time (e.g., 2:45 PM):" default answer "")

    -- Validate the start time format
    if startTime does not contain ":" or (startTime does not contain "AM" and startTime does not contain "PM") then
        display dialog "Invalid time format. Please use a format like '2:45 PM'." buttons {"OK"} default button "OK"
        return ""
    end if

    -- Ask the user for the duration in minutes
    set durationText to text returned of (display dialog "Enter the duration in minutes:" default answer "30")

    -- Validate that the duration is a number
    try
        set duration to durationText as integer
        if duration ≤ 0 then error
    on error
        display dialog "Invalid duration. Please enter a positive number." buttons {"OK"} default button "OK"
        return ""
    end try

    -- Parse the input time
    set parsedTime to parseTime(startTime)
    if parsedTime is missing value then
        display dialog "Failed to parse the time. Please try again." buttons {"OK"} default button "OK"
        return ""
    end if

    -- Add the specified duration to the parsed time
    set endTime to parsedTime + (duration * 60) -- Convert minutes to seconds

    -- Format the output times
    set originalTime to formatTime(parsedTime)
    set newTime to formatTime(endTime)

    -- Combine the result string with the clock emoji
    set result to "⏰ " & originalTime & " - " & newTime

    -- Return the result to Keyboard Maestro
    return result
end run

-- Function to parse time text into seconds from midnight
on parseTime(timeText)
    try
        set AppleScript's text item delimiters to {" "}
        set parts to text items of timeText
        set theTime to first item of parts
        set ampm to second item of parts
        set AppleScript's text item delimiters to {":"}
        set timeParts to text items of theTime
        set hours to (first item of timeParts) as integer
        set minutes to (second item of timeParts) as integer
        if ampm is "PM" and hours ≠ 12 then
            set hours to hours + 12
        else if ampm is "AM" and hours = 12 then
            set hours to 0
        end if
        return (hours * 3600) + (minutes * 60) -- Return time in seconds from midnight
    on error
        return missing value
    end try
end parseTime

-- Function to format seconds into a time string (e.g., 2:45 PM)
on formatTime(totalSeconds)
    set hours to totalSeconds div 3600
    set minutes to (totalSeconds mod 3600) div 60
    if hours ≥ 12 then
        set ampm to "PM"
        if hours > 12 then set hours to hours - 12
    else
        set ampm to "AM"
        if hours = 0 then set hours to 12
    end if
    if minutes < 10 then
        set minutes to "0" & minutes
    end if
    return (hours as text) & ":" & (minutes as text) & " " & ampm
end formatTime

Note: This script can be triggered using Keyboard Maestro or directly through the Shortcuts app.

3. Logging Multiple Tags

To track multiple categories for the same time period, include multiple tags in your task description.

Example:

09:00 AM - 10:00 AM Project Meeting #Work #ProjectX

When processed, the time will be attributed to both #Work and #ProjectX.

4. Automating Time Summaries

Use these Apple Shortcut to process your daily notes and generate summaries.

Daily Summary Shortcut

Weekly Summary Shortcut

Update the calendar you are using for timeblocking in the shortcut Update the lists you will be using/tracking

Steps:

1. Prompt for Date: The shortcut prompts you to select a date.
2. Analyze Timeblocks: The shortcut scans for timeblocks and their associated tags.
3. Generate Summary: It compiles a summary and inserts it in your weekly note.
4. Adds it to the Daily Note: adds the summary to the day

Tip: Add a link at the top of your daily template to launch this shortcut for convenience.

Example Workflow

1. Daily Logging: Throughout the day, log your tasks with appropriate timeblocks and tags.
2. Run Daily Summary Shortcut: At day's end, run the shortcut to update your daily note with a summary.
3. Weekly Review: At week's end, run the extended shortcut to compile a weekly summary in your weekly note.