Screenshots

Screenshots are off by default. When your organization turns them on, the desktop app takes one picture of the screen at a random moment in every interval, and managers look at them in the dashboard next to the tracked time. Nothing is captured for a person until they have given their explicit consent. This page is for owners, admins and managers; employees read screenshots and your consent.

Screenshots are part of the Premium plan, and of the 14-day trial. They are taken by the desktop app.

Before you turn them on

KVKK asks you to tell employees what you capture and why, and screenshots need each person’s explicit consent (açık rıza). Focus does not start capturing for anyone until both are in place:

1. Publish the notice. Open Settings → Privacy (KVKK) → Privacy notices and create a notice of the kind Screenshots consent. Start from Focus’s default text: it says what is captured, when it is not, who sees it, how long it is kept, where it is stored and how to withdraw consent. Adapt it, write it in Turkish and English, and publish it (privacy notices).
2. Turn the setting on. See the next section.
3. Wait for consent. Each person sees the notice the next time they open the dashboard and chooses I consent or I do not consent. Capture starts only for the people who consent. The notice page shows how many have consented and how many have not answered yet.

Publishing a new version of the notice asks everybody again: capture pauses for each person until they consent to the new version.

Settings

Open Settings → Company → Screenshots. A team can override the company values on its team page, and a person on the Settings tab of their user, like every other setting (company settings). Owners and admins change all of them; a team admin changes them for their own team and its members, so a team admin can also turn screenshots on, or blur off, there.

Setting	What it does	Default
Take screenshots	Turns capture on for the company, a team or a person.	Off
Interval	5, 10, 15 or 30 minutes. In each interval the app takes one screenshot at a random moment, so nobody can predict it.	10 minutes
Quality	Low (1280 pixels wide), medium (1920) or high (2560). Higher quality shows more detail and needs more upload.	Medium
Blur screenshots	Blurs the picture so you see what kind of work was on screen without being able to read messages, documents or customer data.	On
Employees can see their own screenshots	People see their own screenshots in the dashboard. Company and team only.	On

The retention period, Keep screenshots for (days), is in the privacy section of the company settings (see how long screenshots are kept).

When blur is on, Focus applies the blur on the computer before upload: an unblurred picture never leaves the employee’s computer, and the server never receives or keeps an unblurred copy. If blur is turned on while an unblurred screenshot is still waiting on a computer, the server refuses it.

What a screenshot contains

• One picture of all screens: up to four monitors are put side by side into one image, scaled to the quality you chose. A smaller preview is made for the gallery.
• The name of the app in front, and the names of the other apps visible on screen (at most 16). On Linux under Wayland no app names are sent (the Screen Recording permission). No window titles and no website addresses are sent with a screenshot.
• The time it was taken, the computer and the number of monitors.

Focus records no video, no sound and no camera, and the content of keystrokes is never recorded.

When no screenshot is taken

• While screenshots are off for the person, which is the default.
• When your plan does not include screenshots, or no screenshots notice is published.
• When the person has not consented, or has withdrawn their consent.
• During private time (private time).
• Outside your company’s tracking hours, if you set them.
• While the person is idle, and while the screen is locked.
• While nobody is signed in to the desktop app, or tracking is off for the person.

The server checks the same rules again when a screenshot arrives and refuses one that falls into private time or outside the tracking hours.

The gallery

Open Screenshots in the main menu. Choose a person and a day; the month strip shows the days that have screenshots. Screenshots are grouped by hour, in the person’s own time zone, and each one shows the time and the app in front.

• Unproductive app in focus: a red frame means the app in front was unproductive under your productivity rules.
• Suspicious: this badge means an unproductive app was visible on screen in the background; hover over it to see which.

Both come from your current productivity rules, every time the gallery is opened. When you change a rule, it applies to earlier screenshots too: their frames and badges change with it.

Click a screenshot to open it large; the arrow keys move to the previous and next one, and Download saves the image. The large view says “Viewing is recorded in the access log”.

When a person has no screenshots, the gallery says why, for example No consent given, that screenshots are off for the person, or that a computer is missing the permission to capture the screen (the Screen Recording permission).

Who can see screenshots

Who	What they see
Managers and team admins	The screenshots of the people they can see in the reports: their own team and teams they were given read-only access to.
Owners and admins	Everyone in the organization.
Employees	Their own screenshots, if Employees can see their own screenshots is on (screenshot_self_access_disabled otherwise).

Workify360 support staff cannot open screenshots, and connected AI apps never see screenshots. Someone who opens a screenshot outside their access gets screenshot_not_found, the same answer as for one that does not exist.

Every view is logged

Every time someone lists a person’s screenshots, opens one large or downloads one, Focus writes it to the access log: who, whose screenshots, when and how. Owners and admins see it under Settings → Privacy (KVKK) → Access log, and each employee sees on their profile’s Privacy tab how often their data was viewed (KVKK requests and the access log).

Deleting a screenshot

Only owners and admins delete screenshots. Open the screenshot and choose Delete screenshot, or select several in the gallery and delete them together; you can add a note. The image is deleted, and a record stays in its place: the gallery shows Deleted with who deleted it, when, and the note. The deletion is also written to the audit log.

A screenshot of a person under a legal hold cannot be deleted (screenshot_legal_hold); release the hold first (retention and legal holds).

How long screenshots are kept

Keep screenshots for (days) sets how long screenshots are kept: 30 days by default, between 1 and 365 days, for the whole company. Every night, retention removes the screenshots that are older, together with their images and the records of deleted ones, and lists the run under Settings → Privacy (KVKK) → Retention. The screenshots of people under a legal hold are kept until the hold is released.

When someone withdraws their consent, no screenshot of them taken after that reaches Workify360: their desktop app stops capturing within at most 15 minutes, when it next checks its settings, and discards anything it captured in between. Their earlier screenshots stay until the retention period ends or a KVKK erasure removes them. A KVKK erasure and the closure of the organization delete the screenshots and their images too.

Where screenshots are stored

The desktop app encrypts each screenshot with its own key before upload and sends it straight to Cloudflare R2 object storage; the images are stored encrypted, under your organization’s own key. Focus decrypts an image only to show it to someone who may see it. When the organization is closed, its key is deleted, so no image can be read again. Cloudflare is listed on the subprocessor list.

The desktop app needs to reach *.r2.cloudflarestorage.com over HTTPS. If your firewall or proxy allows only some addresses, add this one; until it is reachable, screenshots wait on the computer.

Errors

Code	What it means
screenshot_not_found	The screenshot does not exist, belongs to another organization or to someone you cannot see.
screenshot_deleted	The screenshot was deleted; only the record of the deletion is left.
screenshot_not_ready	The desktop app has not finished uploading it yet. Try again in a minute.
screenshot_legal_hold	The person is under a legal hold, so their screenshots cannot be deleted.
screenshot_grant_invalid	The page was open too long and the previews expired. Reload the page.
screenshot_self_access_disabled	Employees cannot see their own screenshots in this organization.
media_storage_unavailable	Screenshot storage cannot be reached right now. Try again in a few minutes; if it lasts, contact support.