Problem: Track time during daylight saving time period

You’re wondering if the daylight saving time period is affecting your time tracking.

Solution:

If you, at some point, realize that you’re missing an hour, or have an extra hour in your time entries, don’t worry, it’s probably due to the daylight saving time. Daylight saving time (DST) is a practice of turning the clock an hour ahead as the warmer weather approaches and an hour back as it becomes colder again. 

According to the current EU law, DST starts on the last Sunday in March and ends on the last Sunday in October. 

In Clockify, during DST:

• Time entries are an hour shorter
• Time changes from 2am to 3am and from 2am to 1am depending on the UTC time zone
• During transition, when the clock moves forward by an hour, that is one hour of time that doesn’t exist
  e.g. When the clock jumps from 2am to 3am, the time between 2am and 3am doesn’t exist. Therefore, it’s not possible to choose a time that falls within that missing hour.
• During the transition from DST, when the clock moves back by one hour, there is one hour of time that occurs twice
  e.g. When the clock jumps from 2am back to 1am, the time between 1am and 2am occurs twice, so, it’s possible to choose a time that falls within that repeated hour. 

If you have any additional questions regarding this, feel free to reach out to our support team. 

Issue 2: Disable option to manually track time

Problem: Can you disable the option to manually track time?

You are wondering if you can disable the option to manually track time.

Solution:

Yes, it’s possible to disable tracking time manually. If you’re on the Pro, or Enterprise plan, you can disable the option to add or edit time manually by using the Force Timer feature.

If Force timer is enabled, users:

• can create new entries using only timer
• can add time entries via the Auto tracker
• can delete existing entries (unless locked or approved)
• can change entry’s description, project/task, tag, and billable status (unless locked or approved)
• can’t change start time of a running timer
• can’t change start/end time and duration of an existing time entry
• can’t duplicate an entry

Restriction applies to all users, including Admins. Admins can’t add time manually through the Time tracker, but they can add time for others (including themselves) via the Detailed report. Team managers can add/edit time for their team members if enabled in Settings.
If you ask for all time entries programmatically via the API, entries made in timer have microseconds which are not equal to 0. 

If you’re using the Standard plan, you can lock timesheets so that no time entries can be added or edited after a certain period.

Issue 3: Track time on tag level

Problem: You’d like to track time on a tag level

If you’d like to track time for time entries based on tags, you can do that by using Custom fields.

Solution:

When referring to the default Tags per project, you can use the Custom fields option and create a field Tag (or name it as you like) and set values for this field.

To do that:

1. Go to the Workspace settings page
2. Choose Custom fields tab

Now, you can start creating the custom field in the Time entry custom field section.

1. Click Create in a Time entry custom field section
2. Enter the following:
   – Custom field name: e.g. tag
   – Type: e.g. text
   – Optionally add description
3. Click Create to complete the process

Now, you can set a tag to be visible for specific projects. This way, you can group time entries according to tags and organize and manage your time more efficiently.

Issue 4: Manually add time while timer is running

Problem: Manually add time while timer is running

At the moment, it is not possible to manually add time while the timer is running.

Solution:

Although you can’t use the option to manually add time while timer is running, you can use the workaround and duplicate the previous time entry. This way, you create a new time entry as the previous one and change the details of that entry to fit your needs.

To duplicate a time entry:

1. Navigate to the Time tracker
2. Choose the time entry you want to duplicate
3. Click on the three dots menu
4. Choose Duplicate

The entry will be duplicated and you will be able to modify the details to fits your needs.  

Issue 5: Share Timesheets with Clients in real time

Problem: I’d like to share Timesheet with my Clients in real time

I’d like to share tracked time in a Timesheet with all the real-time updates with my Clients.

Solution:

To share Timesheet with Clients:

1. Use filters to filter out data
2. Customize report (choose date range, grouping, sort, rounding, show/hide amount)
3. Click on the share icon (located between Print and Rounding)
4. Enter report name (this will be displayed as a title of the report in the header and in PDF export)
5. Choose who can open link (public/private) and whether date range can be changed (lock dates)
6. Click Create link
7. Copy the link and send it to others

Others will be able to see the time as you track it on their projects, export data, and change grouping options and timeframe, but they won’t be able to edit anything.

Find here more info on sharing reports with clients.

The post Improving time tracking in Clockify appeared first on Clockify Help.

Problem: You’re wondering about data safety in Clockify

When using Clockify, I am sharing my data and I’d like to know if my data is safely stored in the app.

Solution:

Your data is completely safe. Clockify data is hosted on the Amazon Web Services, so it’s as secure as it can get. Our servers are protected both physically and electronically. Any connection between you and Clockify is protected by 256-bit SSL encryption.

Read more about Clockify security here.

Although we make regular backups, they’re for the infrastructure disaster recovery purposes. We don’t offer per account recovery for user generated activities (e.g. someone deletes their workspace, or accidentally overwrites their time entries). This is why the best solution would be to export your entries in the CSV each month, for personal backup.

Collect private data

Clockify collects data in the following way:

• Cookies are used to log in and Google Analytics to track the pages people visit on our website (all data is anonymized).
• Clockify is a manual timer and time logger, meaning it contains data you insert (regarding what you’re working on and when).
• Clockify has an idle detection but it just sends you a personal note (if turned on manually in the Profile settings) through the browser add-on or desktop app (admins can’t see that you were idle).
• Clockify has an auto track feature to show you how much time you spend on apps and websites, but all data is local on your computer and only visible to you (admins can’t access data).
• Clockify has the screenshot recording and location tracking features, but these need to be explicitly enabled by admins. When enabled, all users receive a privacy notification. Only the mobile app collects location data (if allowed on device), and desktop app collects screenshots (if installed and running).

If you delete your account, you can also delete all the data in it any time you want.
Check our Privacy policy for more information.

Issue 2: Download data for personal backup

Problem: Can I download all my Clockify data for personal backup?

Solution:

You can export all your data, any time you want. 

To do that:

1. Go to Detailed report
2. Choose the biggest time frame possible
3. Click export CSV (you can automate this with third-party services, like Coupler)

CSV export of Detailed report contains all the data you need to recreate your data from scratch if the need ever arises, or if you just need a reference on how your data looked like before. 

We also make regular backups, but they’re for the infrastructure disaster recovery purposes. We don’t offer per account recovery for user-generated activities (e.g. someone deletes their workspace or accidentally overwrites their time entries).

Please note that you can also import your exported CSV file back into the system.

• Importing a list of projects, tasks, tags, and clients is available to all users
• Importing timesheets is available to users on any paid plan

Issue 3: Deleting Clockify data

Problem: How to delete all workspace data

You’d like to delete all your workspace data without deleting your workspace.

Solution:

To delete all your workspace data without deleting your workspace:

1. Navigate to the Reports page
2. Choose Detailed report
3. Delete all time entries from Detailed report

Approved entries can not be deleted. If you want to remove these entries, you need to withdraw these approvals.

To remove approved time entries:

1. Navigate to the Approvals page
2. In the Archive tab, choose the user whose time you want to withdraw
3. See a button in the top right corner that says Withdraw approval
4. Leave a note on why you are withdrawing approval

After you have withdrawn the approvals, navigate back to the Detailed report and delete these entries, as well.

If you’d like to start fresh, you can delete the current workspace and create a new one. Once the workspace is deleted, all data related to it will be automatically deleted, as well. 

The post Data management in Clockify appeared first on Clockify Help.

Problem: You’d like to delete Clockify account, but are not sure how it works

You’d like to delete or close Clockify account, but are not sure about the mechanism behind it or what the deletion entails.

Solution:

To delete your account:

1. Go to https://app.clockify.me/user/settings/delete
2. Let us know why you want to delete your account
3. Type your password to confirm

Clockify stores your data by default. Therefore, when deleting your account, you’ll be asked if you’d like to delete your data, too.  

If you’re the owner of the workspace and there are other users in your workspace, you won’t be able to delete your account until you either:

• Transfer your owner role to someone else
• Remove all active team members of the workspace(s) you are the owner of

Once you confirm you want to delete your account:

• Your account will be deleted immediately
• All workspaces (and data in them) where you are the owner will be deleted forever
• Time entries you’ve made in someone else’s workspace won’t be deleted
• Time entries will be preserved under your name until the owner of that workspace Deletes the workspace
• Once you delete the account, there’s no undo
• If you’d like a backup of all your time entries, you can export them in the Detailed report
• You won’t receive any more emails from us
• Your subscription will end
• For more information, check out this article 

The post Deleting account appeared first on Clockify Help.

Problem: Can I change username for my team members?

Solution:

You can directly edit your team members’ details yourself, without waiting your users to update it.

Profile editing is an extra feature, which you can enable by upgrading your workspace to any of the paid plans.

Only admins and owners can perform this action. Also, keep in mind that if the user has multiple workspaces, their profile cannot be edited. 

To edit user’s profile:

1. Go to the Team page
2. Click on the three dots next to the person
3. Click Edit profile
4. Make changes (name, email, profile photo, week start, capacity and working days)
5. Save changes

If you change their email, user will have to confirm the new email first. Only after that, it will be changed.

If you’re on a free plan, your users will be able to edit their names on their own from their Profile settings (hover over profile picture and click Settings). 

Issue 2: Change workspace owner

Problem: How to change workspace owner?

Solution:

To change the workspace owner:

1. Go to the Team page
2. Click the three little dots next to the team member’s name 
3. Choose Transfer ownership

Team member is now set as a new owner.  

There can be only one owner. owner can transfer their role to someone else at any time. Only primary workspace owner can transfer the ownership to another user.
If you’d like to reclaim the ownership, a new primary owner needs to transfer that role back to you.

When you transfer the owner’s role, you’ll be downgraded to an admin and no longer in charge of the workspace. A team member you gave the owner’s role will receive a notification that you made them the new owner of the workspace.

Issue 3: Stop team member’s timer

Problem: How to stop team member’s timer

Solution:

If you’d like to stop someone else’s timer, you can deactivate that user on the Team page and then reactivate them again. After deactivation, user’s time entries are discarded.
After reactivation, the user or admin and owner on a paid plan can add these time entries manually, again.

If you’re a workspace owner on an Enterprise plan, you can log in as any user and directly stop the timer.

To do that:

1. Go to the Accounts tab
2. Click on Log into another person’s account

If you’re on a Basic plan, or any plan above, your team can stop the team member’s timer with the owner and admin user roles.

1. Go to Calendar page
2. Choose teammate
3. Click red dot in Today field

The post Managing team members appeared first on Clockify Help.

Problem: You can’t log in to your web application because your login page is invalid

Solution:

If you’re encountering an issue when logging in to your web application, for example, trying to log in to your account and find a gray page on your screen without the option to enter username and password, try to connect to another network and solve the problem.
If the issue persists, you can try to solve the problem by whitelisting one of the following domains:

• img.clockify.me
• api.clockify.me
• global.api.clockify.me
• reports.api.clockify.me
• stomp.clockify.me
• IP address: 198.2.128.220 

Issue 2: Invitation link not working

Problem: Invitation link isn’t working and you can’t log in

Solution:

You may have already created the account. In that case, you won’t be able to log in with the invitation link anymore. Instead, you need to go to the Login page: https://clockify.me/login.  

Also, it can happen that due to the security measures set by the network Administrator, links related to Clockify are prohibited. When the user tries to access Workspace from the invitation link An unhandled low-level occurred. The application logs may have details message appears in the new tab.

While this problem didn’t originate from our side, there are a few possible workarounds you can apply:

1. Contact the network administrator and ask them to create an exception for our emails/links
2. Manually edit the link and remove the extra part of the URL (see attachment)
3. Suggest users to visit Clockify website and create an account using the same email address that the owner of the workspace used to invite them. After an account is created, advise users to change the workspace to the one they were initially invited to.

Each of these solutions above will resolve the issue.
However, to stop this issue from repeating, you can contact the network Administrator and get permission to access the links from Clockify. In this way, the issue will be resolved permanently. 

The post Login procedures appeared first on Clockify Help.

Problem: Clockify desktop app has poor performance

You are experiencing poor performance with the Clockify desktop app.

Solution: Reinstall desktop app

If you come across some issues with the desktop app, follow these steps to completely remove it from your PC and then reinstall it.

Reinstall desktop app from Windows OS

To delete desktop app:

1. Delete the app from its location C://ProgramFiles/Clockify/ClockifyDesktop.exe (default location, can be different if you set it somewhere else)
2. Go to C:/ProgramData/Clockify and clean it out (if hidden, you’ll have to enable view for hidden folders)

Re-install the app from our website.

After completing these steps, the desktop app should be up and running.

If it doesn’t help, contact us.

Reinstall desktop app from macOS

If you have trouble reinstalling the desktop app from macOS, here are a few ways in which you can delete a Clockify application from a macOS device.

Uninstall Clockify application from macOS

To completely remove the application from a device:

1. Log out (if you manage to enter the app)
2. Close the app
3. Open terminal: CMD+Space and type terminal 
4. Type this command: defaults delete coing.ClockifyDesktop
5.  Press Enter
6. Type this command: tccutil reset All coing.ClockifyDesktop
7. Press Enter
8. Open Finder 
9. Go to Home folder (name of the mac) 
10. Navigate to Library (if you can’t see it, press CMD+Shift+”.” ) 
11. Go to Application Support 
12. Choose coing.ClockifyDesktop 
13. Delete ‘default.realm’ file and ‘default.realm.lock’ file
14. Delete ClockifyDesktop app from computer

If you’re getting an error, there are some other ways to delete the app, recommended by Apple.

Use Launchpad for App store version

1. Click the Launchpad in the Dock
   – OR open from Applications folder
   – OR pinch closed with your thumb and three fingers on your trackpad
2. Type Clockify in the search field at the top of the screen
   – OR swipe right or left with two fingers on your trackpad to show the next or previous page
3. Press and hold the Option (⌥) key
   – OR click and hold the app until the apps jiggle
4. Click next to the Clockify app
5. Click Delete to confirm

The app is immediately deleted.

To delete the web version of the app, use Finder instead.

Use Finder

1. Locate the Clockify app in the Finder 
2. Click Applications in the sidebar of any Finder window
   – OR use Spotlight to find the Clockify app 
3. Press and hold the Command (⌘) key while double-clicking the app in Spotlight
4. Drag the app to the Trash
   – OR select the app 
   – Choose File 
   – Move to Trash

The post Navigating desktop app appeared first on Clockify Help.

Problem: Cannot update hourly rate

You’re trying to update hourly rates by clicking the Currency button, but the amount stays the same.

Solution:

There are a couple of things that can cause this issue:

• More specific rates are set
• You are on a Free plan with the old rate applied
• You clicked the Currency button too fast and that the app didn’t register the change 

Therefore, to troubleshoot this problem:

1. Check if all hourly rates are properly set and that there are no more specific rates
2. Export and send detailed report before and after the change so that you can compare them
3. If the previous steps don’t help, check this Help Center article on how to update hourly rates
4. Ask the user on how they do the change
5. You need to wait for 1-2 seconds before every click on the currency symbol since the system needs to register the change

Issue 2: Billable by default

Problem: Set billable time by default

I’d like my tracked time to be billable by default.

Solution:

In order to do this, you first have to mark each project as billable. 

To do this:

1. Open a project
2. Click on a Project Settings tab 
3. Toggle Billable by default to Yes

Then, each time you choose a project in the Time tracker, time will be marked as billable without you having to mark it as such. You can also hide billable status and sign from regular users in workspace settings so regular users can’t see or change billable status of their time entries.

Also, you can set New projects are by default: Billable in workspace settings so you don’t forget to mark each project as billable.

Issue 3: Hourly rate per client

Problem: Set hourly rate per client

Is it possible to set an hourly rate per client?

Solution:

Clockify doesn’t have a client rate specifically. As a workaround, you can use project template, so once you create new projects for a certain client, the rate gets picked up from the template.

A more specific billable rate overrides a less specific one:

Project’s member rate > Task rate > Project rate > Member rate > Workspace rate

e.g. Let’s say you’re a freelancer and you have a default rate you charge on all projects. You define that rate as your workspace billable rate. Then, you also have a client to whom you charge a different rate. In that case, you can create a project, assign it to the client, and set the desired hourly rate for that project.

Although you can’t set a billable rate per client, you can set a different pricing per client on a project level.

To set different pricing per client at project level:

1. Create different projects
2. Assign them to respective clients
3. Go to Projects and click the project name
4. Click Settings tab
5. Set the desired billable rate for each project in Project billable rate section

You can’t assign a custom billable rate for a specific time entry. But, you can use a tag to indicate a special billable rate so you know how much to charge when preparing an invoice.

Issue 4: Hourly and cost rates via webhooks

Problem: Webhooks not sending hourly and cost rates

Webhooks are not sending hourly and cost rates.

Solution:

Webhooks don’t have the option to send hourly and cost rates due to permissions set in the workspace settings, where Who can see hourly rates and amounts can be set to Admins or Anyone. This is something that might be added in the future.
However, there is one important exception since it is possible to send information about Task hourly and cost rates with webhooks. 

Workaround solution would be:

Get information about Project hourly and cost rates, use the endpoint for the Detailed report: POST/https://reports.api.clockify.me/v1//workspaces/{workspaceId}/reports/detailed

The post Handling billable rates appeared first on Clockify Help.

Problem: Display discrepancy in Invoices and Reports

Solution:

If you use the time format type you set in the Workspace settings (full hh:mm:ss or compact h:mm), note that invoices will display time in decimal format, while reports can show time in either full or compact form. Invoices round time to two decimals, whereas reports consider more decimals.
For detailed information, refer to this Help center article.

Issue 2: Issue with importing invoices

Problem: Invoices not successfully imported

Solution:

If you receive a successful completion message but find that invoices were not imported, follow these steps:

1. Time entries can be invoiced only once. Check if the entries you are trying to invoice have already been imported

2. Navigate to Reports and open Detailed Report

3. Filter the report by Client and Project matching the import

4. Set the date range to match the import period

5. Check if time entries are marked as Invoiced

6. If marked, select entries and click Mark as Invoiced or delete the invoice where these entries were initially imported.

Issue 3: Make invoices from time logs

Problem: Difficulty creating invoices from tracked time

Solution:

To create invoices from tracked billable time:

1. Navigate to Workspace Settings

2. Enable Invoicing in the Invoicing section

3. Open the Invoices page from the sidebar

4. Click Create Invoice at the top right corner

5. Populate the Create Invoice modal with the necessary information

6. Click Create

7. To import time entries:
– Click Import Time and Expenses on the created invoice
– Choose the project for time and expenses import
– Click Import to complete the action

8. After the import, invoice items will be populated, and all imported time entries will be automatically marked as invoiced

Issue 4: Get invoice for my subscription payment

Problem: Difficulty accessing subscription invoices

Solution:

To retrieve all your subscription invoices:

1. Click Subscription in the sidebar

2. Switch to the Invoices tab

3. Here, you can view Past Billing Statements or download your invoices

If you encounter persistent issues or require further assistance, feel free to contact our support team for personalized help.

The post Invoice management appeared first on Clockify Help.

Problem: Reports data and project data don’t match

Solution:

If, for some reason, when reviewing client’s hours, the detailed report data doesn’t match project status data, you can try to troubleshoot this problem.

1. Go to the Workspace settings 
2. Set the time format to: hh:mm:ss
3. Run the report 
4. See if there is a match between the two

Issue 2: Inactive users in reports

Problem: Inactive users are not displayed in reports

Solution:

All time entries are kept in the system and displayed in the reports. 

This is done if: 

1. User is deleted/inactive
2. Project is archived
3. Task is marked as done 

Entries disappear only when deleted manually, either by the user who created them, or by the admin.

You can see the time entries of deleted/inactive users in the e.g. Summary report when you group it by user and export the full report.

To see deactivated users’ time entries:

1. Go to the Reports tab
2. In Summary report, choose Inactive in Team filter

You’ll get a list of inactive users.

OR

1. Go to Reports tab
2. In Summary report, choose Users in Team filter
3. Switch to Detailed report

You’ll see each time entry of inactive or deleted user.

Issue 3: Generating project report with invoices

Problem: Is it possible to generate project report with invoices

Solution:

This feature is not available at the moment.

However, Clockify offers you a workaround. You can only filter out time entries if they’re invoiced in the filter Status, but not the actual invoice.

After your entries have been invoiced:

1. Go to the Reports page
2. Choose Summary report
3. Filter out your time entries in the filter Status

Now you have a list of invoiced time entries in a Summary report. If you’d like to have this list in some other format, you can do that by exporting it in some of the formats that we support.
For more information on the export, check this Help Center article.

The post Managing reports appeared first on Clockify Help.

Problem: Unable to merge projects

Solution:

While direct project merging is not available, you can achieve a similar result by following these steps:

1. Navigate to the Reports in the sidebar

2. Select Detailed Reports

3. Locate the time entry you want to merge into another project

4. Click on the project and choose the desired project to merge the entry into

5. The entry will be automatically added to the selected project

6. Archive and delete the project you no longer need

Issue 2: Unable to select Project in Time Tracker

Problem: No access symbol in Time Tracker

Solution:

If you encounter difficulty selecting a project in the Time Tracker and see a No Access symbol:

1. Go to Workspace Settings

2. Navigate to the Do not allow saving time without section

3. Check if Task is enabled as a required field

4. If Task is required, projects without any tasks may have a No Access symbol, making them unselectable

Issue 3: Can’t import projects

Problem: 

Project import was completed without any errors. However, after that, the project didn’t appear in the list of projects. 

Solution: 

It may be the case that the two projects have the same name and are connected to the same client. In that case, the projects that have the same name will be omitted. 
For example, if there is an archived Project A, assigned to Client B, you won’t be able to import another Project with the name A via the CSV file. Therefore, you should check the list of Archived projects to make sure that there are no duplicated names.  

To check if this is the case, you can do the following:

1. Click on the Projects in the sidebar
2. On the list of filter criteria, click on Active
3. From the drop-down, choose Archived
4. Click Apply filter on the right side

After finding it, the project can be activated:

1. Click on the three dots next to the Project’s name
2. Choose Restore from the drop-down 

The project will now be displayed on the list of the active ones. In case some of the project names are repeating, you should either delete the archived ones, or rename the ones you’d like to import. 

Issue 4: Default project

Problem: Setup

How to set up a default project?

Solution:

Default projects can be set by using the templates in the Timesheets. After the template is created, it can be applied to any timesheet in the Calendar. 

You can save a timesheet with projects/tasks from any week as a template. 

Then, when your timesheet is empty, click on the desired template at the bottom, and your timesheet will be populated with all the projects/tasks from the template.

Timesheet template will only be available for the user that created it.

Copy last week, and templates are only available when you have an empty timesheet for the selected week.

For more information on timesheets, check out this Help Center article.

Issue 5: Project subcategories

Problem: Subprojects

At the moment, Clockify doesn’t support subcategories for projects.

Solution:

While Clockify does not support subprojects, you can simulate subprojects using project tasks or tags. For a more advanced hierarchy, utilize custom fields on projects.

Issue 6: Managing multiple Clients on Projects

Problem: Handling multiple Clients on Projects

Solution:

For projects with multiple clients:

1. Use Tasks instead of the Client field

2. Alternatively, employ tags that work across multiple projects

3. The most robust solution involves using custom fields on projects, allowing you to define fields with options and associate projects accordingly

Issue 7: Viewing Project statistics and Expenses

Problem: Accessing Project statistics and Expenses

Solution:

1. To view project statistics, go to the Projects page, open the project, and click on the Status bar

   Status bar is visible to Admins and Project Managers.

2. Access project expenses in the Expenses feature. Refer to this Help page for detailed information on tracking and managing expenses.

Issue 8: Can’t See/Access Projects

Problem: Regular user can’t see or access Projects on workspace

Solution:

If you cannot see or access projects after being invited to the workspace:

1. Admin, owner, or manager needs to go to Projects > Access Tab

2. Choose Project visibility from Public to Private or vice versa

3. If the project must stay private, add members to the project on the Access page to grant them access

You should now be able to see assigned projects and track time on them. If issues persist, you can inform their owner, admin, or manager for further assistance.

The post Project management in Clockify appeared first on Clockify Help.

To enable tracking breaks:

1. Go to the Workspace settings
2. Choose General tab
3. Scroll to Breaks section, enable breaks and/or choose default break project

Now that you’ve enabled breaks, you can start tracking them.

To start tracking breaks: 

1. Navigate to the Time tracker in the sidebar
2. Select Break mode in the dropdown menu on the right
3. Start the break

The break entry works just like any other time entry. The timer will run until you stop it, with the blue favicon indicating that your break is in progress. Additionally, the tab will display the elapsed time.

To wrap up your break, click the Stop break button, or press s on the keyboard.
If you’d like to extend the break, click the play button of the break entry you’ve stopped.

For more information on breaks, check this Help Center article.  

The post Strategy for tracking breaks appeared first on Clockify Help.

Problem: Which servers are used to host Clockify data?

I’d like to find out more about how is Clockify data hosted.

Solution:

We use AWS for cloud infrastructure, a US-based company with servers around the world. This ensures the lightning speed of data delivery. This way, no matter where you are, your data loads instantly in Clockify from the server that’s closest to you.

By opting to store data on servers in a specific geographic region instead of using a global server, you can achieve reduced latency and improved app performance. This way, you can access your data faster and have an overall smoother user experience.

Clockify offers the following regional locations: 

• USA (United States of America)
• AU (Australia) 
• EU (Germany)
• UK (United Kingdom)

This feature is available on PRO and ENTERPRISE subscription plans. 

For more information, check out this article. 

The post Clockify servers appeared first on Clockify Help.

Problem: You can’t see my employees’ time entries

You’ve been managing your employees’ time and, at one point, you’re no longer able to do that.

Solution:

There are a couple of reasons for why you’re not able to see your employees’ time entries:

1. Employees are tracking time in another workspace without realizing that’s the case.
   If that’s the case, you can try to move entries from personal to company workspace by importing Timesheets available in the Detailed reports screen. 

2. In some cases, admins are not able to see all tasks in projects despite their access permissions.

Clockify also allows you to see the tasks that users who haven’t tracked time are currently working on, and how to troubleshoot in case you can’t see your employees’ time entries.

There are a few steps you can take to troubleshoot this problem: 

1. Check if you have access to the tasks
   – Go to the Access tab of the projects these tasks belong to 
   – Check if you’re using the Timesheet page and check if the tasks are already added
2. Check the tasks’ assignees in the Tasks tab of the projects

Please note that the Timesheet mode enables you to add the same project or task twice. The alternative option can be adding time manually via the Time tracker. 

Issue 2: Users’ minimum working hours

Problem: See team member’s completed minimum working hours

Solution:

To have an overview of all users on your workspace and check who hasn’t completed the minimum weekly hours, you need to run a weekly report and group it by user. The total at the bottom shows how much time everyone tracked during the chosen week. 

To see tracked time of individual users:

1. Go to the Summary report
2. Group the report by user
3. Choose custom date in the upper right corner to see the hours by user for a specific period of time

If you’d like to alert your team members about their missing time, you can use reminders.  

The post Optimizing time management for team members appeared first on Clockify Help.

Problem: User received the workspace invitation, but cannot join the team

You received workspace invitation, but cannot join the workspace you were invited to.

Solution:

The cause of this issue may be in the email used to create user account. The email used to create the account needs to be the same as the email used to invite you to the workspace.

Workspace invitation can be sent only by the Workspace owner, or admin.

If that is the case and the emails are not the same, you can solve the problem in the following way:

1. Click the Invite again
2. You’ll be prompted to create new account
3. Create account using email address used to initially invite you to the workspace

If you already have account:

1. Log in and hover over Notifications
2. Navigate to the invitation and accept it

This way, you became a member of that workspace.

To switch to that team’s workspace:

1. Navigate to your profile
2. Switch to your team’s workspace

OR

1. Go to the Workspaces page
2. Activate your team’s workspace to start tracking time

The post Workspace invitations appeared first on Clockify Help.

Problem: Difference between Owner and Admin access permissions

Solution:

There are two types of Admins in Clockify:

• Owner (created workspace)
• Admin (user with administrative permissions)

Owner vs Admin:

• Only Owner can strip user of an Admin role, or deactivate another Admin
• Only Owner can transfer Owner role to another user
• Only Owner can set up SSO
• Owner cannot be deleted or deactivated from workspace
• When Owner leaves workspace, or deletes account, whole workspace is deleted, forever

There can be only one workspace Owner, but the Owner role can be transferred to another workspace user at any time. 

Admin can:

• Give Admin rights to other workspace users
• Assign users to groups
• Invite people to workspace
• Set users as inactive/active
• See and define billable rates for workspace and team members
• See all time entries at all times
• Edit all time entries
• See and edit all projects
• See status of all projects
• Give and revoke manager rights on all projects
• Change project visibility and change estimation 
• Edit workspace settings
• Edit pending time entries and expenses

Issue 2: Regular user permissions

Problem: Which actions is Regular user allowed to perform?

Solution:

Everyone invited to a workspace is a regular user by default. 

If regular users create a project, they can become project managers, or admins if an admin gives them admin rights. 

Regular users can perform all actions related to public and private projects they’re a member of. 

The post Understanding user roles and permissions appeared first on Clockify Help.

Problem: I’d like to turn off time entry grouping

Solution:

If you want to see entries in chronological order rather than grouped, you can do that in the following way:

1. Click the profile icon to open Profile settings
2. Disable Group similar time entries option in the Group time entries section

Issue 2: Overlapping time entries

Problem: Can time entries in Clockify overlap?

Solution:

Clockify allows you to have multiple running time entries with overlapping running time.
As an admin, you may need to check if your employee tracked the time properly if there are entries that were started one the same day, started at different times, but ended at the same time. 

If this happens, you can check which of these entries are correctly checked. One of the possible answers on how that happened is that one entry was started via tracker and for the other the time was added manually. 

As an admin, you can ask the regular user a couple of questions: 

1. Which duration format is used?
2. Was time entered manually, or was the timer started?

Also, keep in mind that if you’re using compact duration format, you can ask users to switch to full duration format. 

Issue 3: Undo deleted time entry

At the moment, it’s not possible to undo the deletion.

The post Managing time entries appeared first on Clockify Help.

Problem: Start a Free trial in Clockify, how long does it last and which features it includes?

Solution:

Try out all the extra features (except for SSO, Custom subdomain, Control user account, Audit log) for free for 7 days.

Free trial is available for 7 days, with no credit card required and only in the workspaces that never had the extra features activated. 

To activate Free trial:

1. Log in to your Clockify account
2. Click the button in the app to activate Free trial

If you can’t find the Activate free trial now link, it means that the workspace is no longer eligible for the Free trial for one of the following reasons:

1. You’ve used up Free trial
2. You have paid subscription
3. You had subscription active in past

If you’d still like to try out our features but don’t see the Free trial link, you can create a new workspace and activate the Free trial there.

For more information on all the features available on Free trial, check out this article. 

The post Start Free trial appeared first on Clockify Help.

Problem: Understanding workspace-specific subscriptions

Solution:

1. Subscriptions are tied to individual workspaces, not users

2. Workspaces function as separate data segregators, and subscription payments are distinct

3. Regardless of user roles or membership in other workspaces owned by the same company, subscriptions remain separate

For detailed information on subscriptions, refer to Help Center article.

Issue 2: Combining different subscription plans

Problem: Unable to combine paid plans in a single workspace

Solution:

1. One workspace cannot have a combination of two different paid plans

2. It’s not possible to mix Free and Paid plans within the same workspace

3. Upgrades are based on the total number of active and invited users in a workspace

For comprehensive details on subscription plans and upgrades, consult this Help Center article.

Issue 3: Canceling subscription

Problem: Canceling the subscription

Solution:

To cancel your subscription:

1. Navigate to the Subscription page in the sidebar

2. Click Cancel subscription at the bottom right corner

3. Confirm the cancellation

As a result:

• No further charges will be made
• You can still download all previous invoices
• Extra features remain accessible until the end of the paid period
• After the paid period, you’ll be downgraded to the Free plan

Note:

• Upgrading or downgrading doesn’t affect data; it only impacts access to extra features
• Data is retained indefinitely unless you choose to delete the workspace or your account
• For additional details on subscriptions, refer to Help Center article

If you encounter persistent issues or have specific questions regarding your subscription, please reach out to our support team for personalized assistance.

The post Clockify subscription management appeared first on Clockify Help.

Problem:

You’re not receiving Clockify’s emails and the app’s performance is poor.

Solution:

Whitelisting pages

If you’d like to make sure you don’t miss Clockify emails and that Clockify operates smoothly and as intended, you may need to authorize specific IP addresses and domains associated with the Clockify services.
Below are the instructions on how to whitelist the IP addresses and domains that need to be authorized. The focus is on preventing emails from being marked as spam or junk. 

Whitelisting IP addresses

To make sure that emails from our system reach your inbox reliably, you should whitelist these IP addresses:

116.203.2.185

116.202.180.226

195.201.255.208

 88.198.94.71

116.203.166.36

78.47.192.85

195.201.252.90

162.55.179.218

198.2.128.220

198.2.178.178

Please consult your system administrator, or email service provider’s documentation for specific instructions on whitelisting IP addresses. This way you’ll ensure that emails originating from our IP addresses are not treated as spam or junk and are delivered to your inbox.

Authorizing domains

Along with whitelisting the IP addresses, you should also authorize the following domains:

By adding these domains to your email service authorized sender list, you can enhance the chances of getting our emails and prevent false positives in the spam filtering.

If you need more help, please contact our support team, or check out the Clockify Help center article. 

The post Secure access control for Clockify’s trusted users appeared first on Clockify Help.

Problem: Experiencing issues when trying to access Clockify via different browsers

You can’t access Clockify via the browser you’re using.

Solution:

Microsoft Edge

We don’t support Internet Explorer and older versions of Microsoft Edge. 

1. Update to the latest version of the Microsoft Edge 
2. Log out and log in again
3. Clear browser’s cache and cookies
4. Reinstall apps and extensions

Chrome

Open Chrome Console (Ctrl+Shift+J for Win or Cmd+Opt+J for Mac) and repeat the action you wanted to perform initially (e.g. download report). 

Firefox

Clear the AppData folder is hidden by default and you might not be able to see it right away.

Can you try to do a clean reinstall? Here are the steps you should make: 

1. Open File Explorer and click on the View button then select the Hidden items checkbox 
2. Go to C:\Users<yourusername>\AppData\Local\Programs and delete the Clockify folder from the Programs folder
3. Go to C:\Users<yourusername>\AppData\Roaming and delete the Clockify folder from the Roaming folder
   – Please note that <yourusername> is your User folder so the name will be different for you depending on how you named your system
4. Go to our website and download the Clockify app again, then install it again

Safari

1. Download and unzip Safari extension file
2. Open Safari and navigate to Settings
3. Open Advanced tab in Settings
4. Click Show Develop menu in menu bar at the bottom of the tab
5. Develop option appears at the Safari top bar
6. Click newly-added Develop menu 
7. Mark Allow unsigned extension option (every time you close Safari extension, this option will be unchecked) 
8. Navigate back and double-click the extracted Safari extension file
9. Click the Quit and Open Safari Settings button after new Safari window pops up
10. In the Extension tab in Safari Settings, left click on the Clockify extension and enable it
11. Click Always allow on all websites 
12. Now, open Safari browser and log in 

The post Optimizing Clockify performance across browsers appeared first on Clockify Help.

Problem: Your Internet connection is slow and the network is bugging

Solution:

Perform one of these steps:

• Connect to another network with the same device to check if the issue occurs
• Connect to the same network with a different device (phone, tablet, or another computer) to see if the issue occurs
• Connect to different network and different device to see if the issue occurs

Issue 2: Unable to connect to Clockify

Problem: Blank screen on the login page, dashboard, reports  

Solution:

Troubleshoot by doing the following:

• Check which web browser you are currently using. Internet explorer and older versions of Edge are no longer supported and some pages won’t load properly there.
• Try and clear cache and cookies (from the beginning of time). You can also open Clockify in the incognito window with all the extensions disabled.
• You are using a VPN. If you are, it might be blocking your access. In this case, you should disable it to access Clockify.
• You are using a company network. Some companies have a firewall that will block or allow certain websites and this might prevent Clockify from loading.

If they manage to open Clockify from another network (mobile network for example), then a firewall may be blocking Clockify. 

You can also whitelist the following domains:

• app.clockify.me
• img.clockify.me
• api.clockify.me
• global.api.clockify.me
• reports.api.clockify.me
• stomp.clockify.me
• screenshots.api.clockify.me
• locations.api.clockify.me
• fileimport.clockify.me
• Ws.clockify.me

The post Resolving network and connectivity issues appeared first on Clockify Help.

Problem: Unable to sync time entries in QuickBooks

Every time you try to sync time entries in QuickBooks, you receive a notification that 0 time entries were sent, even if the new time entries were set properly.

Solution:

If you choose the option Close the books in QuickBooks that may be causing the issue. You can turn that option off as that can block the import of the time entries to QuickBooks. 

 To do that:

1. Go to Account settings
2. Choose the Advanced tab
3. Choose edit in the Accounting section
4. Turn off the Close the Books switch

This should resolve the problem of importing time entries into the QuickBooks. When you’re closing the books, the previous year is finalized and all time entries created in that closed year will not be imported.

Issue 2: Importing data from another system

Problem: How to import data from another system into Clockify

Solution:

Import projects, clients, tasks, and tags from a file. If you’re on a paid plan (or trial), you can also import timesheets.

If you’re computer savvy and know your way around the command line, for importing specifically data from Toggl, you can use one of the two unofficial Toggl to Clockify importers. The project is developed and maintained by third-party developer, so you should use it at your own discretion. 
For non-techie users:

1. Navigate to Profile settings
2. Choose Date and time settings
3. Make necessary improvements

Most of the issues with importing occur due to date/time format mismatch.

Issue 2: Implementing AI integration to Clockify

Currently, there are no plans to implement the AI for automating time tracking, logging and the project attribution.

Issue 3: Timer in integrations

Problem:

There are a couple of cases in which you can’t start the timer if you’re using a Clockify integration:

• Extension description box is not being properly displayed
• Timer icon disappears

It may also happen that: 

• Clockify tracking button disappears from the usual place in the application
• Description box contains strange symbols when the timer is started
• Description can’t be edited 

Solution:

One possible workaround to solve these problems is to select the text anywhere on the page, do the right-click with the mouse and choose Start timer with description. Use this hack to track time with the default project, when it’s possible and this may help. 

If there are issues with the integration connection, there are a couple of troubleshooting tips you can try out.

If the timer is not displayed in integration:

1. Check if the extensions is pinned
2. Check if you are logged into extension

Issue 4: Managing extensions

Problem: 

• Clockify button disappears in integrations
• Strange symbol appears in the description box
• Timer is started via the Clockify button and the user can’t edit the description
• You want to make your employees track time strictly in one way from Jira to minimize errors or manual time adding (Jira)
• Your employees can track time strictly in one way, from Jira, with a timer to minimize any errors or manual time adding (Jira)

With these settings, regular users won’t be able to track time via Clockify web app, or the extension.
However, since the Jira plug-in is handled via the API, users’ time will be tracked regularly and they will be logged in at all times.    
You may not need to handle the extension, depending on the type of other integrations in which the timer would be used. 

Problem: Clockify integration missing (Asana, BS, Trello)

Solution: 

If the Clockify’s timer isn’t displayed in the app, it can be added to the Chrome Extension by using a custom domain of that certain app URL. Any custom URL can be added to the Clockify’s set of integrations. This option is available when the users add Chrome extensions by using the Custom domain.  

To integrate Clockify extension with any other domain:

1. Open extension
2. Open settings in the upper right corner 
3. Click Integrations
4. Scroll down
5. Enter your domain under Custom domains
6. Choose tool that’s on that custom domain
7. Click Add

User will have integration within the app they’re frequently using and even upgrade the subscription to a higher plan if they want to use more features from Clockify.

Problem: Timer in Clockify extension

You can’t see the timer in the Clockify extension.

Solution:

1. Check if you installed the browser extension on your side (In case you installed the extension, but you can’t see the icon, click on the puzzle icon and pin our extension)
2. Check if you logged in with the same email address you are using in Clockify (You need to be logged in. In another instance, you need to check if you’re using two emails)
3. Contact our support team (In case everything is set up correctly, but you’re still encountering the issue, present the problem and provide more details)

Problem: Can’t see Clockify extension in the web application

Solution:

1. Check if you’re logged in into the extension
2. Check if you’re using the extension in the browser you’re using the app in
3. Check in the browser extension settings if Clockify is checked in the application list
4. Go to Settings
5. Choose Extension
   – Choose Clockify extension
   – Check if you’re using the same email address for Clockify and other web applications
   – Are you logged in to the correct workspace in the browser extension
6. In Details go to Extension option
7. Search that list

The post Navigating Clockify integrations appeared first on Clockify Help.

Who can launch kiosk on-site?

After successfully creating your kiosks, they should be visible on the Kiosk page. However, keep in mind that only Admins and workspace owners possess the authority to launch a kiosk on-site. It’s a straightforward process that can be executed using any tablet, computer, or phone, without the need for specialized equipment.

How to launch a kiosk:

1. Visit the Kiosks page to view all your kiosks
2. Copy the link of the kiosk you wish to launch
3. Open the link on the desired device (e.g., tablet)
4. Log in using your admin credentials (the same email and password used for Clockify login)

By default, the kiosk remains active for 24 hours. After this period, an admin must relaunch it. For customizable session durations, consider upgrading to a STANDARD or higher subscription plan. If you require kiosk launch on multiple devices or locations, upgrading to any paid plan is necessary. Further details on launching a kiosk can be found in this Help Center article.

Issue 2: Kiosk link not working

Possible scenarios:

• Limited member role
  • If users with limited member roles click on the link and can’t access the kiosk app, it’s likely due to insufficient permissions. Only Admins and Managers have control over when and where the kiosk is launched.

• Incorrect URL
  • Check if the URL is correct. Users might mistakenly use “/” in the kiosk name instead of “_” or “-“.

• Session expired
  • The kiosk link is valid for 24 hours after launch. If the session expires, the kiosk needs to be relaunched.

Solutions

• Permissions issue
  • Ensure that only Admins or Managers are launching the kiosk to control its access.

• URL correction
  • Verify that the kiosk name in the URL uses “_” or “-” instead of “/”.

• Session expiry
  • If the kiosk link isn’t working, it may be due to the session expiring. Relaunch the kiosk to create a new session.

For more detailed information on troubleshooting kiosk-related issues, please refer to our Help Center article. If the problem persists, feel free to reach out to our support team for assistance.

The post Launching and accessing kiosk on-site appeared first on Clockify Help.