Only Me Dashboard

Each person gets a personalized dashboard that shows the time they’ve tracked.

You can choose what you want the chart to show by clicking on the Project/Billability at the top right corner:

• Billability – compare billable vs non-billable time and see how much money you’ve earned
• Project – see how much time you’ve spent on each project

You can also see all your activities in a given period and how much time you’ve spent on each one. By default, you see your top 10 activities, but you can choose to see all unique activities you’ve worked on.

If you’re not a workspace admin and Who can see billable rates and amounts is set to Admins only in the Workspace Settings, billable amounts are not displayed.

Team Dashboard

Team Dashboard shows a breakdown of all the activity in your workspace. It shows the total amount of tracked time in your workspace, as well as what your team is working on.

You can switch between your personal and Team Dashboard by clicking on the Only Me/Team option at the top right corner.

The team activity table, that’s beneath the chart, lets you see:

• What each person in your team is currently working on (i.e. activity for which they have the timer running). If a person doesn’t have the timer currently running, you can see their most recently logged activity.
• Total tracked time for each person in the workspace (even if they don’t have any tracked time in a given period)
• Time breakdown for each person, either by billability or project

If you wish to see team activity table at the top of the page each time you open Team Dashboard, you can click on the Pin to top icon, which is located in the upper right corner of the table.

Team Dashboard lists all the active workspace members. Users who are made inactive or are deleted from the workspace are not shown.

You can sort the table either by total tracked time (to see who tracked the most time) or by the latest activity (to see who’s currently active at the top).

Team Activity shows the most recent entry according to the date of an entry. So for example, if a person tracks time today, and then add time for yesterday, the Team Activity will show the entry from today as the most recent activity, until there’s a newer entry.

Who can see what in the Team Dashboard

Workspace owner and admins can see everything (time and financials).

Project managers can see all time tracked on their projects in the main chart.

Team managers can see all time tracked for their users in the main chart, and in Team Activity they can see all their users.

Regular users can see everything by default, but admins can limit who can see what in the workspace settings (if the workspace has the hide time from users extra feature):

• You can hide Team Dashboard completely by disabling  Users can access Team Dashboard
• You can hide billable amounts by enabling Who can see billable rates and amounts: Admin
• You can hide team activity by disabling Regular users can see: All tracked time

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Like in any other report, you can use filter data, change time range, share report, and print/export the results.

Bar chart

The bar chart shows you the summary of all time entries for each day in the selected date range. It also shows how much of it is billable (dark green) vs non-billable (light green), or the time that was spent working on a specific project.

Switch between Billability or Project with a dropdown on the right and hover over the chart to see the exact numbers.

Breakdown table

The pie chart shows you the summary of all time entries grouped by a certain criteria (project, client, user, group, tag, and date).

You can further breakdown data by sub groups.

For example, you can:

• Group by client -> user to see who worked for what client
• Group by group -> user -> date to see who worked when

You can click on the number next to the group to expand it and see a more detailed breakdown for that group.

To export data without billable amounts, click Show amount and choose Hide amount.

Detailed information

By clicking on the item from the Summary report (e.g. user name, client, project etc.) the Detailed report will be opened with the appropriate filter applied. The Detailed report can be opened in the same window or in a separate tab for an easier overview and comparison.

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Editing time entries

What makes Detailed report special is that admins can edit and delete time entries others made (regular members can only edit and delete time entries that belong to them). Also, workspace Owners and Admins can add entries to archived projects on Detailed reports.

Editing time entries in the Detailed report is useful when you’re cleaning up data and want to make sure all time entries are filled out correctly. For example, you can use filters to see all time entries that are missing a project, or a tag and add them right there and even adjust the size of columns, so all data is visible and properly displayed.

Exporting Detailed report

Detailed report export can be done in a PDF, CSV or an Excel format. It can be useful when you need a file that contains all the details of each time entry (project, client, description, task, user, email, tags, who approved, billable status, start date, start time, end date, end time, duration, billable rate, billable amount, currency).

The export is also useful when you need more control over grouping time entries. For example, you can export your time entries in Excel file and then slice and dice data however you want.

Like in any other report, you can use filters, change timeframe, save and share the report, and print and export the results.

Adding time for others in Detailed report

If you’re an admin, you can add time on your team members’ behalf directly from the Detailed Reports page with just a few clicks.

Adding time for others is a Basic feature, which you can enable once you upgrade your workspace to the Basic subscription plan.

1. Hover over Reports on the sidebar and click Detailed
2. Click Add Time For Others button
3. Click Users and choose Team member for whom you’d like to add time
4. Enter start and end time and pick date
5. Click Add

You can also add a description, select a project, add tags, choose if the time entry is billable or not, and add custom fields.

Please note that, if the start and end time include an overnight period, there will be a superscript number next to the end time, showing how many additional days the time entry covers.

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You can group time entries either by project or by user:

• Grouping by project is useful when you want to see how much time you’ve worked for each client.
• Grouping by user is useful when you want to see how much time each person on your team worked each day.

Instead of time, you can also choose to see earnings for each day by clicking Show Time -> Amount.

Like in any other report, you can use filter data, change time range, share report, and print/export the results.

Users without time

To see who hasn’t tracked any time in a given week, group the report by user and click on Show users without time. Only Admins can see this option.

You can also filter by approval status and see who hasn’t submitted their time and didn’t get approval.

Weekly report email

At the start of each week, Clockify sends you a summary of all time tracked from the previous week. Please note that the email will be sent only if you logged some time the previous week and it will include only your personal tracked time in all your workspaces.

You can turn off weekly emails in Profile Settings.

The post Weekly report appeared first on Clockify Help.

To get a full export (with all time entries), go to Detailed report, choose the longest date range, and export the results. You can use this file for personal backup, or for importing entries into another Clockify workspace or some other app.

To export a report:

1. Go to the report you want to export
2. Click Export
3. Choose format and the report will be automatically saved on your computer

Only the data that’s in the report will be exported. So if you have filters applied, the export will only contain filtered data.

Grouping options in Summary report will affect how your exports look like. So for example, if you group by User and subgroup by Description, data will be grouped that way in the export also.

Export of Summary report doesn’t contain timestamps. If you need timestamps, you should export Detailed report.

If you wish to export time without billable data, you can click Show amount and choose Hide amount.

Please, be aware that when you export the tag from one workspace that has commas in the name, and import that file, you get two tags instead of one. This is because you used a comma in a tag name. 

For example: 

1. Create Smith, John tag
2. Export report containing that tag in CSV format 
3. Import that CSV file again

You’ll get two tags, one for John, another for Smith.

Customizing export

You can control what you wish to get in exports by using customize export feature.

For example, you can disable certain information (user, charts, etc.) from appearing on PDF, change report name, use your company’s logo, and more.

The post Exporting reports appeared first on Clockify Help.

This is a free feature, available on all subscription plans.

How to share a report

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

Lock dates option prevents viewers from seeing your shared report for different date ranges. This is disabled by default, so viewers can go through different date ranges when viewing the report.

If you choose a relative date range (e.g. This week, Last month, etc.) instead of a custom date range, you’ll also get the option Always open as… This means that the report will be always displayed for the last or current day, week, or month when opened (which you can change depending on the settings of lock dates option).

For example, if you’re viewing a report for Last month in May, when you click Share you’ll get an option Always open as… enabled by default. If you disable that option, the report will always show May when opened.

Shared reports – overview

You can access all the reports you’ve created, or that someone shared with you on the Shared tab.

Each report you’ve created, you can search via Search by name box at the top of the page, or edit and delete by clicking on the three dots and choosing the proper option (edit sharing details, delete) or see which filters are applied in a report.

Shared reports always reflect the creator’s current set of permissions (what data they can see) and settings (their timezone and week start at the moment of creation).

For example, if you are an admin and you create a link to the report where you can see billable amounts and all time entries, but you later become a regular user, the link to the report won’t work because you as the creator of the link don’t have access to that information any more. Also, keep in mind that admins can see all public shared reports, even if they’re not shared with them directly.

Shared reports page shows the links you’ve personally created and those that other users shared with you. Additionally to that, you can see the list of users with whom you can share reports.

Once a shared report is deleted, the link will become inactive and browser will display a blank page.

Scheduling reports

You can schedule a shared report and receive it in your inbox each day, week, or month.

Who can open the link

• Public: anyone with the link can open it.
• Private: no one can see it unless they have a Clockify account, are part of your workspace, and are part of the selected group.

What viewers can do

• Can change the date range (unless you lock dates)
• Can export the results in PDF, CSV, and Excel
• Can sort by other criteria

What viewers can’t do

• Can’t change grouping and subgrouping options
• Can’t edit anything (it’s read-only)

The post Sharing reports appeared first on Clockify Help.

Date ranges

When you wish to see what you and your team worked on during a specific period:

1. Go to any report
2. Click This week in the upper right corner
3. Choose the starting date from the left calendar and the ending date from the right calendar

You can also quickly select one of the predefined options (Today/Yesterday, This/Last Week, Past Two Weeks, This/Last Month, and This/Last Year).

You can click < or > to see entries for previous or next week/month/year.

Filters

You can filter data in reports by category, client, currency, description, kiosk, note, project, status, tag, task, team, user’s ID and custom fields.

To see Custom fields as filters, they first need to be selected from the Filter drop-down.

Simply set one or more filters at the top of the page, and generate a report containing only filtered entries by clicking Filter button.

You can also filter by missing data and find entries without a client, project, task, or tag.

If you’re using custom fields, you can click on Filter dropdown and enable filters by whichever custom fields you need (or disable regular filters you don’t use).

You can also filter time entries by description. For example, you can type in “updating overtime reports” to search for “Updating overtime reports” time entry.

To remove a filter, click Clear filters.

You can filter reports by tag using three mechanisms:

• Contains – the report will list all time entries that have the selected tag
• Doesn’t contain – the report will exclude all time entries that have the selected tag
• Contains only – the report will list only time entries that contain all the selected tags

If regular users can’t see other people’s time entries, they won’t see Team filter. Managers will see Team filter, but only their team members will appear in the dropdown.

Time format settings

You change how time is displayed in the time tracker and reports in your Profile settings.

The post Filtering reports appeared first on Clockify Help.

Simply export the Detailed report’s as CSV or Excel, and you can create any kind of report you want:

• Total hours (or amount) broken down by client > project > task > description
• Monthly report with total hours (or amount) per project (or user) per day

See example (Google Sheets)

How to create a custom report

1. Export Clockify’s Detailed report in CSV or Excel and open it in Google Sheets or Excel
2. Select the whole table
3. Excel: go to Insert > Pivot Table; Google Sheets: go to Insert > Pivot Table
4. Click OK
5. Choose what fields to show in rows/columns, and what to display as values. Example: “Row: Project”, “Column: User”, “Value: Duration (decimal)”

Adding additional dimensions

You can enrich reports using custom fields on time entries. Your users can track all sorts of things, like expenses, mileage, units, etc. 

You can also add metadata to time entries using custom fields on projects. That way, you’ll have more options for grouping time in pivot tables.

Download sample report with custom fields (Excel)

How to find overlapping entries

If you have entries with overlapping start and end times, you can easily find them in Excel or Google Sheets.

1. Export Clockify’s Detailed report in CSV
2. Open CSV in Excel/Google Sheets
3. Select all data and sort it by: User>Start Date>Start Time
4. Create a new Overlap column
5. For the first record, use this formula: =IF(OR(IF($F1=$F2, IF($I2=$I1, IF($L1>$J2, true, false))),IF($F2=$F3, IF($I2=$I3, IF($L2>$J3, true, false)))),”overlap”, “ok”)
6. Expand and apply the formula for each row
7. Apply conditional formatting to highlight overlapping time entries
8. Create pivot table based on the data in the table
9. In Pivot table, select: Row:Overlap, Value:Overlap (count)
10. Click on the overlapping count to see only the overlapping entries in a new sheet

How the formula works: Once all the entries are sorted, the formula compares the previous and the next row. If the rows are from the same user and from the same date, it looks if the entry’s start time overlaps with previous entry’s end time or if its end time overlaps with next entry’s start time.

See example of overlapping entries (Google Sheets)

The post Creating custom reports appeared first on Clockify Help.

Reports

There are three types of reports in Clockify: Summary, Detailed, and Weekly report.

The best thing about the Summary report is that it groups your time entries in lots of different ways (by project, client, user, group, tag, and date), so you can get the data exactly as you need it for any date range you want.

If you’d like to view your employees’ hours, the most common scenario to get this info would be to group the data by User and subgroup it by Project. This way you’ll get a breakdown of your employees’ hours by project.

Another useful way to view your employees’ hours is by grouping them by Date so you’ll see the total of hours each employee tracked per day.

This is great if you need to get a bi-weekly or monthly report of your team’s hours so the Weekly report doesn’t cut it.

This report has three levels of grouping so you can have a more granular view of your data.

The Weekly report is great if you check your employees’ hours each week so this is a set date range that works for you. You can also get a breakdown by User or Project.

While there’s no option to change a date range in the Weekly report to show more than one week at a time, you can use the Summary report, select any date range at the top right corner of the page and group the report by User and Date to see the total of hours each employee tracked per day.

The Detailed report will let you see all the details of your team’s time entries one by one, not grouped or summarized. It’s also possible for an Admin to edit the team’s time entries in this report.

You can export any of the reports in PDF, Excel, CSV.

Report for an individual employee

If you’d like to get data for a single employee make sure to use filters in the reports. This way you can select a particular user and only get their hours in the report.

Customize reports

If Clockify’s built-in reports don’t provide the structure you need, simply export the Detailed report as CSV and you can create any kind of report you want using pivot tables in Excel/Google Sheets.

Viewing employees’ hours from the Timesheet page

If you’re on the paid subscription plan, you will be able to see employees’ timesheets and add time for them directly from the Timesheets page.

This is very similar to the Weekly report if you filter it by a specific employee and group it by Project.

You can even use the printing option in your browser (or shortcut CTRL+P) then select the option Save as PDF to save the Timesheet on your computer and print it if necessary.

See what your employees are currently working on and who didn’t track time

You can see all currently active timers of your employees in your dashboard. Simply select the Team dashboard and check the Last Activity section for In progress timers.

The Dashboard is also the place where you can check who did not track time in a particular date range. Simply select the date range you need and sort the Total Tracked column in ascending order. All users with 0 h did not track time in that particular date range.

This is a good way to check if your employees’ met their weekly/monthly quota of hours.

Another way to see who hasn’t tracked any time is to go to Weekly reports, group it by User, and click Show users without time. The main benefit of this method is that you can for example filter by approval status and see who doesn’t have any approved time in a given week.

Notification when someone is below or above target

You can set targets and reminders for your employees (e.g. 8h/day). Then, if someone forgets to log their time, Clockify will send them an email reminder to fill their timesheets.

Or, if someone tracks too much time and is over their target, admins and managers can receive an email about it.

Employees have tracked time but you can’t see it in your reports

Sometimes employees claim they have tracked time, but somehow you can’t seem to find it in your reports. This happens when employees track time in a different workspace.

When users create a Clockify account they usually get their own personal workspace (unless they’ve signed up to Clockify via the invitation link). So sometimes users mistakenly track time in their personal workspace rather than the one they’ve been invited to by their managers.

If you’re struggling to see your employees’ hours, make sure to check if they tracked time in the correct workspace.

The post Viewing employees’ hours appeared first on Clockify Help.

Clockify multiplies each billable time entry with their corresponding hourly rate and that number is shown as earning in a report.

In order for Clockify to calculate hourly rates, you first have to mark time entries as billable in the Time Tracker (or in the Detailed report) by clicking on the $ sign.

If you don’t use hourly rates, you can completely remove all the billable information from interface for everyone by turning off Activate billable hours in Workspace Settings > Permissions tab, or you can hide it just for regular users.

Types of hourly rates

There are several types of hourly rates in Clockify:

• Workspace rate, which you define in Workspace settings; it gets applied to all billable time rates unless it gets overridden by a more specific billable rate
• Member rate, which you define on Team page for each user
• Project rate, which you define for each project
• Task rate, if enabled in workspace settings
• Projects’ member rate, which you define in projects’ Access tab

In addition to billable rates, you can also have one more set of rates for labor cost.

Hierarchy of hourly rates

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

Which billable rate gets applied

A more specific billable rate overrides a less specific one:
Project’s member rate > Task rate > Project rate > Member rate > Workspace rate.

For example, 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.

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.

Setting custom currency

To change currency, click on Settings in the left sidebar then when in the Workspace settings type your currency instead of USD. You can add multiple currencies on a workspace, or assign different currencies to multiple clients.

Currency can only be edited by the workspace administrator and it’s applied to the whole account (including billable rates).

Who can set hourly rates

Only workspace admin can set hourly rates for workspace, user, and project.
Project managers can set hourly rates for people on their projects if Who can see billable rates in workspace settings is set to everyone.
Regular members can’t set or edit any hourly rates.
For more info, check out the Who can do what article.

Sharing additional data with employees

If you wish your employees to see their earnings and hourly rates, but don’t wish them to see other people’s rates or want to limit them to seeing just cost rates, you can create a shared report:

1. Open Summary or Detailed report
2. Filter by employee
3. Choose if you wish to display amount, cost, or profit
4. Click on share icon
5. Name the report and set it to private
6. Choose who can view the report
7. Your employee can now access the report you’ve created

Project and task billability

You can change whether time entries on a project are billable or non-billable by default.

You can set project’s default billability status when you click on a project from the Projects page and go to the Project Settings tab.

If you set the project as billable, when someone tracks time and doesn’t specify billability, the time entry will be marked as billable (which you can edit later).

It’s possible to change the billable status the same way you set it, in the Project Settings tab. Once the project’s billable status is changed e.g. from billable to non-billable this will not affect previously created time entries. Their status will remain the same as it was when it was created. However, all new time entries linked to that project will automatically be set to the new status, in this case, non-billable.

If you have some tasks on project that are billable and some non-billable, you can choose their billable status by enabling task rates in workspace settings.

Who can see and change billable status of entries

You can set permissions so that only admins see billable status of time entries. This way, regular users won’t be able to see the currency symbol at all, and therefore, change the billable status of entries.

This option is in the Workspace Settings->Permission, and it is available if you upgrade to any paid plan. You can try out the feature for free by activating the free 7-day trial (no credit card required).

Historic rates

When you change some hourly rate, that new rate will be applied only to new time entries you create from that moment on.

For example, if a team member’s rate is $20, and you change it to $40, all their existing time entries will still have the original $20 rate. But, if they create a new time entry (no matter for which date), that new entry will have the new $40 rate.

You can see each entry’s hourly rate when you hover over the amount in the Detailed report (as well as in CSV/Excel export).

Applying new rates to existing time entries

Time entries pick up the latest rate each time you update project, user, or billable status of a time entry.

To overwrite previous hourly rate:

• Make the new rate apply retroactively to existing entries from the screen where you change the rate (any paid plan feature)
• Manually update time entries:
  1. Go to Time Tracker or Detailed report
  2. Click on the billable icon to mark entry as non-billable
  3. Click again to mark it as billable (this will reset their rate to the latest one)
  4. You can manually update entries individually, or do it via bulk edit

To prevent losing a historic rate, you can lock timesheets so regular users can no longer edit their old time or add time to the past. To prevent admins from making changes, you’ll need to approve time.

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