This is an extra feature, which you can enable by upgrading your workspace to Enterprise plan.

Depending on the type of hosting, there are different ways in which you can set it up in Clockify:

Self-hosting

If you’re self-hosting Clockify, set up SSO in your Admin panel. It’s enabled across all workspaces.

Cloud hosting

In order to use SSO, you first need to move your workspace to subdomain. After that, you can add SSO configuration and disable other forms of login.

Setting up custom subdomain

Moving to subdomain

Before you can configure and start using SSO for authorization, you need to move your Clockify app domain to a custom subdomain.

When you upgrade your Clockify subscription to Enterprise plan, you will get Authentication tab in the Workspace settings. There, you can enter the subdomain you’d like to use and move your workspace there.

To set up subdomain:

1. Navigate to the Authentication tab in the Workspace settings
2. Enter your custom subdomain in the provided field
3. Click Create subdomain and Create to confirm the action

After you created your subdomain and moved your workspace there, Google login will no longer work for you and your users.

If you’d, however, like to use Google login, you need to set it up manually by configuring OAuth2 for SSO.

For more information, check out the Setting up Google login section below.

Your users can set up password by requesting the password reset from Forgot password.

Accessing Clockify from subdomain

After you create your subdomain, you’ll automatically be logged out of any apps you were logged in with your Clockify account. You’ll have access to them only through the subdomain you created (e.g. https://yourcompanysubdomain.clockify.me/login).

Workspaces on subdomain

Subdomain is tied to only one workspace. Users on subdomain can’t have multiple workspaces: there is no workspace switcher, no workspaces in the sidebar, and no access to subdomain workspace from the main domain.

To access multiple workspaces, log in to the main Clockify domain.

Changing subdomain

You can change subdomain URL at any time.

Once you change your URL, your Users will be logged out and will have to use the workspace through the new URL.

If you cancel the subscription to the Enterprise plan:

• you’ll move back to the main domain when the subscription expires
• your subdomain will become available for others to use
• your users will have to log in with their email and password

API keys on subdomain

For security reasons, each user on subdomain gets a separate API key that works only for that workspace – meaning, no one can access your data on your subdomain unless they have the right authorization.

If, for example, there is a user with two separate Enterprise workspaces, workspace owners can’t see, or access data from each others accounts.

Inviting new users

Once you’re in the subdomain workspace, you can invite users one by one using email (like before), or let anyone join without you having to manually invite them.

To let anyone join, check the Users can join without an invite checkbox.

If you use SSO and someone without an account tries to log in, the account will be automatically created for them and they’ll log in.

If you allow Log in with email and password, people will be able to create an account and automatically join your workspace.

Configuring SSO

Android app has been migrated from clockify.me domain to app.clockify.me subdomain. Therefore, all the SSO configurations supported by Clockify, should also contain app.clockify.me links. For example, in the Redirect URL section add https://app.clockify.me/login/android/oauth2 to https://clockify.me/login/android/oauth2 link.

Clockify supports all major SSO identity providers:

• SAML2 (Google, OneLogin, Okta, Azure, Rippling, JumpCloud)
• OAuth2 (Google, Azure, Okta)

Only workspace owner can see Authorization tab, manage subdomain, configure SSO, and turn SSO on/off.

If you wish to force everyone to log in with SSO, simply uncheck the Log in with email and password box. Once this change has been saved, any passwords associated to your members’ accounts will no longer work and they will be required to use SSO.

Data in the SSO configuration can always be edited or deleted. If deleted, your users will have to switch back to logging in by using email and password.

Owner can always log in using the original email and password at https://mysubdomain.clockify.me/login-owner

To add Default Relay State, use the parameters below.

Make sure to use curly brackets and straight quotes instead of the curly ones, otherwise it won’t work.

Example of Default Relay State:

{"location":"https://yourcompanysubdomain.clockify.me", "organizationName":"yourcompanysubdomain"}

SAML2 with Okta

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Step 1: Create subdomain in Clockify

For more information on this, check out Setting up custom subdomain section.

Step 2: Create application in Okta

1. Navigate to Applications in the sidebar
2. Click Create App Integration button
3. Choose SAML 2.0 in modal
4. Click Next

Create SAML integration

In General Settings form, enter the following information and click Next

• App name: e.g. Clockify
• Logo: e.g. upload Clockify logo

In Configure SAML form, enter the following information:

• Single sign on URL (or ACS): Specific URL that SAML assertions from Okta should be sent to (e.g. https://global.api.clockify.me/auth/saml2)
• Audience URI (Entity ID in your app): Unique identifier of your custom application; same as Entity Id in SAML authentication field (e.g. https://yourcompanysubdomain.clockify.me)
• Default Relay State: IdP-initiated authentication so that users can log in to Clockify straight from the Okta dashboard

Example of Default Relay State:

{"location":"https://yourcompanysubdomain.clockify.me", "organizationName":"yourcompanysubdomain"}

Make sure you put straight quotes instead of the curly ones, or it won’t work.

Leave everything else as is and click Next.

In Feedback check I’m an Okta customer adding an internal app and click Finish.

You should get the screen that looks something like this:

As the final step in this section, click View Setup Instructions button seen in the screenshot above.

In How to Configure SAML 2.0 for Clockify Application, you’ll get the list of data you need in order to configure your Clockify application.

Step 3: Add SSO configuration in Clockify

Now, in Clockify, in Authentication screen where you created your subdomain:

1. Click Configure SSO at the bottom of the screen
2. Choose SAML2 as authentication type
3. Choose Okta as IdP Template

SAML2 authentication form appears:

Enter the following:

• Entity Id (Audience URI in Okta): e.g. https://yourcompanysubdomain.clockify.me
• Metadata Url:
  • Navigate back to Okta
  • Copy the Identity Provider metadata link from the Settings section in Okta
  • Save it as an .xml file and upload it to Clockify
• SAML SSO URL: Copy/paste Identity Provider Single Sign-On URL from Okta’s How to configure SAML 2.0 for Clockify Application

For example:

https://okta.ops.clockify.me/app/dev05335506_clockifytempsaml2_1/exk4erumfseHaalgs5d7/sso/saml

• Advanced: Copy/paste X.509 Certificate from Okta

Finally, your screen in Clockify should look something like this:

and

Click Finish configuration to complete the process and enable Log in with SAML2. Optionally, disable Log in with email and password.

Step 4: Assign application in Okta

In Okta:

1. Navigate to Applications
2. Choose Clockify
3. In Assignments tab click Assign
4. Choose Assign to People/Groups depending on who from your Okta account you’d like to be able to access Clockify

And that’s it! Now you, and your workspace users are able to log in to your workspace with SAML2.

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SAML2 with Google

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Step 1: Create subdomain in Clockify

For more information, check out how to set the subdomain.

Clockify: 

1. Navigate to the Authentication tab 
2. Choose Add SSO configuration
3. Choose SAML2 as identity provider In Authentication type window
4. Click Next 
5. Choose Google as IdP template 

Step 2: Create application in Google 

Google:

1. Create Google account and go to the Admin page 
2. Choose Add custom SAML app in Add app
   
3. Insert the following
   – App name: e.g. https://yourcompanysubdomain.clockify.me/
   – Description: e.g. Clockify SAML2 demo app
   – App icon: optionally add icon
   
4. Click Continue 
5. You’ll proceed to the Google Identity Provider details screen
   Google side:
   
6. Download IdP metadata URL and upload it to Clockify/IdP Metadata URL field
7. Copy SSO URL and paste it to Login URL field in Clockify
   Clockify side:
   
8. Click Continue
9. You’ll proceed to Service provider details
10. Insert the following:
    – ACS URL: Copy/paste Reply URL from Clockify, e.g. https://global.api.clockify.me/auth/saml2
    – Entity ID: Unique identifier of your custom application, e.g. Clockify
    – Start URL: Copy/paste Default Relay State from Clockify, e.g. 

{“location”:”https://yourcompanysubdomain.clockify.me”,”organizationName”:”yourcompanysubdomain”, “appName”: “WEB”}

11.  Click Continue
12. You’ll proceed to the Attribute mapping screen
    
13. Click Finish to complete the process

Now that you’ve completed all the steps and created the app, open the app’s settings and in Service status enable the app for everyone.

The app you created will appear in the Google workspace for all the users of that workspace.   

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SAML2 with Rippling

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Step 1: Create subdomain in Clockify

For more information on this, check out the Setting up custom subdomain section.

Step 2: Create application in Rippling

1. Log in to Rippling as Administrator
2. Select IT management
3. Select Custom app
4. Give app a descriptive name, select category and upload a logo
5. Check Single Sign-on (SAML) 
6. Click Continue
7. Confirm that you are Application Admin

New page with SSO instructions opens and you can proceed with the next step. The page contains SSO Setup instructions which include the IdP Metadata XML file.

Download IDP Metadata from Rippling.

Step 3: Add SSO configuration in Clockify

In the Authentication tab in which you created your subdomain:

1. Click Add SSO configuration
2. Choose SAML2 as authentication type and click Next
3. Choose Rippling as IdP Template

In SAML2 authentication form that appears enter the following information:

• Entity Id (Service Provider Entity ID in Rippling): e.g. https://yourcompanysubdomain.clockify.me
• Metadata Url: Upload IdP Metadata XML file you downloaded in Step 2
• Login Url: Copy/paste IdP Metadata URL from Rippling

Click Finish configuration to complete the process and enable Log in with SAML2. Optionally, disable Log in with email and password.

Step 4: Assign application in Rippling

Navigate back to Rippling:

On SSO Instructions page scroll down and enter the following: 

• ACS URL: Copy/paste Reply URL from Clockify
• Service Provider Entity ID: Copy/paste Entity ID from Clockify 

1. Click Move to Next Step 
2. Choose Access Rules you want
3. Choose Provision Time you want
4. Configure SSO for Admins if necessary 
5. Configure Group Attributes if necessary
6. Click Connect via Rippling if you’d like to check the connection between apps or simply Continue

And that’s it! You’ve successfully installed your application in rippling and you and your users are now able to log in to your workspace with SAML 2.0.

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SAML2 with JumpCloud

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Step 1: Create subdomain in Clockify

For more information on this, check out the Setting up custom subdomain section.

Step 2: Add SSO Configuration in Clockify 

In the Authentication tab in which you created your subdomain:

1. Click Add SSO configuration
2. Choose SAML2 as authentication type and click Next
3. Choose JumpCloud as IdP Template

Step 3: Create application in JumpCloud

1. Navigate to SSO in the sidebar on the left
2. Click + to add new app
3. Choose Custom SAML App
4. In Application Information enter the following:

• Display Label: Application name e.g. Clockify
• Logo: e.g. upload Clockify logo

In SSO tab you can proceed with the next step. The page contains SSO Setup instructions which include the IdP Metadata XML file. Download IDP Metadata from JumpCloud and save it for later.

Continue by populating the following fields.

• IdP Entity ID: e.g. https://yourcompanysubdomain.clockify.me 
• SP Entity ID: Copy/paste Default Relay State from Clockify

Example of Default Relay State:

{"location":"https://yourcompanysubdomain.clockify.me", "organizationName":"yourcompanysubdomain"}

Make sure you put straight quotes instead of curly ones, or it won’t work.

• ACS URL: Copy/paste Reply URL from Clockify, e.g. https://global.api.clockify.me/auth/saml2

5. In User attribute mapping add attributes mapping Service Provider Attribute Name to JumpCloud Attribute Name 
6. Click Activate
7. Open the application you created
8. Click on IDP Certificate Valid on the left and download the certificate
9. Click Save

You’ve successfully created your application in JumpCloud. Now you can decide which users from your JumpCloud account will be able to access Clockify and finish the configuration in Clockify.

Step 4: Finish SSO configuration in Clockify

1. Navigate back to Clockify
2. In SAML2 authentication form enter the following information:

• IdP Entity ID: e.g. https://yourcompanysubdomain.clockify.me
• Metadata Url: Upload IdP Metadata XML file you downloaded in Step 3
• IdP Url: Copy/paste IDP URL from JumpCloud
• Advanced: Copy/paste IDP Certificate from JumpCloud

Click Finish configuration to complete the process and enable Log in with SAML2. Optionally, disable Log in with email and password.

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Google Login

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Once you move to subdomain, the default Google log-in will stop working and you’ll have to configure it manually to continue using it.

Setting up Google log-in is quick and easy.

You’ll need to have a G Suite or Cloud Identity account in order to do this.

You need to Set up OAuth 2.0 in your Google account, create a project and get OAuth 2.0 client ID for a web application.

In Google Cloud Platform navigate to API & Services and choose Credentials. Open the project/application you’ve created and paste https://yoursubdomain.clockify.me/login under the Authorized redirect URIs.

You should also add the following URIs in order for the OAuth login to work on Clockify mobile apps:

• https://app.clockify.me/login
• https://app.clockify.me/login/android/oauth2
• https://app.clockify.me/login/ios/oauth2

Regional redirection

If you’re using regional servers for hosting, these are the URLs available for regional redirection:

United States (US)

• Android: https://use2.clockify.me/en/login/android/oauth2 
• iOS: https://use2.clockify.me/en/login/ios/oauth2

Australia (AU)

• Android: https://apse2.clockify.me/en/login/android/oauth2
• iOS: https://apse2.clockify.me/en/login/ios/oauth2

Europe (EU)

• Android: https://euc1.clockify.me/en/login/android/oauth2
• iOS: https://euc1.clockify.me/en/login/ios/oauth2 

United Kingdom (UK)

• Android: https://euw2.clockify.me/en/login/android/oauth2
• iOS: https://euw2.clockify.me/en/login/ios/oauth2

1. In Clockify, go to Authentication tab and click Configure SSO
2. Choose OAuth2 authentication type
3. Choose Google in IdP Templates modal
4. Click Next
5. Copy/paste Client ID and Client Secret from your Google app as seen in the example below (fields in the Advanced section will be pre-populated)

Your screen in Clockify should look something like this:

and

Click Finish configuration to complete the process. Check the Log in with OAuth checkbox to start using Google login. Optionally, you can force everyone to use your company’s Google identity for logging in by disabling Log in with email and password.

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OAuth with Microsoft Azure

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You can connect Azure to Clockify by setting up OAuth.

Step 1: Create subdomain in Clockify

For more information on this, check out Setting up custom subdomain section.

Step 2: Add SSO configuration in Clockify

1. Click Configure SSO
2. Choose OAuth2 as authentication type
3. Choose Azure in IdP Templates modal
4. Copy Redirect URI

Step 3: Register application in AzureAD

1. Navigate to App registrations
2. Click New Registration
3. Enter the following information:
   • Info:
     • Name: Clockify
     • Supported account types: Choose what you prefer; in our case it’s Accounts in this organizational directory only (Default Directory only – Single tenant)
     • Redirect URI: Paste what you copied from Step 2; https://yourcompanysubdomain.clockify.me/login (it can also be: https://app.clockify.me/login/ios/oauth2 or https://app.clockify.me/login/android/oauth2) and click Register to continue

You should also add the following URIs in order for the OAuth login to work on Clockify mobile apps: https://app.clockify.me/login/ios/oauth2 and https://app.clockify.me/login/android/oauth2 

or, if you’re using one of the regional servers, you should add one of the regional URLs.

Step 4: Configure (Clockify & Azure)

Configure AzureAD: 

• Certificates & Secrets:
  • Choose New client secret
    • Description: Clockify
    • Expires: Never
  • Click Add
• Client Secret: Copy/paste the value of this client secret
• API permissions:
  • Add a permission
    • Microsoft Graph
    • Check openid in Delegated permissions
    • Add permissions (you can also check other permissions such as email and profile)
• Refresh the page
• Go back to Overview

Configure Clockify:

• OAuth2 authentication:
  • Client Id: Go to Azure — Overview — Application (client) ID: copy the value and paste it back in Clockify
  • Client Secret: this should already be pasted from previous steps (Certificates & Secrets)
  • Directory (tenant) ID: Go to Azure — Overview — Directory (tenant) ID copy the value and paste it back in Clockify

Fields in the Advanced section will be pre-populated.

Your screen in Clockify should look something like this:

and

Click Finish configuration to complete the process. Check the Log in with OAuth checkbox (and optionally disable Log in with email and password).

Alternatively, you can connect Azure using the SAML2 authentication protocol, first by adding an unlisted (non-gallery) application to your Azure AD organization and then configuring SAML-based single sign-on to this non-gallery application.

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OAuth with Okta

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Step 1: Create subdomain in Clockify

For more information on this, check out Setting up custom subdomain section.

Step 2: Create application in Okta

1. Navigate to Applications in the sidebar
2. Click Create App Integration button
3. Choose OIDC – OpenID Connect in Sign-in method section
4. Choose Web application in Application type section
5. Click Next

Create OIDC Integration

In New Web App Integration, General Settings form enter the following information and click Save.

1. App integration name: e.g. Clockify
2. Logo (optional): e.g. upload Clockify logo
3. Sign-in redirect URIs: Copy/paste URL from Redirect URL (Advanced section) in Clockify SSO configuration

You should also add the following URIs in order for the OAuth login to work on Clockify mobile apps:

• https://app.clockify.me/login
• https://app.clockify.me/login/android/oauth2
• https://app.clockify.me/login/ios/oauth2

or, if you’re using one of the regional servers, you should add one of the regional URLs.

Then, scroll down and in the Assignments section check Allow everyone in your organization to access option. Click Save to complete the action.

You should get the screen that looks like this:

Step 3: Add SSO configuration in Clockify

Now, in Clockify, in Authentication screen where you created your subdomain:

1. Click Configure SSO at the bottom of the screen
2. Choose OAuth2 as authentication type
3. Choose Okta as IdP Template
4. Click Next

In OAuth authentication form enter the following information:

• Client ID: Generated in Okta in the previous step; copy it from the Client Credentials section
• Client Secret: Same as Client ID; copy it from the Client Credentials section
• Okta Domain: Copy it from Okta, General Settings, Okta domain field (Note: Okta Domain requires a domain name only, for example: doamin_name.okta.com instead of: https://domain_name.okta.com)
• Advanced section is pre-populated (automatically generated)

The screen should look something like this:

and

Step 4: Assign application in Okta

In Okta:

1. Navigate to Applications
2. Choose Clockify
3. In Assignments tab click Assign
4. Choose Assign to People/Groups depending on who from your Okta account you’d like to be able to access Clockify

In Clockify, click Finish configuration to complete the process and enable Log in with OAuth. Optionally, you can disable Log in with email and password.

Finally, your screen in Clockify should look something like this:

And that’s it! Now you, and your workspace users are able to log in to your workspace with OAuth.

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The post Single sign-on (SSO) appeared first on Clockify Help.

You can enable extra features by subscribing to one of our paid plans. The prices are based per user seat.

Before you upgrade, make sure you’re logged in to the workspace where you want to have the extra features. If you have more than one workspace, you will have extra features available only in the workspace you decided to upgrade.

The upgrade is per the number of active users you have in the workspace regardless of users’ roles or what feature they will use.

User seats

User seats represent the number of active users you can have in your workspace.

When first subscribing to a paid plan, you must buy a seat for each active user, plus you have the option to purchase more user seats if you plan on inviting more users after.

Active user is every user in the workspace regardless of their role and what feature they will use.

Every time you invite someone to your workspace (or they automatically join), they take up one user seat. If there are no available user seats left, you won’t be able to invite users and they won’t be able to join your workspace.

You will be charged each billing cycle for the total number of user seats you have. This means you can have more user seats than actual users in the workspace and you will be charged for all user seats regardless if they are all used.

You only need a seat for an active user in your workspace. This means, for example, that if you pay an annual license for one seat, you can have one active user for a few months, and then deactivate them, and invite some other user who will take up their seat (each time you deactivate a user, you free up the seat they occupy).

If you have Kiosk active, you can add limited users, which are charged separately.

Adding and removing user seats

Only owner/admins of the workspace can manage subscriptions and add or remove user seats.

If you’ve used all available user seats in your workspace, you can add more users by purchasing additional user seats from the Subscription section in the left sidebar.

The progress bar in the Subscription section provides information on the number of used vs purchased user seats. This progress bar is also shown on the Team page which you use to invite users, set them as inactive, or delete them.

If there are available user seats in the workspace, the bar will be blue, if there are no available seats left, the bar will be red.

Additional user seats can be purchased anytime by selecting the Add option.

The option to remove user seats will only be shown if you have more available user seats than used ones. In other words, only unused user seats can be removed.

By selecting Remove or Add option, you will get the pop-up where you specify the number of user seats to add/remove.

There are no refunds for removed user seats.

If a subdomain has the auto-join option enabled, new users will be able to join only if there are available seats.

In case all seats are occupied, users trying to auto-join will get a message that there are no seats available and to contact their admin to purchase more seats. Owner/admins will receive an email notifying them that someone is trying to join their workspace but there are no user seats available.

To help you proactively manage your account, Clockify will also notify owner/admins when 90% or more of user seats are used up and instructions on how to purchase more.

Payment process

When first subscribing to a paid plan, you need to complete the following three steps:

• Customer info: Choose customer type and country or state – this may affect currency and available options in your Payment tab
• Invoice info: Fill out information that will be provided in an invoice such as a company name, email and tax type and tax id if your customer type is a company or an organization
• Payment info: Enter all the payment information including information about your credit card and check our Terms of Use

Once you enter your credit card and click Finish payment, you’ll be immediately charged and get access to the extra features.

Currently, we only support payments by credit card.

Based on the country or state selected in the Customer info, the subscription cost can be calculated in USD, EUR or CHF.

Payment is tied to the workspace. If you have multiple workspaces, you can choose which ones you want to pay for.

The payment is done securely through Stripe. We don’t store any credit card information.

Your subscription is automatically renewed each month so you don’t have to worry about forgetting to renew the subscription and thus disabling some features (like locking timesheets).

We generally don’t offer refunds, unless there was some system error. In that case, contact our support at support@clockify.me so we can sort things out.

Failed payments

If you’ve had a valid subscription, but for some reason a payment fails, you’ll get a two weeks grace period (payment overdue).

During the grace period, you can go to your Subscription section and update your payment information, and our payment processor will try to perform the payment again.

Once the grace period ends, you’ll be downgraded to the free plan (you won’t lose any data, only access to the extra features).

Annual payment

In addition to monthly billing, you can also pay annually. If you pay annually, you’ll get 20% off.

You can switch to annual billing at any time from your Subscription section (the link for annual payment appears on the left side, beneath your current plan).

Once you switch from monthly to annual billing, you’ll be immediately charged a prorated price (i.e. annual price minus the remaining calculation from your current plan).

If you’re trying to switch from the monthly to annual subscription from your phone or tablet and you don’t see the link in the Subscription section, go to the Upgrade page and you’ll see the annual billing link next to the monthly.

Downloading invoices

You can get all your invoices by clicking on the Subscription button in the sidebar and then switching to the Invoices tab. There, you’ll see Past Billing statements where you can download your invoices.

Upgrading to a higher plan

1. Click on the Subscription button in the sidebar
2. Switch to the Plans tab
3. Choose the billing cycle (monthly/annual)
4. Click Upgrade beneath the plan you want
5. Confirm upgrade

When upgrading, you’ll be immediately charged a prorated price of the new plan for the current billing month.

Downgrading to a lower plan

1. Click on the Subscription button in the sidebar
2. Switch to the Plans tab
3. Click Downgrade below the plan you’d like to have
4. Confirm the action

Warning banner at the top of the current plan will indicate that you’ve downgraded to the plan above and once the current subscription ends, new subscription of the lower plan will start (it’s the same if you’re switching from annual to a monthly plan).

Canceling (from paid to free)

You can cancel your subscription in just a few seconds any time you want:

1. Click the Subscription button in the sidebar
2. Scroll to the bottom of the page
3. Click Cancel subscription in the bottom right corner, provide feedback, and confirm your decision

Once you cancel:

• No further charges will be made
• You’ll still be able to download all your previous invoices
• You’ll be able to continue using the extra features until the end of the paid period
• After the paid period ends, you’ll be downgraded to the Free plan
• Upgrade/downgrade doesn’t affect data, only access to extra features (data is retained forever unless you decide to delete the workspace or your account)

FREE plan

• Unlimited tracking
• Unlimited users
• Unlimited projects
• Kiosk mode
• Reports
• Multiple currencies
• Apps and time tracking integrations (excluding QuickBooks)
• Support
• API

BASIC plan

$3.99 per user, per month if you upgrade to the annual plan
$4.99 per user per month if you upgrade to the monthly plan

The Basic plan allows users to easily edit data on their account and have some additional control. Features included in this plan:

• All FREE features
• Add time for others
• Hide time and pages
• Required fields
• Bulk edit
• Decimal format
• Time audit
• Customize reports
• Project templates
• Historic rates
• Edit profiles
• Import timesheets
• PIN
• Breaks on kiosk app
• Breaks on web app

STANDARD plan

$5.49 per user per month if you upgrade to the annual plan
$6.99 per user per month if you upgrade to the monthly plan

Standard plan allows users to have more control over the account and manage users more easily. Available features in this plan:

• All BASIC features
• Time off
• Invoicing
• Time approval
• Lock timesheets
• Targets & reminders
• Manager role
• Task rates
• Time rounding
• QuickBooks integration
• Force 2FA / MFA
• Customize kiosk
• Attendance & overtime

PRO plan

$7.99 per user per month if you upgrade to the annual plan
$9.99 per user per month if you upgrade to the monthly plan

Pro plan is great for users who need more advanced features for tracking project profitability and team productivity. Available features in this plan:

• All STANDARD features
• Scheduling
• Expenses
• Labor cost and profit
• Budget and estimates
• Custom fields
• User fields
• Email reports
• Assignment report
• Alerts
• Force timer
• GPS tracking
• Screenshots
• Forecasting
• Data regions
• Assign currency to client

ENTERPRISE plan

$11.99 per user per month if you upgrade to the annual plan
$14.99 per user per month if you upgrade to the monthly plan

The Enterprise plan provides the users full control over the account. It includes all available features in Clockify from all plans.

• All PRO features
• Single sign-on (SSO)
• Custom subdomain
• Control accounts
• Audit log

Users with India issued cards – how RBI regulation affect your subscription?

As of October, 2021, if you are a holder of a card issued in India you will need to authorize merchants (like Clockify) to make recurring charges to your card.

This led to an increased number of failed payments for our users with cards issued in India. Rest assured that Clockify has done everything to comply with these regulations.

In essence, you will need to authorize Clockify to be able to collect recurring payments.  Before your subscription renews, you will receive an email from us to confirm your payment.

This email is sent to the address you have left on the Invoice information on your Subscription tab. Simply confirm the payment and everything should be alright from there.  For payments where the recurring charge is greater than 5,000 INR (~66 USD), you would need to authorize each recurring payment.

This means that every time your subscription renews, you will receive an email from us to confirm the payment and you will need to confirm it in order for the payment to be successful. 

Helpful tips:

• make sure you’re using a card that supports AFA (if not, you can change your card in Subscription > Payment information)

• check the email to see if you have received an email to authorize the payment

• contact your bank to confirm and authorize the payment

The post Upgrade & subscription appeared first on Clockify Help.

You can try all the PRO features for free for 7 days, no credit card required.

If you need more time to test things, you can contact us for trial extension or a live demo.

Activating trial

1. Log in to your Clockify account
2. Click Upgrade in the top bar (or follow this link)
3. Click Start Trial
4. Confirm

Trial can be activated only once per workspace. Also, if the workspace was upgraded at any point, trial won’t appear.

When trial ends

When the trial is active, you’ll have a countdown timer in the upper left corner in Clockify, showing you how many days you have left.

After the trial expires you’ll be downgraded to the FREE version.

All the data you’ve created and imported will remain, but the extra features will become disabled.

For example, all the time entries you’ve imported will remain, and the expenses you’ve created will remain but you won’t be able to access them (i.e. Expenses will become disabled in workspace settings).

To access the extra features and the data you’ve used, you’ll need to Upgrade your account.

If you need more time to test, contact us for the trial extension and we’d be glad to help.
In case you get the trial extension, your countdown timer will display a number of days for which your trial version has been extended.

The post Free trial appeared first on Clockify Help.

You can choose if regular users can see:

• All tracked time and expenses: regular users will be able to see the time entries and expenses made by other people on every project
• Only time and expenses on public projects: regular users will be able to see the time entries and expenses made by other people on public projects
• Only their own time and expenses: regular users will only be able to see their own entries
  and expenses

You can also choose whether users can access Team Dashboard and if they can access project status tab (so they can track progress and how much of the estimate remains). If users can access status but can’t see billable rates, they’ll only be able to see progress and all amounts will remain hidden.

This setting doesn’t affect project managers. Project managers, even though they’re regular users, can see all tracked time on projects where they have the manager role.

You can learn more about who can do and see what here.

Hide pages

Additionally, you can hide Projects, Team, and reports pages from Regular users’ side bar.

Hiding pages affects managers differently:

• Project managers always see Reports and Projects pages
• Team managers always see Reports page

The post Hide time & pages appeared first on Clockify Help.

Adding time for others is an extra feature, which you can enable once by upgrading your workspace to any of the paid plans.

Adding time in Timesheet

Here’s what you need to do to add/edit time on your team member’s timesheet:

1. Go to your Timesheet Page
2. Click the Teammates button
3. Select a Teammate to view their Timesheet (Active, Inactive, All)
4. Choose a Project or a Task
5. Add/edit time for that Teammate

If you don’t see Timesheet in the sidebar, you can enable it in Settings.

Adding time in the Detailed report

If you need to be more specific regarding the time entry, you can add time on your team members’ behalf directly from Detailed Reports page with just a few clicks.

You can add time for a one or multiple users at once.

1. Hover over Reports on the sidebar and click Detailed
2. Click Add time for others button
3. Click Select user
4. Choose members or groups for whom you would like to add time
5. Enter start and end time and pick a date
6. Click Add

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

In addition to adding time for someone else, you can also reassign entries to a different user. You can reassign entries one by one by clicking on entry’s user and choosing a different person, or in bulk form the bulk edit screen.

Workspace owners or admins can add or edit another person’s time entries. Team managers can perform these actions if this option is enabled in the workspace settings. Regular users can only edit their own time entries.

Add time in Calendar

1. Go to the Calendar page
2. Click the Teammates button and select a Teammate to view their Calendar
3. Click on any open time slot to add a time entry
4. Click and drag up or down to create a time entry for the desired time slot

The post Add time for others appeared first on Clockify Help.

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

Updating multiple time entries

1. Go to Detailed report
2. Select check-boxes for the time entries you wish to update
3. Once selected, click Bulk edit at the top of the table
4. Select which properties you wish to update and set new values
5. Click Save to update all selected time entries with new values

When you’re adding tags to time entries, you can select whether you wish to add the new tags to existing ones, or to overwrite them.

Before editing, you can filter time entries you wish to update and then click the top checkbox to select all the filtered time entries with one click.

Updating multiple projects

1. Go to the Projects page
2. Select check-boxes for the projects you wish to update
3. Once selected, click Bulk edit at the top
4. Select which properties you wish to update and set new values
5. Click Save to update all selected projects with new values

When you’re adding members to projects, you can select whether you wish to add the new members to the existing members list, or to overwrite it.

Tip: Before editing, you can filter the project you wish to update and then click the top checkbox to select all the filtered projects with one click.

Deleting tasks on multiple projects

You can also use a bulk edit option to delete tasks on multiple projects. Use it to save time and improve your efficiency. 

To delete tasks:

• Go to the Projects page
• Select check-boxes for the projects you wish to delete
• Once selected, click Bulk edit
• In Bulk edit modal, check Task option
• Choose Overwrite existing option
• Click Save

Type DELETE in the confirmation modal and click Save to confirm the action.

Updating multiple members’ time tracking settings

1. Go to the Team page
2. In Members tab select team members whose settings you wish to update
3. Once selected, click Bulk edit at the top
4. Select which properties you wish to update and set new values
5. Click Save to update all selected members with new values

Only admins and owners can perform this action.

Bulk edit users can be performed on any paid plan. However, if you are on a PRO plan and therefore have custom fields and cost rate available, you will be able to see and edit these properties.

The post Bulk edit appeared first on Clockify Help.

Audits can be conducted both by admins and regular users:

• Admin can find all the faulty entries in the entire workspace with one click and fix them
• Team members can find their incomplete entries with one click and fix them

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

To record and analyze changes made to time entries (e.g. who changed start time, deleted entry, etc.), you can use the Audit log feature.

When to use time audit

• When you’re in the middle of something, you just want to start a timer and add a project/categorize the entry later.
• When you need to clean up timesheets before invoicing clients and you need to find entries that your team forgot to categorize.
• Find time entries you’ve made by accident (shorter than 1 minute or longer than 8 hours) so you can delete them.

Using time audit

1. Go to Detailed report
2. Click Time Audit drop-down
3. Select what kind of entries you want to find (without a project/task, suspicious duration)
4. Directly edit time entries (add project/task, delete, fix duration)

You can also use filters on top of the audit.

When you select Suspicious duration, you can define the duration that makes an entry suspicious. To clear suspicious duration filter, click Clear all.

The post Time audit appeared first on Clockify Help.

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

How to enable required fields

On the Workspace Settings page, administrators can define which fields on a time entry are mandatory before the time entry can be created.

You can make these fields mandatory:

• Project
• Task
• Tag
• Description

When the task is a required field, projects that don’t have tasks don’t show up in the project picker.

How it works

For example, if you check project and tags as required:

• No one can add a time entry without a project and tag (not even admins)
• The timer can be started but can’t be stopped until you add a project and tag
• Timesheet won’t let you add time without selecting a tag

The post Required fields appeared first on Clockify Help.

Updating historic rates is an extra feature, which you can use by upgrading your workspace to any of the paid plans.

When you edit some hourly rate, you can apply the new rate:

• Apply only to new time entries onwards (eg. someone got a raise or you increased price starting today)
• Apply to entries from some specific date onwards (eg. you made a deal to increase rate from May 2022 onwards)
• Apply to all past and future time entries (eg. the old rate was wrong)

The post Historical rates appeared first on Clockify Help.

Decimal format is an extra feature, which you can enable by upgrading your workspace to any of our paid plans.

Enabling decimal format

To enable decimal format, go to Workspace Settings and under Duration format select Decimal (h.hh).

Once decimal format is enabled:

• Duration will be displayed in decimal format everywhere in the interface (tracker, reports, etc.)
• Duration in PDF report exports will be in decimal format
• Cells in Timesheet (along with other duration inputs) will interpret a single digit as hour (e.g. if you type 1, it will be treated as 1h)

The post Decimal format appeared first on Clockify Help.

Customizing exports is an extra feature, which you can enable by upgrading your workspace to any of our paid plans.

Export settings

To choose which columns you wish to export in CSV, Excel, or PDF:

1. Go to a report
2. Click Export
3. Choose Customize
4. Select which information you wish to get when you export CSV/Excel/PDF
5. Save
6. Each report you export from now on will contain only the selected data

This customization works on a per-user basis, and is remembered across sessions. If you decide you need some column, you can always turn it back on.

You can add custom text at the footer of the PDF report by checking Notes option and entering text. All PDF exports for that type of report will have that text until you disable the note.

You can also get a separate column for each user’s group in CSV/Excel once you enable Group in the Detailed report’s export settings.

Branded reports

Exported PDF reports with your company logo.

Simply upload your company logo in your workspace settings and your logo will be included in each PDF you export, and Created with Clockify will no longer appear in the PDF footer.

Branded reports is an extra feature, which you can enable by upgrading your workspace to any of the paid plans. You can try out the feature for free by activating the free trial (no credit card required).

Name on the printed report

If you need to have a custom text displayed at the top of the report (e.g. instead of the usual Summary report), share the report and then open the link and export the PDF.

Logo ratio

When choosing what logo to upload, keep in mind:

• Square (1:1 ratio) logos work the best
• Logo, where the width is longer than the height (3:1), will appear larger
• Logo, where the height is longer than the width (1:3), will appear smaller

The post Customize report exports appeared first on Clockify Help.

Free plan

Free plan users can only export projects without customization. The data that is exported in that way includes project name, client, whether the project is private or public, whether it’s billable, project tasks and so on. 

Basic and Standard plan

Users on Basic and Standard plans can customize the export. Apart from the project details, they can also export custom fields, if there are any. 

Pro and Enterprise plan 

Users on Pro and Enterprise plan can opt for exporting tracked hours, estimated and remaining budget, overage, recurring estimate, or cost rate. 
If the Expenses and the Activate cost rate are enabled, then there will be some additional checkboxes in the Customize export modals (expenses, billable and non-billable expenses and cost rate). 

If user downgrades to a lower or free plan, the settings and configurations available on paid/lower plan will no longer be available.

The post Customize project exports appeared first on Clockify Help.

Import will create all the necessary projects, tasks, clients, tags, and time entries – all you need to do is provide the file.

Importing time is an extra feature, which you can enable by upgrading to any paid plan. If you don’t have a subscription, only projects, clients, and tasks will be imported.

Importing steps

1. Go to the Workspace settings
2. Choose Import tab
3. Prepare and upload CSV file (you can export CSV of Detailed report in Clockify to see how the file should look like)
4. Clockify will analyze how many entries will be imported (and how many new projects or tasks will be created if you’re missing some)
5. Review information and click Start import

CSV file example

You can export CSV of Detailed report in Clockify to see how the file should look like,

Download example CSV file

Project,Client,Description,Task,Email,Tags,Billable,Start Date,Start Time,Duration (h)
PTO,Sol-Tech,Time off,Vacation,james.white@gmail.com,,No,08/31/2019,9:00 AM,8:00
GS-100 Administration,Global Solutions,Feature development,Development,dale.the.knight@gmail.com,,Yes,08/31/2019,9:00 AM,8:00
CT-200 Banking app,California Tech,Troubleshooting,Support,ethel.rose.parker@gmail.com,,Yes,08/30/2019,4:00 PM,1:00
CT-200 Banking app,California Tech,Wireframing,Design,yvonne.gardner.ivy@gmail.com,,Yes,08/30/2019,3:00 PM,2:00
GS-100 Administration,Global Solutions,Answering tickets,Support,ethel.rose.parker@gmail.com,€,Yes,08/30/2019,2:00 PM,2:00

Time formats

Make sure the formats (time, duration, date) in the CSV file and your account match each other.

For example, if the start time in your CSV file is 1:00PM, but your account shows 13:00, the import will fail. You’ll have to either change the time in CSV to 13:00, or go to your Profile setting and change time format to 24-hour.

• Duration format – you can change it in Workspace settings (hh:mm:ss, h:mm, h.hh)
• Date format – you can change it Profile settings (DD/MM/YYYY, MM-DD-YYYY, etc.)
• Time format – you can change it Profile settings (12-hour, 24-hour)

Max character limits

• Description: 3,000
• Task: 1,000
• Project: 250
• Client: 100
• Tag: 100

Notes

• Only admins can import time entries.
• You can perform an import action for an unlimited number of times, but the file size is limited to 1MB.
• You can import time only for users on your workspace (active, inactive, or invited). User’s email in Clockify and their email in the CSV file have to match.
• Limited members (users without email) are currently not supported.
• Required fields for time import: Email, Start date, Start time, Duration.
• Optional fields for time import: Billable, Description, Project, Task, Client, Tag (if some required field is enabled, it is required in CSV too).
• If you don’t group projects by client, you should rename the client column in the CSV file accordingly.
• Duration in the CSV file should match the selected Duration format in workspace settings (hh:mm:ss or h:mm).
• Values in Start time and Start date columns in the CSV file should match your start and date formats from your profile settings.
• End date and end time are calculated automatically based on start time and duration.
• Time entries are imported according to the time zone of the person who does the import.
• If you don’t specify an entry’s billable status, it will be inherited from its project.
• Hourly rates are inherited according to the hierarchy.

The post Import timesheets appeared first on Clockify Help.

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

Creating template

Here’s how you can set up a project as template:

1. Go to your Projects page
2. Click on the three dots near the project’s name
3. Select Set as template

You can set up an unlimited number of templates.

If a user on a project set as template doesn’t have an account yet, they won’t have access to projects made from the template.

Creating project from template

Now that you’ve set up a project template, you can use it when creating new projects.

1. Go to your Projects page
2. Click the Create new project button in the upper-right corner
3. Click the No template field
4. Choose your template from the drop-down
5. Click Create

Removing template

If you no longer want a certain project to serve as a template, you can easily remove it as a template.

1. Go to your Projects page
2. Click on the three dots near the project’s name
3. Select Don’t use as template

If you archive a certain project that serves as a template, that’s okay, it will still be offered as a template until you manually remove it as a template.

Regular users can’t create new templates or delete existing ones. Also, only regular users assigned to the private project saved as template can use this template.

Changing template

If you change a project that was saved as a template, projects created based on that template will not be changed.
Only new projects created from the changed template will reflect the changes.

The post Project templates appeared first on Clockify Help.

PIN is an extra feature, that you can enable by upgrading your account to any PAID plan.

Enabling PIN

When you create or edit a kiosk, you need to enable the “Requires PIN” checkbox. If you don’t, everyone can select anyone’s profile and clock in for them.

Each kiosk also comes with a Universal PIN that allows you to clock in and out for anyone on the kiosk (except admin).

For example, you can tell this Universal PIN code to a shift manager so they can clock in for others if needed.

Entering PIN

Each person automatically gets a personal PIN code.

When an employee opens a kiosk, they select their profile, and enter their personal PIN code to clock in.

A person can also enter that kiosk’s Universal PIN code (if you know it), which overrides an employee’s personal PIN code.

You can’t sign into admin’s profile with Universal PIN.

Managing PIN codes

To see PIN codes for all users on some kiosk:

1. Go to Kiosks page
2. Click on three dots next to a kiosk
3. Click Export Assignees
4. Open the CSV file to see all kiosk assignees and their PIN codes

To edit someone’s personal PIN code:

1. Go to Team page
2. Click on three dots next to a person
3. Click Edit PIN
4. Click Generate (or enter PIN code manually)
5. Click Save

To edit Universal PIN code for some kiosk:

1. Go to Kiosks page
2. Click on three dots next to a kiosk
3. Make sure Requires PIN is enabled
4. Click Generate or enter custom Universal PIN code
5. Click Save

Forgot PIN

If you forgot your PIN, you can click on the Forgot your PIN? link.

Confirm the action and admins will receive an email so they can help you.

PIN code requirements

• A regular user can’t have the same PIN code as some admin.
• Each kiosk has a unique Universal PIN code.
• An admin can’t have the same PIN code as any Universal PIN code on any kiosk.
• Any PIN code can’t have the same four digits (e.g. 1111).

The post PIN (kiosk) appeared first on Clockify Help.

They can start or end their breaks using your kiosk terminal.

Later, in reports, admins and managers can see when each employee was on a break and for how long.

Breaks are an extra feature, which you can enable by upgrading your account to any PAID plan.

Admins can enable Breaks in the Workspace settings.

Starting a break

1. Go to kiosk
2. Select your profile
3. Enter your PIN (if required)
4. Choose Start break

If you’re clocked-in and start a break, you’ll be automatically clocked-out and a timer for break entry will start immediately.

People who are on a break will have an orange dot next to them on the kiosk list.

Team Dashboard also shows who’s currently clocked-in and who’s on a break in the web app.

Finishing a break

1. Go to kiosk
2. Select your profile
3. Enter your PIN (if required)
4. Choose Finish break

When you finish a break, you’ll be automatically clocked-in again. A break timer will end and a new clock-in timer will start.

Reporting on breaks

You can distinguish break entries from regular work entries:

• On the Timer Tracker, Detailed report, and Approval, a break entry will have a gray “Break” tag
• In the Calendar, a break entry will have a coffee cup icon on it
• In the Timesheet, a new line shows all breaks summarized

You can define to which project/task break time will be tracked in the kiosk settings:

1. Go to Kiosk page
2. Click three dots next to some kiosk
3. Choose a default project/task for break
4. Save kiosk and all break time will be tracked to the selected project/task

Please note that you can change the default project/task break for one or multiple kiosks, if you’re a member of multiple kiosks. If you click a continue icon on a break entry (via Time Tracker or Calendar), a timer for a new break entry will start running.

On the Timesheet, you can edit breaks, or copy them from previous week or via template.

In the Detailed report and Time Tracker, break entries can be edited in the same way as other time entries. You can also include them in invoices if they’re billable.

You can filter reports by break and non-break status in the Status filter.

You can see break status of each entry in the Detailed report export (Excel, CSV).

It’s not possible to remove the break tag from an entry.

If you need to manually create a break entry, duplicate an existing one and modify its information (e.g. start/end time, user, etc.). If you duplicate it while the Break feature is disabled, a regular entry will be created instead.

If you’re no longer on a paid plan, Break feature will be disabled, but time entries for break made by that point will remain visible, but not editable.

The post Breaks (kiosk) appeared first on Clockify Help.

This is an extra feature available on any paid subscription plan.

Tracking breaks

1. Navigate to the Time tracker in the sidebar
2. Select Break mode in the drop-down 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.

When you’re ready 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. 

Managing breaks

Break entries can be distinguished from the regular time entries on the Detailed report. 
Admins and Workspace owners can convert regular time entries into break entries by clicking on the three dots next to the entry and selecting the Mark as break option. The opposite can be done and a break can be changed into a regular time entry by clicking on the three dots and choosing the Mark as non-break option.
When exporting a detailed report, you can customize the export to include break entries. If you decide to include them, a CSV or Excel file will feature an additional column indicating whether the entry is a break or a non-break. 

If break entries are created for the project that already has regular entries, the row on the Timesheet page will be duplicated, one marked with (break). Here, you will be able to add break entries for that project.  

On the Calendar page, break entries are marked with a cup icon.

When it comes to invoicing, only billable break entries will be imported. 

Breaks are also calculated in the Forecasting tab ensuring that the future planning accounts for the breaks. 

In the approval process, break entries are included and calculated in the submitted time. They are also visible in the table alongside other time entries.

The post Breaks (web) appeared first on Clockify Help.

Lock timesheets is an extra feature, which you can enable by upgrading your workspace to Standard, Pro, or Enterprise plan.

Locking timesheets

1. Open Settings from the left sidebar
2. Switch to the Permissions tab
3. Toggle Lock entries switch to activate
4. Specify a date before which all time entries will be locked
5. Changes will be automatically saved upon selecting the date or toggling the Lock entries switch

When entries are locked before, for example, April 15th, it means that regular users won’t be able to:

• Edit any time entries with the date April 14th or earlier
• Add new time entries with the date April 14th or earlier

Locking timesheets doesn’t affect administrators. Admins can still edit and add time in the locked period.

To unlock, move the switch back, and everyone will be able to edit all their time entries and add new ones to any date they want.

If you lock timesheets each month and have users across timezones, you should set the lock to the 2nd of each month. If you set it to 1st of the month, your team that’s in the later timezone won’t be able to enter dates for the last day in the previous month due to timezone difference.

Automatic lock

Set automatic lock and the lock date will get auto-updated each day, week, or month so you don’t have to do it manually anymore.

How to set automatic lock

1. Go to workspace settings and switch to the Permissions tab
2. Switch Automatically update lock date to ON
3. Select lock frequency (weekly, monthly, older than x days/weeks/months)

When selecting the Weekly option, you have to select two days: when the lock date will get updated (e.g. Wednesday) and what is the first day of the week in your company (e.g. Monday).  This way, when a new week starts (on Monday), your team can still add their missing hours for the previous week before that week gets locked (which happens on Wednesday).

When the automatic lock is enabled, you won’t be able to manually set a lock date.

When you set auto-update lock date older than 1 day, it means that at every end of the day, the lock date will be automatically updated so users cannot edit their yesterday’s hours.

The daily lock is updated every day at midnight, using the workspace owner’s time zone.

If you lock timesheets monthly and have users across timezones, you should set auto-lock to the 2nd of each month – otherwise, your team that’s in the later timezone won’t be able to enter dates for the last day in the month.

Locking today’s time

You can’t lock current or future dates.

To prevent people from adding time manually for today or the future (or changing the start/end time of their entries), you need to enable the Force timer.

Locking expenses

If you’re using expenses, keep in mind that lock date also affects expenses, meaning regular users won’t be able to add or edit expenses for locked dates.

The post Lock timesheets appeared first on Clockify Help.

All approved timesheets are permanently locked. Not even admins can make changes to the approved time, at least not without leaving a permanent written trace).

Time approval is an extra feature, which you can enable by upgrading your workspace to Standard, Pro, or Enterprise plan.

To use time approval, you first need to enable it in the workspace settings.

Submitting time

Users can submit their time both via Time Tracker and Timesheet.

In Time Tracker, you can click Submit under the appropriate week or month, and all time in that week or month will be submitted for approval. In Timesheet, you can click the Submit button at the bottom.

You can still edit your timesheets while the time period is pending approval. Changes to pending timesheets are automatically reflected and shown when approving time.

In case of a mistake, you can withdraw the submission by clicking X on the pending tag. If you withdraw your pending time period, the approval request will disappear, and you can submit that time period again when you’re ready.

If you have an approved time, you can add new time (as long as dates are not locked) but you’ll have to submit the new time by submitting that time range for approval again.

You can submit timesheets even if the dates are locked (but you can’t edit the time).

Once entries are approved, they become permanently locked and you can no longer edit them.

Admin can submit timesheet for any user and team manager for their members, via the Approvals page > Unsubmitted tab when you click on the three dots (approval request will have the info who submitted the timesheet and when).
Also, owner, admin and team manager can see the number of hours of approved time off that a user has in the Time off column.

Submitting time (mobile app)

You can also submit time using the mobile app (iOS and Android):

1. Open Time Tracker or Timesheet
2. Navigate to the time rahge you wish to submit
3. Click SUBMIT
4. Review and confirm by clicking SUBMIT

All submitted weeks or months will have PENDING label next to them. To withdraw the submission, tap on the pending label and then tap Withdraw.

All approved weeks or months will have APPROVED label next to them, and the entries will have the approved checkmark. You can’t edit approved time. But, you can add new time entries (if that time period isn’t locked) and submit it for another approval.

Approving time

Admins can approve and reject submitted time from the Approvals page (available in the sidebar).
Each approval request contains the information of who submitted the request and when the request was submitted at the top of the page.

Whenever there’s a timesheet that’s waiting for approval, you’ll see an orange dot as an indicator in the sidebar.

Pending tab lists timesheets that are waiting for approval. You can approve all request at once or filter by user or group.

If a team member has a team manager, admins can click Remind to approve to send an email reminder to each team manager to approve their team members’ timesheet.

To view the full timesheet, click on the request to view it in more details.

To reject a request, open the request, click on the Reject in the upper right corner, and leave a note. The approval request will be deleted, pending label will be removed, and the user will receive an email containing the note.

If a member who submitted a timesheet has some time entries that are wrong, you can either: reject their entire timesheet (and ask them to fix the entry and resubmit); or you can go to Detailed report and manually correct the mistake yourself (possible only if you’re admin, or their team manager and you have permission to edit other people’s time).

Once you approve time, time entries are permanently locked and not even admins can make any edits.

If you invoice time after approval and want to mark what’s been invoiced, you can import them into an invoice and approved time entries will automatically get an invoiced tag so you can see what’s been invoiced and filter reports by the status.

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.

Editing pending time request

Admins can edit other user’s pending requests directly from the Pending tab in the Approvals page.
Unless time entries are locked, Team managers can edit their team’s pending requests.

To edit pending request:

1. Go to Approvals page
2. In Pending tab, choose submitted timesheet
3. Click on edit pen icon next to time entry
4. In Edit time entry modal, you can edit the following:
   • Time and date
   • Description
   • Project
   • Billability
   • Duplicate/delete entry

After you’ve made all the necessary changes, click SAVE to complete the action.

Manager approval

In addition to Admins, team managers can also approve timesheets for the users they manage.

1. Go to Team page
2. Click on + Role for the person you wish to make a manager
3. Check Team Manager
4. Select users for whom they can view and approve timesheets
5. Save changes

Once a person has a Team Manager role, they can see Approval in the sidebar, and they can see only their member’s approval requests and either approve or reject them.

Approving expenses

Admin or Team Manager can approve, reject or edit the submitted expenses from the Approvals page. As is the case with approving time, if there is some expense waiting for approval, you’ll see an orange dot as an indicator in the sidebar.

If you’d like to submit the Expenses approval in the Approvals page:

1. Navigate to the Approvals page in the sidebar on the right
2. Click the Unsubmitted tab
3. Here’s the list of all the unsubmitted Expense approvals with the Team member’s name, total time, number of approved time off hours and total amount of expenses

They are grouped according to the time period. If you expand one and click on the unsubmitted expenses, you’ll be redirected to the Timesheet page with all the Time entries that can be submitted. 

4. Click the SUBMIT FOR APPROVAL
5. Confirmation modal appears
6. Click SUBMIT to confirm the action

Once the expense has been approved, it cannot be edited in any way.

Editing pending expenses

Admins can edit other user’s expenses directly from the Pending tab in the Approvals page.
Team managers can edit their team’s pending requests unless time expenses are locked.

To edit pending expense:

1. Go to Approvals page
2. In Pending tab, choose submitted timesheet
3. Click on edit pen icon next to time entry
4. In Edit expense modal, you can edit the following:
   • Date
   • Project
   • Category
   • Amount
   • Billability
   • Add/delete receipt
   • Delete request

After you’ve made all the necessary changes, click SAVE to complete the action.

Finding users who forgot to submit time

Admins and Team managers (for their team members) can check whether users added their time entries during the week and send reminders to users that didn’t track time or submit their timesheets. 

This functionality is part of the Approvals feature and is available to users that have the Approvals enabled.

Users that didn’t log their time during the week are displayed in the Unsubmitted tab. Inactive and Limited users are not displayed in this list.   

To see who has unsubmitted time (users who filled timesheet but forgot to submit):

1. Go to Approvals > Unsubmitted tab
2. Users with unapproved time will appear (you can click on time to see their timesheet)
3. Navigate between time range and filter by user or group
4. Click Remind to submit to send an email reminder to all the users you see in the table
5. Alternatively, submit timesheet for the user by clicking on three dots and then Submit

To see who doesn’t have ANY approved time (users who forgot to fill and submit timesheets):

1. Go to the Weekly report
2. Group report by user
3. Select the week you wish to review
4. Choose filter Status > Approved and apply filter
5. Click Show users without time
6. Users with 0 time indicate they don’t have any approved time

or

1. Go to Approvals page
2. Choose Unsubmitted tab
3. Click on Show users without time
4. Click Remind to log and submit (the button is available if there is at least one user with untracked time)
5. Modal pops up with a list of all the user that will receive the reminder
6. Click Send to complete the action

As a result:

• Users that didn’t submit timesheet get an email reminder to submit timesheet
• Users that have untracked time, get a reminder to log their time and submit their timesheet

Mending timesheets

Approved time is locked permanently. It can’t be edited even if you turn off Approvals or downgrade your account.

Regular users can add new time to their approved time period, as long as the dates are not locked. If they add more time, they’ll have to submit that time for approval again, in which case the manager will be able to approve or reject only the newly added time (previously approved time remains).

If there was a mistake and you need to make changes to approved time:

1. As Admin, go to Approval > Approved tab
2. Find the time period that needs fixing
3. Click on the approval request to open its details
4.  Click Withdraw approval in the upper right corner
5. Leave a note, detailing what was wrong, why, and what needs changing
6. Click Withdraw

Once approval is withdrawn, all time entries approved by that request will become editable by admins in Detailed report (plus by their owners, if the dates are not locked). Both the user and all the admins will receive the email containing the note.

When time becomes unapproved, a permanent copy of all the previously approved time entries (along with their original hourly rates) will be created in the Withdrawn tab for audit purpose, so you always have a written trace of all the changes.

Notifications

• Whenever there’s a timesheet that’s waiting for approval, the Approvals item in the sidebar will have an orange dot
• When timesheet is submitted, user’s team manager will receive an email
• When timesheet is approved, the user will receive an email
• When timesheet is rejected, the user will receive an email along with the note
• When approval is withdrawn, both the user and all the admins will receive an email

Note: If you’re admin and wish to receive email notification when a user submits their timesheet, you need to team manager role for users you manage (so you’ll be both admin and team manager for certain users).

You can send email reminders to both users to submit their unsubmitted timesheets, and managers to approve their team members’ timesheets.

The post Approval appeared first on Clockify Help.

Profile editing is an extra feature which you can enable by upgrading your workspace to any of the paid plans. It can only be performed by workspace owners and admins.

To edit someone’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 and then the email will be changed.

Changes in the name, email, profile photo, week start and working days are emailed to the user after being saved.

If you have user fields active (e.g. employee ID, department…), you can edit them in the profile.

You can’t edit profile if user:

• has more than one workspace
• is inactive
• hasn’t yet accepted your workspace invitation
• has Owner role

However, please note that the daily capacity and working days can be edited regardless of the number of workspaces that the user has.

If a user has a workspace they don’t need, they’ll need to leave that workspace:

1. Open workspace picker by clicking on a workspace name in the upper left corner
2. If your company workspace isn’t active, click on it to switch to it
3. Open workspace picker again
4. Click Manage
5. Click on Leave or Delete icon next to the workspace you don’t need
6. Confirm the action

The post Edit profiles appeared first on Clockify Help.

• Project manager: can view all tracked time on their projects, and edit everything on their projects (e.g. set estimates, add tasks, manage project access, etc)
• Team manager: can view all tracked time of their team members and groups, edit their team’s time (if enabled), and approve their submitted timesheets

Hide page feature affects managers also. Managers can always see Reports, plus project manager can see Projects page.

Team manager role is an extra feature, which you can enable by upgrading your workspace to Standard, Pro, or Enterprise plan.

Giving manager rights

To make someone a manager:

1. Go to Team page
2. Click on +Role next to the user you wish to make a manager
3. Check whether you wish them to manage projects or team members
4. Select which projects/members they should manage
5. Click Save

It’s also possible to give someone Project Manager role on the projects page when you click on the Access tab of a project.

Team managers receive email notifications when their members submit timesheet for approval, request time off, track too much time, etc.

If you have Admin role and wish to receive email notifications for certain members, you need to assign yourself team manager role for those users (so you have admin and team manager role).

Team managers can also edit their team member’s time entries if you enable it workspace settings (Permissions tab > Who can edit time for others: Admins and team managers).

You can also assign groups to a team manager. This makes administration easier as you can simply assign team manager a group, and when a new person joins Clockify, all you have to do is add them to the group and the manager will automatically get manager rights for them.

The post Manager role appeared first on Clockify Help.

Managers and admins can also receive an email each day/week/month of all the people who forgot to track their time or if they tracked more than their target.

Targets and reminders is an extra feature, which you can enable by upgrading to Standard, Pro, or Enterprise plan.

There are also You forgot to start the timer reminders, which you can enable inside time tracking apps (desktop app and browser extension, free feature).

Setting up timesheet reminders

1. Go to Team > Reminders tab
2. Specify the target number of hours (daily/weekly/monthly) for your team members to track
3. Specify when the reminders will be sent (when they’ve tracked MORE or LESS than target hours)
4. Click Add

When the selected team members don’t reach their targets or go above them, Clockify will automatically send them an email:

• If you’ve set Day, team members will receive the reminder email the next day (you can choose workdays for when people have to fulfill their targets)
• If you’ve set Week, team members will receive the reminder email on the first day of the next week (the first day of the week depends on each user’s personal Week starts on setting). If you set Monday as your first day and my first working day is Wednesday, and you set a weekly reminder for me, a reminder will start counting from Wednesday (my first day). A reminder will always pick up the user’s information. You can check with users to set the same day, time, and timezone if it’s possible.
• If you’ve set a Month, team members will receive the reminder email on the first day of the next month

Users who haven’t verified their email address won’t receive reminders.

You can add multiple reminders for one user or group (e.g. 7h per day minimum, but 40h per week and 150h per month).

Allocate your team to User groups so you can choose several people at once instead of selecting them one by one.

If a user has a time off, or is on a holiday for that day, they won’t receive a reminder.

Emails for admins and managers

If you wish to receive an email when someone forgets to log their time or they log too much time, click on a reminder’s Them option, and select who also needs to receive the email (admin, team manager).

• Manager and admins receive an email once a day/week/month for everyone who’s under/over their target
• All admins receive emails, and team managers only for their team members
• Admins and managers receive an email according to their personal Day starts and Timezone settings

Editing reminders

To edit a reminder simply click on the highlighted section (users, hours, etc.).

The post Targets & reminders appeared first on Clockify Help.

Task rates is an extra feature, which you can enable by upgrading your workspace to Standard, Pro, or Enterprise plan.

Task hourly rates

To enter rates on tasks, you first need to enable task rates in workspace settings.

Once task rates are enabled, all projects will have a new Billable rate column on their Tasks page. If you have cost rates enabled, Cost rate will also appear.

Task rate overrides project’s default billable rate, and a project member’s rate overrides the task rate (if it exists). You can learn more about hourly rates hierarchy here.

Only admins can set rates, as well as project managers if Who can see billable rates in workspace settings is set to everyone.

Task billable status

To indicate which tasks are billable and which non-billable, enable billable and non-billable tasks in workspace settings.

Once billable status for tasks is enabled, all projects will have a new Billable column on their Tasks page.

To mark tasks as billable, set its billable status to Yes, and all new time entries for that task will be initially set as billable.

If the project is marked as billable, all new tasks will be set as billable by default.

Everyone who can access the project can see tasks’ billable status, and project managers can edit it.

The post Task rates appeared first on Clockify Help.

For example, you can round time to the nearest whole minute in reports so you don’t get distracted by seconds when looking at a report. Or, you can round time to the nearest 6 minutes and export them to get all time entries displayed as a nice round number with just one decimal.

Time rounding is an extra feature, which you can enable by upgrading your workspace to Standard, Pro, or Enterprise paid plan.

Turning on rounding

To round time entries, go to any report, and toggle the Rounding switch.

To choose a different rounding option, click on the dropdown next to Rounding and choose Settings.

Rounding is applied to each time entry. Rounding only affects the reports, meaning that the rounded values will only be displayed in the reports and exports.

What rounding affects when it’s ON

Time rounding only affects the reports and can be turned on and off as you wish.

• Calculating duration: Clockify will first round the duration of each time entry, and then add them up.
• Export: durations and values will be rounded in the export too.
• Calculated earnings: when calculating the value of your billable hours, Clockify takes rounded time entries.
• Detailed report: you can’t edit time entries in the Detailed report when the rounding is on.

Time rounding doesn’t change any data, only how it’s displayed, which can always be turned on/off. If you set the rounding to the nearest minute, your 00:10:56 time entry will be displayed as 00:11:00 once you turn the rounding on. And it will go back to 00:10:56 when you turn the rounding off.

Rounding options

You can set the rounding interval and how you want to round time entries in your workspace settings:

• Round down (for example: if the interval is set to 30min, a 1-29min entry will show up in reports as 0min)
• Round up (for example: if the interval is set to 30min, a 1-29min entry will show up in reports as 30min)
• Round to nearest (for example: if the interval is set to 30min, a 1-14min entry will show up in reports as 0min, and a 16-29min entry as 30min)

If your duration format is set to hh: mm in your Workspace settings, time entry will be rounded up to a minute. For example, if you tracked 0 hours, 1 minute, and 15 seconds (00:01:15), the entry will be shown as 0 hours and 2 minutes (00:02). This is not a part of the time rounding feature and you can change the duration format in the Workspace settings on any plan, including the free plan.

The post Time rounding appeared first on Clockify Help.

Create invoices for clients based on tracked time and mark entries as invoiced, so you don’t double bill clients.

Invoicing is an extra feature, which you can enable by upgrading your workspace to Standard, Pro, or Enterprise plan.

Creating invoices

1. Enable Invoicing in the Workspace settings
2. Go to Invoices page from sidebar
3. Click Create invoice
4. Choose client
5. Change currency, invoice number, and issue/due dates (if needed)
6. Click Create
7. Manually add items to the invoice or import your tracked time
8. Download PDF

You can enter what the invoice is about in the Subject field (which will appear at the top of the invoice), and you can enter additional information at the Notes fields (which will appear at the end of the invoice).

You can duplicate an existing invoice to quickly create a new one. This newly-created invoice will have all the same information which can subsequently be changed (any imported time entries won’t carry over their dependency).

Bill from name, address, and logo are taken from your Workspace settings, and Bill to address is taken from the client (you can edit client address by going to the Clients page and click on the edit icon for some client).

You can add additional Bill from contact in settings found on Invoices page. Once you add more contacts, you’ll be able to choose them in the Bill from dropdown on any invoice.

Managing invoices

To manage an invoice in any way click on the three dots and then choose an action from the Actions dropdown in the upper right corner and choose one of the following actions:

• See all your invoices
• Filter invoices by status
• Mark invoices as Sent, Paid, Void
• Edit, delete, change status of an invoice
• Download expenses

If you choose a Record payment option, a Record payment modal appears with prefilled Date (today’s date) and Amount (unpaid amount) fields.
You can change Date, Amount, or add a Note. Enter the invoice amount in the Amount field you’d like to mark as Paid.
After you click Save, the invoice will be marked as Paid – if you entered a full amount, or Partially paid – if you entered a value smaller than the invoice amount.

Amount is displayed in currency assigned to client.

With partially paid invoice, you can see all previously invoiced payments.

If a due date for a Sent invoice passes, the invoice automatically gets an Overdue status.
If status is changed to Unsent, all previously processed payments are deleted. 

Invoice with an amount 0, or a negative number amount, can be marked as Paid. All other invoices need to be processed through the Record payment option.

Invoices with the following status cannot be edited:

• Partially paid
• Fully paid
• Void    

In order to be edited, paid invoices need to be marked as either Unsent or Sent.

To filter invoices by Status, Issue date, Client, ID, Bill from contact, and Amount choose a filter at the top of the Invoices page and click Filter.

You can also add Tax and Discount to each invoice. Just click what you wish to add, enter number, and it will be added to the invoice in form of a percentage. Discount is applied to the invoice’s subtotal, and then the Tax is applied on the final result.

If you’re using Tax 2, you can choose how it’s calculated by going to the Invoice page > Settings > Defaults tab, and then clicking Add second tax to get the Taxation Mode options (this setting is applied to all your invoices):

• Simple – both taxes are applied on the total (e.g. if subtotal $100, 10% tax1 is $10, 10% tax2 is $10, and total is $120)
• Compounded – second tax is applied on the taxed amount (e.g. if subtotal $100, 10% tax1 is $10, 10% tax2 is $11, and total is $121)

Admins can access the Invoices page. You can allow specific members to also see and manage in workspace settings under the Who can manage invoices section.

Invoicing tracked time

1. Open the invoice and click Import time
2. Choose which projects for that client you wish to invoice
3. Choose from which period you wish to invoice time entries
4. Choose how you wish to group items in the invoice:
   • Single item – all hours will be merged into one line item
   • Detailed – each time entry will be listed as an individual line item
   • Grouped – group hours by project, user, or date (and further subgroup project, user, date, or description)

Now, choose if you wish to round imported time and click Import to complete the process.

Import will take all time entries that match the chosen date range and selected project.

You can set time rounding option in the Workspace settings. When you round time, each individual time entry is rounded (and not just the final total).

You can only import time entries that are both uninvoiced and billable.

After the import is done, invoice items will be automatically populated and all appropriate time entries will be automatically marked as invoiced. This will happen even if a time entry is approved.

If you delete some line item, all time entries from that item will lose their invoiced status.

You can edit line items from imported as you want (e.g. change description, amount, or cost), and it won’t affect the actual time entries.

You can import time into an invoice multiple times (the only limit is that it has to be the same client).

If you delete the whole invoice, all its entries will be marked as uninvoiced.

Invoicing expenses

You can invoice fixed fees and other project related expenses by enabling Expenses and adding expenses (either by sum or unit).

Learn more about expenses invoicing

Sorting by time entry / expense details

When you create new invoice or edit the existing one and import time and expenses, you can choose to display them according to the details in the Detailed view. 

To do all that, in the Import time and expenses choose Detailed in Display time dropdown. 

In Show in invoice label choose the tag by checking the box and rearrange them by drag & drop. The checkbox you chose will appear in the Item’s description.

Same behavior is applied for Expense details and Time entry details.

Conversion from clock to decimal format

Total amount between reports and invoices may slightly differ.

Invoices round time on two decimals, while reports take more decimals into account. For example, let’s say you have a time entry whose duration is 20min, or 0.3333333h when converted to decimal format. When a report multiplies it with hourly rate of $100, the result in report is $33.33. But when that entry is imported into an invoice, the invoice imports time rounded to two decimals (0.33h), which when multiplied with $100 equals $33.00.

Grouping option may also result in different total amounts.

Let’s say you have three entries on some project, each 20min. If you import time one by one with the Group hours: Detailed option, the invoice will make three line items of 0.33 and total amount will be $99.00 (3 x 0.33h x $100). But if you choose Group hours: Project option, they will be summed up and rounded using more decimals (like in the reports), resulting in $100.00 invoice.

To avoid discrepancy due to decimal rounding, round time up, down, or to nearest 6/12/15/30 minutes (i.e. any number divisible by six).

Settings

You can get invoices in another language or name things differently (e.g. change label from Tax to VAT):

1. Click on the cog icon (Settings) next to the Create invoice button on the Invoices page
2. For each label, enter what you wish to be displayed instead
3. Each PDF you generate will now display the new labels

When you create a new invoice, it can inherit some predefined subject, note, issue date, and tax. You can set defaults by clicking on the cog icon (Settings) on the Invoices pages > Defaults tabs.

You can hide Quantity and Unit Price columns from PDF invoices on the Appearance tab in Invoice Settings. There you can also set if you wish text to be displayed right-to-left.

Marking time as invoiced manually

Time entries that are invoiced have a green invoiced tag next to them in the Detailed report.

When you hover over the invoiced tag, you’ll see the client and the invoice ID under which the time entry was invoiced (unless it was manually marked as invoiced).

By default, an increment for invoice ID is predefined in the following way: invoice1, invoice2, invoice3… etc.

You can filter reports by invoiced/uninvoiced status from the Status filter.

To manually mark time as invoiced, select all time entries you need via bulk edit, and then click on Mark as invoiced (located next to Bulk edit in the table header).

To mark time as uninvoiced, select only invoiced time entries and click Mark as uninvoiced.

Sending invoice emails

When you create an invoice, you can send it directly from Clockify. This feature is available for workspace admins and owners on Standard, Pro, or Enterprise plans. 

Before you can send this email, you need to determine the invoice email template that these emails will be sent based on.
Go to the Emails tab in the Invoice settings and set up Email parameters, Invoice email template and Reminder email template.

In the Email parameters section you have the list of all the parameters you can enter and in the email and they will be replaced with the actual values from the invoice.

The Invoice email template is the actual content of the email. You can modify it according to your needs and preferences.
The Reminder email contains a friendly reminder of the invoice that is past due time. 

To send the email, simply navigate to the Invoice tab and choose the invoice you wish to send. Then, click the Send invoice button. You can also optionally check the Attach an expense report box or Attach invoice as PDF. By choosing either on these two options, all expenses included in the invoice will be sent to the client in PDF format.
The invoice email will be sent to your client according to the parameters you defined in the Invoice settings.

Setting up translations

With translations, you can customize the labels on your invoices, from item types to total amounts due.

To set up translations for your invoices:

1. Click on the cog icon (Settings) next to the Create invoice button on the Invoices page
2. Choose Translations tab
3. Locate the field labeled Item type and enter your translation in the provided field
4. Repeat step 3 for each of the following fields
5. Save your translations

If you delete the value in the label field, that label won’t be displayed in the PDF form of the invoice.

These translations will appear on the PDF and printed versions of all your invoices.

The post Invoicing appeared first on Clockify Help.

Time off is an extra feature, which you can enable by upgrading your workspace to Standard, Pro, or Enterprise plan.

Creating and managing policies

Before anyone can request time off, you first need to enable Time off in Workspace Settings and define a time off policy.

You can access all your policies and create new ones on the Time off page by clicking on the settings icon.

You can have multiple policies, one for each type of employees.

Each policy has several fields that affects only that policy:

• Assignee – only team members you add to the policy will be able to request time off for it
• Time unit – you can track time off and balance in days (like vacation) or hours (like banked hours i.e. time off in lieu)
• Requires approval – your team members can submit time off requests, which managers or specific members can approve (admins can approve time off for everyone). If left unchecked, all requests are automatically approved when submitted.
• Automatically accrues – all active policy members will receive selected number of days or hours on their balance at the start of each month or year
• Allow negative balance – if checked, team members can request time off even if they don’t have enough available days/hours (you can use this option for Sick leave). You can also limit the number of allowed negative balance.
• Allow half day – if time off policy is calculated in days, you can let people ask for a half-day leave
• Allow half day across multiple days – if time off policy is calculated in days with Allow half day enabled, you can let people pick first or second halves of days off across multiple days
• Allow hourly across multiple days – if time off policy is calculated in hours, you can let people pick multiple hours off across multiple days

You can archive policies that are no longer used (e.g. Vacation 2021) by clicking on the three dots next to the policy, as well as restore or delete them the same way.

When you archive a policy, all balances and requests remain, but team members can’t choose the archived policy when requesting time off. Deleting a policy deletes all the requests and balances for that policy.

Managing non-working days

You can define and manage holidays and policies on the Time off page when you click on the settings icon and define working days in the Workspace Settings (by default, Saturday and Sunday is counted as non-working).

Manage holidays

You can manage holidays by creating multiple ones, assigning different people to different holidays (e.g. if some people don’t get time off for a specific holiday), specifying if you’d like the holiday to occur annually and defining a holiday color. Choose one, or make a custom holiday color.

When people request time off, holidays and weekends won’t count. For example, if someone requests Jan 1 – Jan 7 for time off – and Jan 1 is holiday, Jan 2 is Saturday, and Jan 3 is Sunday – their total request will be 4 days for time off.

To edit or delete holidays, click on three dots next to the holiday in the Holidays modal.

You can edit holiday name, people assigned to it, period of time, its annual occurrence and color.

Deleting or changing working days doesn’t impact existing time off requests.

Manage policies

Holiday policies can be managed in the same way as holidays. You can create multiple policies, assign different people to different policies (e.g. if certain policy doesn’t apply to certain people), check if the policy requires approval and needs to be approved by admin or manager, or some other specific member.

When defining policy, you need to enter policy name and choose members or groups of members to which the policy will be applied.
Optionally, you can define time unit (days or hours), whether this policy requires approval of admins, managers or specific members, if it can be accrued after a certain period of time, if negative balance or half day off is allowed and specify a policy color. Choose one, or make a custom policy color.

To edit or delete policies click on three dots next to the policy in the Policies modal.

Holiday and policy colors previously defined are visible on Timesheet, Calendar, Time off and Schedule pages.

Requesting time off

1. Go to Time off page
2. Click Request time off
3. Choose time off policy (you can see all policies and how many days/hours you have available in the dropdown)
4. Specify period (holidays and weekends won’t be counted toward total)
5. Add an optional note for the approver
6. Click Submit

If you don’t have enough balance (and the policy doesn’t allow for negative balance), you won’t be able to select that policy.

If you made a mistake, you can withdraw your pending or approved request by clicking on the three dots next to your request (when approved request is withdrawn, your manager and admin will receive an email).

If you’re an admin or a team manager, you can create time off requests for other users by selecting a different user in the user dropdown when requesting time off.

Email notifications

• When someone requests time off, the person responsible for approving that request will get an email (as defined in the policy):
• Admins receive email notification only if they’re the only ones that can approve time off requests.
• If team managers can approve requests, admin can receive email notifications by assigning themselves a team manager role users they manage.
• When time off is approved (or rejected), the person who has requested the time off and their team manager will receive an email.

Approving time off

When a member requests time off, the person responsible for that policy will get an email (either their team manager, or a specific person for the whole policy).

You can approve requests on the Time off page in Requests tab, which lists all requests that you can approve.

You can filter all requests by status (pending, approved, rejected), and by a specific team member.

You can reject a request and write a note, and the person who made the request will get an email. You can also reject already approved requests if there was a mistake.

You can click on the note icon to see submission and reject notes, and hover over the status label to see who approved the request and when.

If a person doesn’t have enough days/hours, and the policy doesn’t allow negative balance, the request’s total will be red and the request can’t be approved.

Viewing leaves

You can see all team members who have scheduled leaves in the Timeline tab, so you can plan and synchronize leaves better.

You can see leaves for the next 30 days, or choose a custom time range.

Only people who have time off in that period will show up on the timeline as blocks:

• Green (default) – approved time off request
• Orange (default) – pending request that’s waiting approval
• Gray (default) – holiday

Although these are the default colors for policy and holiday, you can change them when creating new policy or holiday, or when editing the existing ones. This way, instead of the default green, you can have a color defined in policy as a color of approved time off request, lighter shade of policy color for pending request and color defined in holiday as the color indicating holiday.

Who can see what:

• Admins can see time off for everyone
• Team managers can see time off for their team members
• Regular users can see their own, plus time off for their team (e.g. their team manager’s users). If you enable Regular user can see other people’s time off in workspace settings, they’ll be able to see everyone’s time off.

Managing accruals

Balance tab shows you how much time off each member has for each policy, how much they’ve used up, and see detailed log of changes in their balance history.

You can view balance by policy (e.g. vacation balance for each team member) or by user (e.g. balance for each policy for a specific user).

Regular users can see balance history only for their own policies, admins can see everyone’s, and team managers can see their team members’:

• Accrued – how many days or hours a person received
• Used – how many days or hours a person used up by requesting time off
• Available – how many days or hours a person has left which they can use when requesting time off (accrued minus used)

Before people can take time off, you first need to give them days (or hours), which they can use up when requesting time off:

• If a person doesn’t have any time accrued, you can set initial balance by clicking Add
• You can add or remove accrual days/hours by clicking on the three dots (and leave a comment why the person received or lost time off)
• You can add or remove days/hours in bulk when you view balance grouped by policy, and then check for which users you wish to add/remove time off

When admin adds or removes time off manually, the accrued columns gets updated.

When a person’s balance is manually updated (via add or remove), they and their team manager will receive an email.

Balance history

If you need to know why a certain person has X number of days, you can click on the three dots and click History.

• Regular users can see only their own balance, as well as balance history.
• Admins can see balance for each person, as well as add or remove accrued days/hours.
• Team managers can see balance and balance history for all their members, but can’t edit it.

Balance history lists all the time off requests a person made, their status, and changes to their accrual: you can see what was changed, when, and who made it:

• Pending and approved requests remove time from the balance
• Rejected and withdrawn requests add back the original time to the balance
• Admin’s manual action can add or remove from accrued balance (e.g. a member receives days off when a new period starts, or they work overtime and receive time in lieu)

Exporting time off data

This feature allows admins and team managers to easily export time off data for their teams in CSV and Excel formats and keep track of their time off requests and balances. It is available on the Time off page in the Requests and Balance tabs and is accessible to Standard, Pro and Enterprise users.

To export time off data from the Request tab:

1. Go to the Time off page in the left sidebar
2. In the Requests tab, apply filters to select the requests you want to export
3. Click Export at the top right corner
4. Choose to save requests as CSV or Excel file

Time off requests will be exported according to the filters you have previously set. This includes status of the requests (pending, approved or rejected), users and time period.

To export time off data from the Balance tab:

1. Go to the Time off page in the left sidebar
2. In the Balance tab, filter out users’ time off balances you’d like to export
3. Click Export at the top right corner
4. Choose to save balance as CSV or Excel file

Time off balance will be exported according to the filters you have previously set. This includes time off policy and users.

The post Time off appeared first on Clockify Help.

QuickBooks integration is an extra feature, which you can enable by upgrading your workspace to Standard, Pro, or Enterprise plan.

Integration supports QuickBooks Online (Essentials or Plus plan). Doesn’t work with QuickBooks Desktop or QuickBooks Online Simple Start plan.

If you have Payroll feature enabled in QuickBooks, Clockify integration won’t work due to system’s capabilities.

Connecting QuickBooks Online

1. Log in to your Clockify account
2. Go to Settings in the Sidebar, and then to Integrations tab
3. Expand QuickBooks section and click Connect to QuickBooks
4. Authorize Clockify to access QuickBooks (you’ll need to be logged in to QuickBooks)
5. Sync Clockify with QuickBooks
6. Create missing users from Clockify and missing customers from QuickBooks

Before connecting to QuickBooks, make sure you have invited all users in Clockify, they have accepted the invite, and their names in Clockify (in Profile settings) and QuickBooks (their display name) are the same.

If you don’t have any projects in Clockify, everything will be pulled from QuickBooks so you don’t have to create anything manually.

If you add new user in Clockify, or new customer in QuickBooks, you’ll have to perform the sync again manually in the Integrations tabs before trying to send time to QuickBooks (Clockify won’t make any changes to your QuickBooks account unless you do it explicitly).

Please note that if you can’t sync certain time entries, you should check the settings on the QuickBooks side and whether Close the Books option is turned on for that year.

If you want to connect just one or several specific projects (e.g. to test the integration):

1. Create a project with the same name as the customer (or project) in QuickBooks
2. Create user(s) in QuickBooks with same name as they have in Clockify
3. Connect Clockify with QuickBooks
4. After you’ve connected, DON’T create missing users and project (at this point, users and projects between Clockify and QuickBooks with the same name are connected to each other)
5. Go to Detailed report, filter the report by the project/user you need, and send to QuickBooks

Setting up Clockify for the first time

1. Invite team members to track time
2. Make sure their names in Clockify and QuickBooks are the same
3. Connect QuickBooks with Clockify
4. Sync users and customers (this will create a project in Clockify for each QuickBooks project/customer)
5. Track time on projects in Clockify
6. Send tracked time to QuickBooks using Detailed report

Data mapping

• User Name in Clockify and Employee Display Name in QuickBooks have to be identical in order to sync
• If user doesn’t exist in QuickBooks as an employee, you’ll perform sync in Settings > Integrations > QuickBooks
• Project Name in Clockify and Customer (or Project) Name in QuickBooks have to be identical in order to sync
• If you have parent customers in QuickBooks, Sub-customer in QuickBooks will be treated as Project in Clockify and its Parent in QuickBooks will be treated as Client in Clockify
• If a project doesn’t exist in QuickBooks as a customer (or project), you’ll first have to create it manually in QuickBooks using the exact same name as in Clockify, and perform sync in Settings > Integrations > QuickBooks

Also, keep in mind that QuickBooks has a robust structure with the hierarchy going up to four levels in depth:

• QuickBooks Customer ———> Clockify Client
  • QuickBooks Sub-customer 1————> Clockify Client and Project (same name)
    • QuickBooks Sub-customer 2 ———–> Clockify Client and Project (same name)
      • QuickBooks Sub-customer 3 ————> Clockify Project

This means that you can have customers that are both, a Parent customer and a Child customer (Sub-customer) at the same time (e.g. Sub-customer 2). In that case, when mapping it into Clockify, it will be mapped both, as a Client (since it’s a Parent of Sub-customer 3) and a Project (since it’s a Child of Sub-customer 1) with the same name.

QuickBooks also has a Project in their system. Depending on its position in the hierarchy, QuickBooks Project can be mapped either as Project or Client in Clockify as presented in the scheme above.

Sending time to QuickBooks

Once you’ve connected Clockify and QuickBooks, and synced users and customers/projects, you’ll see the QuickBooks button in the Detailed report.

1. Go to the Detailed report
2. Click QuickBooks button to see all time entries that haven’t been sent to QuickBooks
3. Review if you wish to send all the data you see and apply filters if necessary
4. Click Send to QuickBooks

Clockify sends the following information to QuickBooks:

• User
• Description
• Project
• Date
• Duration
• Billable status
• Billable rate

Once all the entries have been sent successfully, the system will mark them as sent. To see time entries that have been sent, click on the QuickBooks dropdown (next to Showing not sent entries), and choose Show sent entries.

Once an entry has been sent, it can’t be sent again. If you make changes to an entry, the change won’t be reflected in QuickBooks (meaning you’ll have to manually update time in QuickBooks too). To avoid this, it’s best to send only approved time to QuickBooks.

Notes

• It’s not possible to send billable entry without a project to QuickBooks
• If you turn rounding ON, Clockify will send rounded values
• Only Admins can send time to QuickBooks
• Individual time entries longer than 23h55m won’t be sent
• Clockify sends user’s name, date, project (i.e. customer in QB), billable status, hourly rate (if billable), duration, description
• Clockify also sends time entries of inactive and deleted users that were previously synced

Disconnecting QuickBooks Online

To disconnect your QuickBooks account:

1. Log in to your Clockify account
2. Go to Settings in the Sidebar, and then to the Integrations tab
3. Expand QuickBooks section and click Disconnect
4. Confirm the action

Once you’ve disconnected QuickBooks, you’ll no longer see the QuickBooks button in Detailed report and Clockify won’t have access to your QuickBooks account.

You can reconnect to QuickBooks on the same page by clicking Connect to QuickBooks.

The post QuickBooks integration appeared first on Clockify Help.

Enabling 2FA for your account is free, and can be enabled in Profile Settings.

Force 2FA for everyone in your workspace is an extra feature, which you can enable by upgrading your workspace to Standard, Pro, or Enterprise plan.

Requiring 2FA

To require 2FA, go to Workspace Settings > Authentication tab and enable Require 2FA to access workspace.

Each user in your workspace will get a prompt to enable 2FA (if they don’t have it enabled) and log in again.

Once 2FA is enabled, each user will need to check their email in order to log in.

If someone doesn’t have 2FA enabled, they won’t be able to log into your workspace.

If you’re using Google login or your own SSO, this setting is overridden.

The post Force 2FA / MFA appeared first on Clockify Help.

Kiosk customization is an extra feature, that you can get by upgrading your account to STANDARD plan or higher.

Session duration

Once you open and log into a kiosk as admin, it remains open for 24h (or until you close it), after which it needs to be relaunched again.

If you wish some kiosk to remain open longer or shorter so you don’t have to relaunch it each day:

1. Go to Kiosks page
2. Click three dots next to a kiosk
3. Click Edit
4. Click on number next to “Kiosk logs out after”
5. Enter any number you wish (in hours)
6. Click Save

Branded kiosk

Each kiosk shows Clockify logo on homescreen by default.

To show your company logo instead, go to workspace settings and upload company logo.

Once uploaded, your company logo will replace Clockify’s and be displayed on each kiosk.

The post Customize kiosk appeared first on Clockify Help.

By using Attendance report you can see when team members started and finished working, how much they worked each day, who took time off or didn’t log hours and who worked overtime.

To access Attendance report:

1. Hover over the Reports section in the left sidebar
2. Choose Attendance in the Teams section

When you click on it, you’ll see your team’s attendance report.

Attendance report page

The Attendance report features columns for user, date, start time, end time, break (if enabled), work time, capacity and time off (if enabled) and overtime.

• User column presents both full and limited users and indicates running timers
• Date column exhibits the date in the user’s profile settings format
• Start and end times are displayed in the same format
• Break column presents the total duration of break entries for the day
• Work column contains the total work time for the day
• Capacity column discloses the daily work capacity of the user, including time off hours
• Overtime shows the difference between work and capacity, indicating how much time user worked over their capacity (excluding breaks)
• Time off shows how many hours user is off for a particular day

The report accounts for “overnight” entries, as well.

Attendance report is an extra feature, which you can enable by upgrading your workspace to Standard, Pro or Enterprise plan and is available for users with an admin, or team manager role.
Admins can see all users, while team managers can only see the users they manage.

Export Attendance report

To export a report, go to the report table header and find Export in the right corner. Choose Save as CSV or Save as Excel from the dropdown. A file will be generated and downloaded containing all available data.

The post Attendance & overtime appeared first on Clockify Help.

Project budget is an extra feature, which you can enable by upgrading your workspace to Pro or Enterprise plan.

Defining project budget

To set project budget, go to some project’s settings tab and under Estimate, select Project budget:

• You can set an overall project budget using the Manual option.

• Or you can choose Task-based and then define budget for each individual task on the project (the project’s overall progress will always be the sum of all its task budgets).

When project budget is selected, project’s status tab and its progress bar will reflect the billable amount of each entry on the project vs the budget, and show you how much was spent and how much remains.

You can also choose to include billable expenses as part of project budget by enabling Budget includes billable expenses.

Alerts always consider project status, and will be sent no matter if the project estimate is defined in time or budget.

Recurring estimates

If you have projects that have different budgets over different time periods, you can set the Budget (or Estimate) resets after the time period you set in the project’s Settings tab located below the estimate section.

Project estimate can be reset for one of these three periods:

• Week (Monday is default week day)
• Month (default time period, 1st of the month is default day)
• Year (January is default month, 1st of the month is default day, 00:00 is default hour)

To set the estimate reset on a weekly/monthly/yearly basis:

1. Go to Projects page in sidebar
2. Choose Settings tab
3. Navigate to Project estimate section
4. Turn the Reset estimate every <period> on the <date> at <time> switch on

Now, when estimate resets after each <week/month/year>, on each <date> at each <time>, the progress bar for the project will return to 0%.

This action can be performed by admins and owners and is available to project managers for the projects they are assigned to when Who can see hourly rates and amounts is set to Anyone.

After you set the estimate period, it is applied to all previous time periods. Also, only time entries that belong to the currently set time period will be displayed in the Tracked vs Estimated section of the project status.
Alerts also take into consideration the reset option.

Time format in the estimate is the one set in the Profile settings.

If estimate reset is turned on:

• info about currency per time is defined in the Project estimate
• reset period is specified on project and displayed when you hover over one project
• with Task-based estimate type, Time estimate, Project budget, Tracked, Amount, Status and Progress are also reset
• the change is applied to Alerts and Audit log

Estimates in reports

You can open Summary report and turn Show estimate on to see estimates and budget for each project and task right there in the report, next to tracked time.

You can also download the report with estimates via export, or share the estimate numbers when you share a report.

Exported files will have estimates only if the level of grouping is either Project or Task, or both. Also, keep in mind that the Show estimate switch needs to be turned on.

Only admins can see, share, and download estimates in reports.

Permissions

Who can see budget depends on Who can see billable rates and Who can see project status from workspace settings:

• Admins can see and set project budget on all projects
• Project managers can see and set project budget only if they can see billable rates. Otherwise, they can only see the progress.
• Regular users can’t set budget. If they can see project status, they can see progress, plus if they can see billable rates they can see exact budget.

The post Budget & estimates appeared first on Clockify Help.

Record project-related expenses via web or mobile app, and include them in invoices.

You can also use expenses to record fixed fees (e.g. day rates, retainers, overtime pay, reimbursements, salaries, etc.), and expenses that are unit-based (e.g. hours, mileage, days, materials, etc.)

Expenses is an extra feature, which you can enable by upgrading your workspace to Pro or Enterprise plan.

Adding expenses

To use Expenses, first go to workspace settings and enable Activate expense tracking in the Expenses section

1. Click Expenses in the sidebar
2. Click Add expense
3. Choose date, project, and category
4. Enter amount (or unit)
5. Enter note with more information (optional)
6. Upload receipt (optional)
7. Click Save

For expenses that have unit, users enter unit (e.g. miles) and the total amount is automatically calculated based on that category’s amount per unit.

Note that:

• each expense inherits billable status from its project, which you can change on per expense basis
• each expense inherits currency assigned to client
• you can edit existing expenses or delete them by clicking on the three dots next to the expense
• you can view expense’s receipts by clicking on the attachment icon

Supported file formats for attachments: .png, .gif, .pdf, .jpg and .jpeg. Max file size: 5MB.

Recording expenses using mobile app

You can also record expenses via Clockify mobile app (iOS or Android).

Who can add and see expenses

• Each user can see and add their own expenses.
• Team Managers can see and add expenses for their team members.
• Admins can see and add expenses for everyone.

If you lock timesheets past a certain date, it will also affect expenses, meaning regular users won’t be able to edit or add new expenses for past locked dates.

If you’re Admin or Team Manager, you can see other people’s expenses by clicking on the Teammate picker in the upper right corner, and edit them (if allowed).

Expense categories

Admins can create new expense categories by:

1. Click Expenses in the sidebar
2. Click on the cog wheel icon (Settings)
3. Click Add category
4. Enter category name
5. Click This expense has a unit price if you wish users to enter unit instead of total sum (e.g. miles), name the unit, and enter price per unit
6. Click Create

You can update, archive, restore, and delete a category by clicking on the three dots.

When a category is archived, users won’t be able to create new expenses for it, but all existing expenses will remain unchanged.

To delete a category, you first need to archive it, and then you can delete it. When a category is deleted, all expenses for it will become uncategorized.

Project status

If your project has a budget, you can enable Budget includes billable expenses in the Settings.

Once enabled, project budget will include both billable time and billable expenses as part of their progress bar (and alerts).

Expense report

To see all tracked expenses, open Expense report either from the sidebar, or by going to any Report and clicking on Time report, and selecting Expense report.

You can get the report for any date range you need by choosing the range in the upper left corner and choosing a predefined range or selecting a custom one.

You can filter the report by the following criteria: billable (billable, non-billable), approval (approved, unapproved) and invoicing (invoiced). 

You can sort expenses by clicking on the column header in the table.

Expenses that are invoiced are marked as invoiced. Hover over the invoiced tag to see which invoice picked them up.

You can manually mark expenses as invoiced by selecting them via bulk edit and then choosing Mark as invoiced. To mark as uninvoiced, select only the invoiced expenses.

You can export all the expenses to PDF, CSV and Excel by clicking Export.

To edit or delete an expense, click on the three dots next to the expense.

• Admins can see and edit all expenses
• Managers can see all expenses for their team members or projects, and edit them if enabled Who can edit time and expenses for others in workspace settings
• Regular users can see and edit only their own expenses (unless they are locked)

You can also customize a PDF, Excel or CSV export of the expense report in the Detailed expense report page.

1. Go to report
2. Click Export
3. Choose Customize
4. Choose which information you’d like to get
5. Save

Each report you export in PDF, Excel or CSV will contain the selected data.

This feature is available on Pro and Enterprise subscription plans.

Approving expenses

Added expenses appear in the Expenses page.

For expenses to be approved, an Admin or a Team Manager need to perform this action on the Approvals page. Prior to approving, expenses need to be submitted first.

To submit expenses for approval: 

1. Click the Submit button above the Expense label you have created 
2. Submit for approval confirmation modal appears with the specified timeframe and the expenses
3. Click SUBMIT

The Pending approval tag will be displayed above the submitted Expense that has not been approved yet.

If you hover over the Pending approval tag, you’ll see the name of the user who submitted the Expenses. By clicking on the X, you can withdraw the approval. If you do that, an Admin won’t be able to approve time and expenses unless you send it again.  

Admins and can edit pending expense approvals. Team managers can also perform this action for their team members.

Expenses can also be submitted for approval from the Timesheet and Time tracker.

Invoicing expenses

1. Open an invoice
2. Click Import time and expenses
3. Select date and projects
4. Enable Include billable expenses
5. Choose how you wish expenses to be displayed (display each expense as a new line item, or group them by project, user, or category)
6. Click import

Only billable uninvoiced expenses are imported into invoice.

If an expense has unit, unit column will take the unit from the expense and the price column will take price from the category. Expenses that don’t have a unit will be displayed as one unit.

Imported time will be displayed as Service item type, and expenses as Product item type. You can customize name of item types in invoice settings, as well as hide the item type column from PDF.

Each imported expense will be marked as invoiced so you don’t accidentally invoice same expense twice. If you remove a line item that contains imported expenses (or delete the whole invoice), those expenses will be marked as uninvoiced.

You can always mark an expense as invoiced or uninvoiced manually in the Detailed Expense Report by selecting them via bulk edit.

The post Expenses appeared first on Clockify Help.

Alerts is an extra feature, which you can enable by upgrading your workspace to Pro or Enterprise plan.

To get notified when someone tracks too much time, set up overtime reminders.

Setting up project alerts

1. Click on the Settings on the left sidebar
2. Switch to Alerts tab
3. Choose if you’d like Alerts to be sent for projects or tasks, at what percentage of the estimated time, and to whom
4. Add the alert

Alert will be sent once the set percentage of estimated time is reached. In case someone edits their time and percentage goes below the one that is set, an alert will be sent again once it reaches the set percentage of the estimated time.

Alerts apply to all projects that have estimates (you can’t set up alerts just for some specific projects).

If you exclude nonbillable time from project’s time estimate, both project status and alerts won’t count nonbillable time as part of the estimate.

You can choose who will receive alerts:

• All admins
• All project managers (for their respective projects)
• People added to the project (for project alert)
• People assigned to the task (for task alert)

Alerts are sent 30 minutes after the estimated time is reached.

Users who haven’t verified their email address won’t receive alerts.

Removing alerts

To delete the alert, simply click the X on the very right hand side of the Alert you’d like to remove and select Delete.

The post Alerts appeared first on Clockify Help.

When you filter and share some report, you can also specify for it to be sent by email to you or anyone else in your account so they always receive the latest tracked information for that or previous day, week, or month.

Only Owner and Admins can create Scheduled reports.

Scheduled reports is an extra feature, which you can enable by upgrading your workspace to Pro or Enterprise plan.

Scheduling reports

1. Go to any report
2. Apply necessary filters you wish the report to have (e.g. filter by user, client, etc.)
3. Choose a relative date range (e.g. This Week, Last Month, etc.)
4. Click Share icon
5. Name a report (this name will be used in emails, on the page of the report, and in exports)
6. Choose recipients
7. Choose how often you wish to receive the report (daily, weekly, or monthly)
8. Click Create link

Note that reports with custom date ranges can’t be scheduled and only admins can schedule reports.

You can see all your scheduled reports on the Shared reports page. Reports that are sent to email will have the scheduled tag next to them.

You can turn scheduling on/off for existing shared reports from the Shared reports page, by clicking on the three dots next to to a report.

Admins can choose for the report to be sent only to themselves, or select other users in their Clockify workspace.

When are emails sent?

• Daily emails are sent each day according to the recipient’s Day start setting in Profile settings
• Weekly emails are sent at the beginning of each week according to the recipient’s Week start and Day start setting in Profile settings
• Monthly email are sent each 1st of the month, and according to the recipient’s Day start setting in Profile settings

Report’s email content

• Name of the report
• Exact dates for which the report is sent
• The total tracked time and breaks and how much of it is billable (as calculated at the moment the email is sent). If you don’t want the email to display billable time, make sure Don’t show amount is selected before you share the report.
• The link to the live time report for more information (always shows the relative range you’ve saved)
• Direct links to download the report as PDF, CSV, and Excel (download will be for the dates from the email)

If there’s a new total because you’ve added or edited existing timesheets, the email will contain outdated information, but the link will display the current information.

If you’ve locked the dates in the report, the download links from the email will respect the locked dates (e.g. if you’ve saved Yesterday and locked the date, each earlier email will point you to the same download, i.e. yesterday) .

Sending reports to people outside Clockify

If you wish others to receive a scheduled report, you’ll need to set up email forwarding.

You’ll need to create a filter in your email client for emails that contain the subject you need, and then create a rule for those emails to be forwarded to another email.

For example, you can filter a report by client, name the report ClientX Weekly Report and schedule it to be sent once a week, and then create a filter and rule for those email to be sent automatically from your inbox to the client’s email address.

How to set up email forwarding for: Gmail / Outlook / Mail (Mac)

The post Scheduled reports appeared first on Clockify Help.

This is an extra feature which you can use by upgrading your workspace to a Pro or Enterprise plan and it is available for all user roles.

Keep in mind that in order to see the report, Scheduling needs to be enabled, as well.

After you’ve met all these requirements, you can:

• go to Reports in the sidebar
• choose Assignments from the dropdown

The report shows a total scheduled time of published assignments, total tracked time, the difference between the two and the performance column with a progress bar on the right.

The results are grouped by project, client, user, group, tag and date. However, you can adjust the display by setting up the criteria according to your needs and further breakdown data into subgroups.

For example, you can:

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

You can also filter the results by date in the date picker, team (users and groups), client or project and export them in CSV and Excel format.

Please note that the grouping options will affect the way your exports look like. So for example, if you group by user and subgroup by project, that’s the way data will be grouped in the export.

The post Scheduled vs tracked report appeared first on Clockify Help.

Labor cost is an extra feature, which you can enable by upgrading your workspace to Pro or Enterprise plan.

Defining cost rates

In order to see and define cost rates, you first have to enable cost rates in workspace settings.

Cost rates work the same way as billable hourly rates and you can define them right next to billable rates.

Difference between billable and cost rates:

• Cost rates are always applied, no matter if an entry is billable or not
• You can clear cost rate –, e.g. for projects that don’t incur costs

Seeing costs and profit in reports

When you run a report, you can choose whether you wish to see:

• Billable amount – what you charge clients
• Cost amount – what you pay your team
• Profit – the difference between billable and cost (can be negative if costs are greater than income)

This lets you track and compare costs and profit across dates, projects, and users in total (via Summary report), as well as see profit and cost for each individual time entry (via Detailed report).

Exports follow what you’re seeing in the interface. For example, you can set Show cost in a report, export PDF, and send it to payroll; or you can set “Show amount”, export PDF, and send it to clients.

If you’re exporting a report in CSV or Excel:

• Show amount will give you Billable amount and Billable rate for each entry
• Show cost will give you Cost amount and Cost rate for each entry
• Show profit will give you everything: Billable amount, Billable rate, Cost amount, Cost rate, Profit amount, and Profit rate (calculated difference between the two rates)

The post Labor cost & profit appeared first on Clockify Help.

Force timer is an extra feature, which you can enable by upgrading your workspace to Pro or Enterprise plan.

You can enable “Force timer” at the bottom of the Permissions tab in Workspace Settings.

While Force timer is enabled, users:

• CAN create new entries using only timer (manual mode is disabled)
• 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.

The post Force timer appeared first on Clockify Help.

With GPS tracking, you can see who’s currently working on site and everyone’s location history throughout the day while they were on the clock.

GPS tracking is an extra feature, which you can enable by upgrading your workspace to Pro or Enterprise plan.

Data gathering and privacy

Location can’t be tracked without user’s knowledge and permission. In order to record the location:

• Admin has to enable Activate GPS tracking in workspace settings.
• All workspace members will get a notification when location recording is enabled via a web and a mobile notification
• User has to download and track time via the mobile app (iOS or Android).
• User has to enable Location services on their mobile phone.
• User has to allow the Clockify app to access their location.
• Each regular user can see all their recorded locations. Admin sees all recorded locations in the workspace.
• Location is recorded every time timer is started and stopped in the mobile app. Also, while the timer is running, more locations will be recorded if the user moves significantly (usually more than 500m) – this varies depending on your device (its operating system, version, settings, and granted permissions).
• Locations are collected even if the mobile app works in the background.
• Each location is tied to a time entry. If the time entry is deleted, its locations are deleted, as well.
• Admins can delete anyone’s location. Regular users can delete their own location.
• You can view locations for the past 7 days. All locations older than 7 days are deleted forever automatically.

Viewing locations

To view recorded locations, click on Activity in the sidebar, and then the Locations tab.

Admins can view everyone’s recorded location, while regular users can see only their own.

You can see current locations of your staff, their routes, and time stamps of when the location was recorded.

On the right side, you can see all active users in your workspace, plus their last recorded location on the map for that day as well as the timestamp when it was recorded. If a user doesn’t have any location that day, you’ll see just a hyphen (-).

If a user has a red recording dot next to them, it means they still have the timer running at that location.

To see a user’s all recorded locations in the day, click on them in the sidebar. You’ll get a list of all the records, plus you’ll be able to see their route on the map (based on recorded locations that day).

To close the detailed view and get back to the team overview, click on X next to the user’s name.

To see locations for other days, click on < or > in the upper right corner next to the date (you can go back up to past 7 days).

Deleting location

Both admins and regular users can delete recorded locations.

You can delete recorded locations on the web version of Clockify, when you go to Activity > Locations from the sidebar.

If you’re admin, click on a user on the right to enter their route view, hover over the location you wish to delete, and click on the trash icon.

If you’re a regular user, just hover over the record you wish to delete and click on the trash icon.

All locations older than 7 days are deleted forever automatically.

There is no undo when a location is deleted (each delete is permanent and non-retrievable.).

If a user deletes their account, all their location data is deleted too.

Location accuracy

GPS location tracking is not 100% accurate due various facts (phone’s operating system, version, model, closed vs open space, geographic factors like tallness of buildings, etc.).

Location accuracy can be:

• High accuracy – Real location can be off by less than 150m (500ft)
• Medium accuracy – Real location is off by 150-500m (500-1,600ft)
• Low accuracy – Real location is off by 500-1,000m (1,600-3,200ft)

When the recorded location has medium or low accuracy, you’ll get an indicator in the person’s detailed route view.

If the location accuracy is off by more than 1,000m (3,200ft), it won’t be recorded.

Improving location accuracy (Android)

Improving location accuracy (iOS)

The post GPS tracking appeared first on Clockify Help.

Download for Windows →

Download for Mac →

Note: Windows and Mac desktop apps have integrated screenshots.

Screenshots is an extra feature, which you can enable by upgrading your workspace to Pro or Enterprise plan.

Data gathering and privacy

Screenshots can’t be recorded without user’s knowledge.
In order to record screenshots:

• Admin has to enable “Activate screenshot capturing” in workspace settings
• All workspace members will receive a notification when screenshot capturing is enabled via both the web and the desktop app
• Screenshots are taken only while the timer is running (regardless of where you started the timer) AND if you have the screenshot recording app installed
• Screenshots are low-resolution and blurred for privacy and security reasons, by default. However, admins and owners can set a higher resolution on a workspace level.
• Each regular user can see all their screenshots. Admin sees all screenshots in the workspace
• Each screenshot is tied to a time entry. If the time entry is deleted, its screenshots are also deleted.
• If a user deletes a screenshot, the time between the previous and current screenshot will be subtracted from the total time
• You can go back and see the screenshots up to a year from the moment they were created. All screenshots older than one year are automatically deleted forever.

Clockify can also:

• Record which apps you use and websites you visit using auto tracker, but that data is completely private (data is not available to workspace admins).
• Detect when you’re inactive using idle detection (no mouse movement or keystrokes), but that data is shown only once when you become active again, so you can decide if you wish to keep, or exclude idle time (information is not available to workspace admins).

Record screenshots

To capture screenshots, you need to install the desktop app for Mac or Windows.

Once installed, you’ll need to log in and start the timer.

Screenshots are captured randomly in 5-minute intervals while the timer is running and the desktop app is active.

For instance, if we take a look at 20 minutes of tracked time, within those 20 minutes, there are four 5-minute intervals.
Let’s say that the timer is started at 12:15. The first five-minute interval is 12:15-12:20. The first screenshot, is taken after five minutes, at the end of this first interval, at 12:20.
All other screenshots are taken 3-8 minutes after the interval started. 

Screenshots won’t be taken if the duration of a time entry is less than 5 minutes, or if the timer is running on the web or mobile, but not on the desktop app (or you’re not logged in).

When Mac prompts you, you have to allow Clockify to take screenshots. If you click Deny, you’ll have to go to System Preferences > Security & Privacy > Screen Recording and check Clockify app.

Viewing screenshots

When screenshots are enabled, all users in the workspace will see the Activity > Screenshots page in the sidebar.

Regular users can see all their personal screenshots, and admins can see everyone’s.

All active users in the workspace are listed, and next to each person you can see a total number of recorded screenshots in that day.

If a person has screenshots, you can click on their name, or the expand icon in the right corner to see the screenshots, time when each was recorded, as well as the name of a project, task and client, if available.

You can click on a screenshot to open a gallery view, and then go back and forth between the screenshots.

To see screenshots for other days, click on < or > in the upper right corner next to the date (you can go back up to one year from the time when the screenshot was taken).

Deleting screenshots

Both admins and regular users can delete screenshots by clicking on the trash icon when you hover over a screenshot.

Regular users can delete only their personal screenshots – unless the time entry is locked or approved (in which case, admin needs to do delete it).

To delete a screenshot that was captured from a currently running timer, you first need to stop the timer, and then you can delete a desired screenshot.

When screenshot is deleted by a regular user, the time between that and the screenshot before it, will be subtracted from the time entry’s total time. If an entry has only one screenshot, the whole time entry will be deleted. Deleting a screenshot for the approved time entry won’t affect the entry.

Admins can delete anyone’s screenshot without the time subtraction.

If a time entry that has a screenshot is deleted by users or admin, all its screenshots are deleted automatically. If a user deletes their account, all their screenshots are also deleted.

All screenshots older than a year are deleted forever automatically.

There is no undo when a screenshot is deleted. Each delete is permanent and non-retrievable.

The post Screenshots appeared first on Clockify Help.

With custom fields, you can manually track: expenses, mileage, breaks, overtime, invoice status, number of units, custom dropdowns, quantity, codes, location, equipment, estimate, deal number, link to ticket, receipts, images, all sorts of IDs (invoice, task, user, project)… and more!

In addition to user data, you can also track project metadata – perfect when you need to analyze data in pivot tables, or when you need to integrate Clockify with external systems via API.

If you wish to add custom fields to users (like Employee ID), you can use user fields.

Custom fields are an extra feature, which you can enable by upgrading your workspace to Pro or Enterprise plan.

Users can enter data into custom fields via: web, browser extension, iOS, Android, and Mac (support for Windows coming soon).

Creating fields

You can create custom fields in Workspace Settings > Custom Fields tab. You can have up to 50 fields in a workspace.

When creating a field, you need to specify field type:

• Text – input field where you can type anything you wish (project ID, additional notes, coordinates)
• Number – input field that accepts only numerical values (mileage, expenses, number of units)
• Link– input field that accepts URL to websites or files (receipts, screenshots, documents, task reference)
• Switch – a simple yes/no switch (invoiced, paid, urgent)
• Select – input field that lets users select a single option from a pre-determined list (location, status, category)
• Select multiple – input field that lets users select any number of values from a pre-determined list (equipment used, custom tag list for a project)

You can also prevent regular users from entering or changing data by settings Who can edit: Admins (for example, you can have Unpaid/Paid status which users can see but only admins can change).

Using fields

In order for your users to see and use the fields you’ve created, drag-and-drop the field to the Visible slot in Active column. Then, the fields will show up in Time Tracker and Timesheet for everyone in the workspace.

In Timesheet, you can enter data for additional fields when you hover over a cell with time and click on the three dots.

You can have up to 5 visible fields for the whole workspace, plus 5 more on projects.

Fields function like regular inputs, depending on the field type you’ve specified. Users can enter text, number, check a checkbox, or select from a list of predetermined values.

When to use invisible fields

Invisible fields are useful when you need to integrate Clockify with external systems via API, or you need entries to inherit additional metadata from projects (like project ID or project type) and you don’t want to overburden your users with irrelevant data.

If you activate a field and make it invisible, users won’t see the field anywhere, but all created entries will have them. Entries can inherit value for invisible fields via project, or you can update them via API or some integration.

Invisible fields and their data show up in Excel and CSV export of Detailed report.

Setting fields on projects

In addition to activating custom fields for the whole workspace, you can also activate them by project instead, as well as override visibility and default value in project settings.

All invisible fields automatically show up in projects. You can set their default value for that project, plus make them visible (or invisible) when a user selects that project.

You can have up to 10 visible fields on a project.

In addition to managing active fields, you can also add a field from a list of available fields, so only entries on that particular project have that field.

If you wish fields to have some default value when a user selects a project. For example, if a user selects ProjectX, a field Location can be set to USA, which the user can later override if it’s not USA.

Be careful with default values as they always override existing values. For example, if a time entry has My Value and then you change a project with a Default Value, it will overwrite My Value (you can re-enter My Value, but if you change a time entry’s project again, My Value will be lost).

A project manager can override a field’s visibility and set a default value for their projects.

Advanced usage

You can achieve any workflow you need by using these four mechanisms:

• Editing permission – You can let users edit data in a field for their time entries, or limit editing to admins only
• Visibility – Affects whether users can see a field in Time Tracker and Timesheet
• Default value – Fields on time entries start out as empty unless you prefill them with some default value
• Project overrides – You can override a field’s visibility and default value by project

For example, you can set a field as non-editable by regular users and visible only on certain projects. Or, you can make some field invisible and set a default value on projects so each time entry has its project metadata.

Required custom field

You can also set a time entry custom field to be required for every time entry on a workspace level.
To do that, a time entry custom field needs to be set as Visible with a default value, or edited by Everyone. If configured properly, this custom field will appear in the workspace settings, under the Do not allow saving time without section, in the General tab. After selected in a checkbox, field will appear in a Time Tracker and Timesheet as a required field.

So, next time a user would like to enter a time entry, they would need to insert the data in this required field.

Editing and deleting fields

Activating a field doesn’t impact older entries. Only new time entries going forward will have custom fields and default values. To retroactively add fields to time entries, you’ll have to manually update the time entries.

If you move a field from Active to Available, new entries will stop having that field, but existing entries will retain their data and show up in exports.

Deleting a custom field deletes that field and all its data from all time entries, across the whole workspace. Once you delete a field, it’s like it never existed. There is no undo. To retain data, it’s best to deactivate it by moving the field to Available column.

If you edit the options of a Select type field, existing time entries will retain the original values. Unless:

• You manually change the value of Select type custom field on the time entry to a different value
• You change the project of the time entry to a project which has a default value set for this Select type field. In this case, the entry will get the default value for the Select type custom field of the project you selected.

Editing example

Let’s say you have a Select type custom field named Location with 3 select options: Los Angeles, New York, and Boston.

You create a time entry and select Los Angeles as your location. Then you go to Workspace settings and rename Los Angeles option to San Francisco.

The created entry will retain the value Los Angeles.

If you edit the created entry and change its project to a project that has a default value for the Location field (e.g. New York) the entry will now have New York set as Location. In other words, default value will overwrite the original value any time you update an entry.

Another example: let’s say you create a field called Updated, set default value 2020, and make it invisible. Your old entries won’t have that field, but each entry moving forward will have it.

If someone changes the project on their old entry, that entry will pick up the 2020 value even though it never had it, thus allowing you to see if some entry has been tampered with.

Custom fields in reports

You can retrieve time entries with all their fields and data in Detailed Report via Excel and CSV export. Then, you can create all sorts of custom reports in pivot tables.

You can see and edit the data for visible fields directly in the Detailed report. Additionally, admins can edit custom fields data other users have entered (regular members can only edit and delete time entries that belong to them).

You can also use Bulk Edit to update Custom fields on multiple time entries with one click.

Excel and CSV export list all active fields. If some entry has some value in some custom field that is no longer active in neither workspace nor some project, that field won’t show up.

Download sample report (Excel)

The Reports also allows you to filter the report by custom fields. You can easily enable or disable what custom fields you’d like to see as filters and use them when filtering the time entries.

These filters are user-specific. When you add some custom fields to filters, this doesn’t affect other users. Each user can have their own set of filters.

The post Custom fields appeared first on Clockify Help.

This is an extra feature and it is available for users of Pro and Enterprise plans.

Creating user fields

To create a user field, go to Workspace Settings > Custom Fields tab, scroll down to the User custom fields section, and click Create.

First, you need to specify the field type based on the type of information you’d like to add about the user.

• Text – input field for any type of information (e.g. Employee ID, Location, Start Date)
• Number – input field for numerical values (e.g. Internal ID)
• Link– input field that accepts URL to websites or files (e.g. Certificate, Profile Link)
• Switch – a simple yes/no switch (e.g. Part-Time)
• Select – input field that lets users select a single option from a pre-determined list (e.g. Department)
• Select multiple – input field that lets users select any number of values from a pre-determined list (e.g. Eligibility)

Fill in name, description, placeholder, and select values (if any).

Once you create a field, drag it to the Active column so it becomes visible in user profiles.

The maximum number of the created user fields is 50 and the maximum number of active user fields is 10.

Applying user fields

After the user field has been created and activated, go to Team page and click on three dots next to some user.

When you scroll down, you’ll see the user field you have created and you can set the value for that user. 

User fields values can be entered by Owners and Admins.  

Editing and deleting user fields

If there is a value defined for the user field, after that field is drag & dropped into the Active fields column, that value is transmitted to all the users in the Team (active, inactive and invited) 

If, at some point, the default value of the Active user field changes, then this new value is applied only to new users (the default value for the existing users doesn’t change).

User fields can be drag & dropped back and forth between Available fields and Active fields. 

Deleting a user field deletes that field and all its data of all members, across the whole workspace. Once you delete a field, it’s like it never existed. You cannot revert this action.

To retain data, it’s best to deactivate a custom field by moving the field to the Available column.

User fields in reports

When a user has some user field filled out, you can get its value when exporting reports along with that user’s time entries.

To get user fields in CSV and Excel, you’ll need to enable them first:

1. Go to Detailed report
2. Click on Export and choose Customize
3. Check what fields you wish to get in export
4. Save Export settings
5. Export CSV or Excel

You can filter reports by any user field by clicking on the dropdown arrow next to Filter, and checking the user field filter (only active fields are shown). Then, select by what value you wish to filter and click Apply filter.

The post User fields appeared first on Clockify Help.

• Who’s busy and who’s available
• When will someone be available for a new project
• When projects start and end

You can visualize projects and shifts on a timeline and assign team members tasks they need to work on, and then use Team view to see who’s available and who’s overbooked at a glance.

To schedule projects and team, activate project and team scheduling in workspace settings.

Scheduling is an extra feature, which you can enable by upgrading your workspace to Pro or Enterprise plan.

Project scheduling

Project view lets you see and plan projects on a timeline.

You can add a new project by clicking on Add project and it will load that project and show you all its assignments (if there are any).

To remove a project, click on three dots next to it. Removing a project doesn’t delete the assignments, it just hides the project from the timeline.

To add a milestone, click anywhere on the timeline and give it a name. To edit milestone, drag-n-drop it, or click on it to change its name. To remove a milestone, open it and click on three dots to delete it.

Expand any project to see who’s assigned to it, add new people to the project, and make new assignments.

If a project’s block has an underline, it means that someone is scheduled to work on it that day. If a user has a red overline, it means they’re over their capacity.

Filter the list by searching for a particular project or client.

Change the dates in the date picker to see assignments for a different time period (e.g. this week, next month, or some custom period like next 30 days). Min range is 1 week and max range is 8 weeks. You can navigate to previous or next time period by using the arrows.

Zoom in and out to see assignments in greater detail.

You can see total hours assigned for each project in the selected time range next to the project name.

If a project is public, you can schedule anyone on it. If a project is private, you’ll need to add user to it first. Archived projects can’t take new assignment, but you can view existing assignments on it.

You can click on a team member to see their schedule in more detail.

You can shift the entire schedule for a project by clicking on three dots next to the project and choosing Shift schedule. Then, you need to provide new from and to dates and everything will be shifted accordingly.

Team scheduling

Team view lets you check capacity of your team at a glance (who’s available and who’s overbooked).

Project and Team views use the same assignment data so you can plan work using either view.

You can add a new member by clicking on Add member and it will load that user and show you all their assignments (if there are any). You can make assignments for active, inactive, and invited users. Filter assignments according to users and groups in the Team menu at the top left part of the Team page.

To remove a member, click on three dots next to them. Removing a member doesn’t delete their assignments, it just hides the user from the timeline.

You can see total hours assigned for each member in the selected time range next to their name.

You can click on a user to see their schedule in more detail.

If a user has time off in that period, you’ll see it in their timeline. If they have an assignment during time off, you’ll see that they’re over capacity.

Edit user’s capacity by clicking on the three dots next to them, or from the Team page by editing their profile.

• Full – user is at maximum capacity (e.g. if their capacity is 8h/day, they’re assigned 8h of work that day across projects)
• Xh open – user has X number of hours available (e.g. 1h open means you can assign them an additional hour of work for that day)
• Xh over – user has X number of hours assigned over their capacity (e.g. 1h over means they’re 1h over their capacity for that day)

You can choose to display user’s capacity on the Team page on daily or weekly basis.

To track performance of your employees by comparing their assigned vs actual working hours with Scheduled vs tracked report.

Managing assignments

To create an assignment:

1. Open Project tab (or Team tab)
2. Expand a project or add a new one (or expand a member or add a new one)
3. Click anywhere on the timeline to add a block (or click-n-drag to create a range)
4. Choose how much the person will need to work on that project in the selected range
5. Choose start time (optional, if you plan shifts)
6. Add a note (optional, if you have some instructions for them)
7. Choose whether the assignment should repeat weekly
8. Click Create

To edit an assignment, click on it to open it and make changes. You can also drag-n-drop the block to move it to some other day, or drag the edges to change start and end dates.

To split an assignment, hover over a line that separates days and click to split the assignment into two individual assignments (which you can further edit).

To copy an assignment, click on it to open it, copy by clicking on three dots, and choose who should get an identical assignment.

To delete an assignment, click on it to open it, and delete by clicking on the three dots.

Total hours are calculated by multiplying number of working days with the number of assigned hours.

Users can have multiple project assignments for the same day, but they can’t have multiple assignments for the same projects on the same dates.

Assignments that have a note will have a note icon on the time block. You can hover over the icon to see the note in full.

Nonworking days (weekends, holidays, and time off) aren’t included in assignments.

Time off and holiday blocks are colored differently and display tooltip on hover.

To schedule someone on a nonworking day, you need to explicitly click on the date. Assignments on weekends and time off will automatically push someone over capacity.

Repeating assignments

If an assignment should be repeated or is recurring each week:

1. Open an assignment
2. Check Repeat weekly
3. Select and enter the number of weeks it should repeat
4. Save

Assignments longer than 7 days can’t be repeated.

If you change how many weeks an assignment repeats:

• If you increase the number of weeks, new assignments will be created in the future
• If you reduce the number of weeks, oldest assignments will be deleted from the past

If you edit any assignment property (e.g. date, hours, note), you can choose whether you want to update all the assignments in the series, or create a separate assignment series.

Publishing assignments

You can create a schedule and once you’re finished, you can publish it so each user can see what should work on and when.

• Outline – assignment is unpublished and only admins can see it
• Colored – assignment is published and its assignee can see it (plus their manager)

Each assignment you create starts as unpublished, meaning its assignee can’t see it.

If you have an assignment that’s unpublished, the Publish button will become blue and you’ll see a counter for the number of unpublished assignments.

When you click Publish, all unpublished assignments you see will be published and visible (plus, assignees will receive an email notification if Notify users is checked).

If you edit or split a published assignment, it will remain published. If you copy a published assignment, its copy will be unpublished.

Assignments published in the Scheduling page are also visible to users in the Calendar page and any change to the published assignment will be reflected in the Calendar page, as well.

Assignments in draft won’t be visible.

You can also track performance of your employees by comparing their assigned vs actual working hours with Scheduled vs tracked report.

Who can see what

• Owner, Admin and Project manager – create, edit, and publish schedule and calendar
• Team manager – see published schedule and calendar for their members
• Project manager – see published schedule and calendar scheduling for their projects
• Regular users – see their published schedule and calendar

The post Scheduling appeared first on Clockify Help.

Forecasting is an extra feature, available to admins only. You can enable it by upgrading your workspace to Pro or Enterprise plan.

Creating chart

1. Go to the Projects page from the sidebar
2. Choose Forecast tab
3. Pick a date or a time period in the future

Every point in the X axis will show the value of the specific time period you picked (day, week, month).

Day: Value in the x axis is in days and every point in the curve shows value by day. 
Week: Value in the x axis shows the whole week for every point.
Month: Value in the x axis shows the whole month for every point.

Forecasting project completion

The chart shows project completion based on the project estimate and the hours that have been clocked in.

Completed (solid blue line)

Shows completed tasks based on the billable tracked time so far, meaning everything completed until present day.
If estimate reset is turned on, first point is 0, but last point is set in defined period (week, month, year).

Forecasted (dotted blue line)

Shows completed tasks based on billable tracked time plus future scheduled billable time. It starts with Today, which means that the Forecasted curve starts where the Completed curve ends. If it goes over the estimated horizontal line, the part of the curve that is over the estimate will be in red.  
If estimate reset is turned on, first and last point are set in defined period (week, month, year).

Scheduled (solid gray line)

Shows completed tasks based on scheduled billable hours on this project. This curve is connected to the Scheduling feature and takes scheduling assignments for the Y axis value (number of scheduled hours).
If estimate reset is turned on, then first and last point of the line need to be in the defined period (week, month, year).

Estimate (solid gray line or solid red line if projects goes over estimate) 

Shows completed tasks based on estimate in project settings.
If estimate reset is turned on, then first and last point are in the defined period (week, month, year).

If project estimate reset is set on a specific time of the day:

• entries and assignments are always placed based on their start time: e.g. Weekly reset is set for today, 2pm. Assignment is scheduled from 12pm-6pm. The assignment is assigned to the first half of the day, which belongs to the previous week. This week’s time range is from 2pm today to midnight and there is no assignment in that period.
• midnight is automatically assigned if assignment doesn’t have start time (belongs to the first part of the day) 
• today’s dot on the chart always belongs to the Forecasted line: e.g. Estimate reset is set to 2pm, so the first part of the day belongs to the previous week, however, it will still have a forecasted value for that dot until today is over  

If week/month is selected from the period picker and Today is included in the selected period, everything up to Today is completed and everything after Today, to the end of the week/month is Scheduled. Therefore, Today’s tracked hours will be included in the total of Completed tasks after midnight, in your timezone.  

The post Forecasting appeared first on Clockify Help.

Clockify offers the following regional locations for you to store data within: 

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

To access this feature, you must be subscribed to either the PRO or ENTERPRISE plans or upgrade your current subscription.

Please note that a free trial version is not available. Once your subscription ends or is canceled, and the paid period concludes, you will retain access to the time you have tracked. However, you will no longer be able to track new time or transfer that data to any other regional or global server. 

Choose your preferred data region when creating your Clockify account: 

1. Go to the Signup page 
2. Create your account by entering your email address and password 
3. Choose the region in which your workspace data will be hosted (global is the default)

If you choose a regional server, you’ll be redirected to the appropriate regional location. 

Suppose your company is based in Germany and you make the decision to opt for the EU server to host data you have on Clockify. By choosing the EU server, when you access the app, all your requests are directed to this server. As a result of its proximity, you have an enhanced speed, improved responsiveness and better overall performance while using the app.

At the moment, Clockify offers migration services exclusively for self-hosted users. 

Also, keep the following points in mind: 

If your workspace data is hosted on a global server 

• Transferring customer’s data from global to regional server can only be done for newly-created workspaces. We are not offering transfer from current global to specific regional server for an already existing user. 
• If you prefer to host data on a regional server, you can follow the instructions mentioned above and create another account specifically for one of the available regions. 
• Any data that already exists on the global server will remain there and will not be transferred. So, for example, if you’re in Germany and you create an account without selecting a specific data region, your workspace data will be stored on a global server by default, regardless of your location. 

If your workspace data is hosted on a regional server

• Transferring data from a regional server to a global server is not available. If you wish to move your workspace data from a regional server to a global server, please note that data transfer to a global server is currently unavailable. 
• When you choose a data region before creating a workspace, your workspace data will remain on that server permanently and will not be transferred to a different region.  
• Rest assured that hosted workspace data is fully compliant with GDPR. 

Self-hosting users 

• During the data transfer process, all data, including the users added to the specific workspace, will be transferred. 
• Active users on the self-hosted workspace will remain active on the regional server and will be able to log in using the same credentials. 

API

• If you wish to send API requests to a particular region, you need to utilize a region-specific URL in your API calls. For example, if your workspace data is hosted on the EU server, the endpoint example would be https://euc1.clockify.me/api/v1/get/workspaces instead of the default https://clockify.me/api/v1/get/workspaces. 
• If you create a custom subdomain on a regional server, the resulting API URL will follow the format: subdomainname.clockify.me and the endpoint example would be: https://subdomainname.clockify.me/api/v1/get/workspaces

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Defining multiple currencies is available for admins on all subscription plans. Assigning a specific currency to a client is only possible with a PRO or higher subscription plan, including trial subscriptions.

Follow the instructions below to add new currency, change the default currency and effectively manage client-specific currencies.  

To add new currency:

1. Go to the Workspace settings
2. Navigate to the Currencies section
3. Click Edit next to the Currencies dropdown menu

In the Edit currencies modal that appears, edit the existing currency or click on +Add currency if you’d like to create a new one. 

To change the default currency:

1. Go to the Workspace settings
2. Navigate to the Currencies section
3. Choose one of the available currencies from the dropdown

If there is a defined currency assigned to a client, and that currency is deleted, the default one is automatically assigned to it. The default currency acts as a fallback option when the specific currency is missing or unavailable. Default currency cannot be deleted.

To delete the defined currency:

1. Click X next to the currency you want to delete
2. Confirm the deletion in the modal that appears
3. Currency will be deleted accordingly

Assign currency to client

In case you’re working on projects for clients that use various currencies, instead of using one currency on a workspace level for all your projects, you can assign different currencies to different clients.

For example: Client A is using US dollars as a currency and Client B euros. You can record project-related expenses in US dollars for Client A and in euros for Client B.

The currency assigned on a workspace level is assigned by default to all the clients available in the workspace. To assign currency to a client, you need to be an admin and your workspace needs to be on a PRO or higher subscription plan.

To assign currency to client:

1. Go to the Clients page in your workspace
2. In the list of Clients, locate the client you wish to edit 
3. Click on the Edit button next to their name 
4. Choose the currency from the search bar that appears with all available currencies in the workspace

Trial

• After downgrade or the end of a trial period, all currencies are changed back to the default currency
• Subscription restores currency settings that were in place before the trial period

Currency is present in all client-related actions, from the client creation or editing, to the amount overview in the dashboard, project status and so on. If other than default currency is assigned to a client, it affects adding time entries throughout the app and Clients, Expenses, Reports, Projects and Invoices pages.

Clients

By default, every default client gets a default workspace currency. 

Whenever the currency related to the client changes, updated currency values will be presented with the new one being marked as updated.

Adding time entries in Time tracker, Timesheet, Calendar, Detailed report

Entry’s billable and cost amounts are calculated in default currency if:

• entry doesn’t have a project
• entry’s project doesn’t have a client

Entry’s billable and cost amounts are calculated in client currency if:

• entry’s project has a client with assigned specific currency 

For imported entries, currency is derived from the project. 

Currency is related to the client, not entry, so if the currency is changed on a client level, all entries assigned to those client’s projects will get a new currency. Also, if a project or a client related to that project is deleted, all time entries related to that project get the default currency.

Expenses

In case currency is assigned to client, the default currency is still used when:

• adding a new expense category that has a unit price
• expense’s project is deleted from the workspace
• project’s client is deleted from the workspace

If client currency, or default currency changes, those changes will not impact the already existing records, only the future ones. 

Report

You can filter out reports by currencies, or find a currency in the search bar at the top of the page.

Different client currencies are displayed in summary report, time and expense reports and exported formats.

Project

The currency displayed in projects is the one related to the client. If there is no client on the project, the default currency is displayed.  

Invoices 

Since all invoices are made for a specific client, the amount is displayed in client currency. If the client’s invoice is updated, the existing invoice is updated to that currency, as well.

The post Multiple currencies appeared first on Clockify Help.

• Change user’s name
• See when user joined
• See and deactivate user’s API key
• Remove them from your workspace
• Reset password for another user
• Log in as user (if you’re on subdomain, you’ll only be able to log in as that user inside your workspace)
• Stop timer for another user

Only the workspace owner has access to the Accounts tab.

Control accounts is an extra feature, which you can enable by upgrading your workspace to the Enterprise plan.

The post Control accounts appeared first on Clockify Help.

Audit log is an extra feature, which you can enable by upgrading your workspace to the ENTERPRISE plan.

Enabling audit log

To start recording actions:

1. Go to Workspace Settings
2. Activate audit log
3. Select change you wish to record (change to time entries, projects, clients, tags)

For example, if you check time entries, you’ll get a record in audit log whenever someone creates a new time entry, edits their existing entry, or deletes it.

Audit log also records cascade changes. For example, if you have a time entry on some project, and that project is updated (e.g. it’s renamed or deleted), you’ll get a record log for both Project updated and for Time entry updated; This only happens if you record both changes in workspace settings. For example, if you record changes to time entries but not to projects, you won’t get a record in audit log when a project is updated.

Running audit

1. Go to Workspace settings > Audit tab
2. Choose date
3. Choose author
4. Choose actions
5. Click Run report

Once you get the report, you can review events in the table (timestamp, user, and action), and expand for more details.

You can also export audit log as a CSV file and analyze it in Excel or some other program.

Because audit log files can be huge, it takes a while to generate them. You can wait and download it once it’s finished, or you can choose to receive it via email within half an hour.

Audit logs older than 1 year are automatically deleted (due to their enormous size). We recommend exporting them each month and storing them personally for archive purposes.

If you’re a self-hosted user, audit logs are never deleted. We recommend exporting them regularly and removing them from Clockify personally.

You can filter audit log by following actions:

New and old value in update events

For update events, you can see more details about what’s been updated.

We recommend enabling audit log from the moment you start using Clockify so you will always have old and new value for update events.

If you use Clockify and enable audit log for some object later, you might not have access to the previous value in the audit log because it wasn’t recording events at that moment.

For example, if you create a time entry while audit log is off, and you later enable it and you update the same entry, audit log will show that it’s been updated but you won’t be able to compare the old and new value. However, if you update that entry again, audit log will show both the previous edit as old value and what exactly has been updated in the new value.

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