Each project typically belongs to some client, but you can create a project without a client (e.g. internal company stuff). A client can have multiple projects, but a project can belong to only one client.

You can also import projects and clients from a file.

Creating projects

By default, only admins can create projects. However, this set of permissions can be modified if Who can create projects and clients is set to Admins and managers or Anyone in the Workspace settings.

Who can create projects if selected:

• Admins (default): admins
• Admins and project managers: admins and project manager
• Anyone: admins, projects managers, team managers, regular users

The person who creates the project automatically becomes its project manager meaning that they can view all tracked time on their projects, set estimates, add tasks, manage project access and modify all other aspects of the project.  

To create a project:

1. Go to Projects and click Create new project
2. Name the project
3. Select client (you can also create a new client here, by typing a name and clicking Create client)
4. Choose a project color
5. Choose visibility (public or private)
6. Click Create

Once you’ve created a project, you can select it when tracking time. If you’ve set the project as private (visible only to a certain group), then only people who are on the project will be able to select it when tracking time. You can also adjust the size of columns (name, client, status, access) to make sure all data is properly displayed.

Quick create

You can also add a project directly from the project picker while creating a new time entry.

Click on the +Project field to get a drop-down list of projects and start typing the name of your new project. Once you start typing the drop-down list will try to suggest a matching (existing) project name.

If that project does not exist, you will be offered the option to create a new project.

Click on the + Create new project button and a popup window with additional options will appear allowing you to name your project, assign a client, apply a project template and select if the project will be public or private.

You can also use a keyboard shortcut Ctrl+Enter to quickly create a project without additional details.

Archiving projects

Once you complete a project, you can archive it, so it’s no longer visible when tracking time.

To archive a project:

1. Go to the Projects page
2. Click three dots next to the project you want to archive
3. Select Archive

You can check the Also mark all tasks as done box in a modal that pops up requiring you to confirm the action and all the tasks in the archived project will be marked as done.

Once the project is archived you will be able to delete it.

To see archived projects, click the Active filter at the top of the page, change it to Archived and click APPLY FILTER to confirm the action. 

To restore an archived project, click three dots next to it and select Restore.

When you archive a project:

• All its data is still available
• Project’s time entries will still be shown in reports
• Archived projects won’t appear in reports as filters unless you select All or Archived
• Archived projects won’t be available in the project picker when creating new time entries
• Archived projects won’t appear on Projects page (unless you select Archived in the filter)

You can also archive tags and clients the same way you can archive projects.

Deleting projects

Projects can only be deleted once they are archived.

To delete a project:

1. Go to Projects page
2. Select Archived or All from the drop-down menu
3. Click three dots next to the archived project’s name
4. Select Delete
5. Confirm the action

Deleting a project will remove it from all time entries it is assigned to, but time will remain.

Merging projects

While it’s not possible to merge projects, you can filter entries of one of the projects you want to merge and assign it to the other project in the Detailed report.

It is also possible to update multiple time entries at the same time with the Bulk edit feature in the Detailed report.

Then, simply archive and delete the project you don’t need.

Managing people on projects

To see how to change the project’s privacy settings, manage user access to a project, or set users as project managers, visit this help article.

Project status

When you and your team start tracking time for projects and tasks, you’ll be able to track progress on each project using Project status.

To learn more about how to use project status, visit this help article.

Project note

You can add additional information to projects by using a project note.  To learn more about how to format a project note, visit this help article.

Project name/client/color

If you need to edit project name, client, color, or any other type of project setting, you can do that in the Settings tab.

1. Go to the Projects page
2. Choose the project
3. Switch to the Project settings tab
4. Edit project name, change/add client/project color

Changes you make will be immediately visible.

Setting project billable rate

Clockify has 4 types of billable rates, one of which is the project billable rate. If set, this billable rate gets applied to each time entry created for this project.

The project billable rate can be overwritten by Projects’ member rate which you define in the projects’ Access tab if you want different users on the project to have different billable rates.

To set a billable rate for a specific project:

1. Go to the Projects page
2. Click on the name of the specific project
3. Switch to the Project settings tab
4. Set billable rate for the project

To set different pricing per client at the project level:

1. Create different projects
2. Assign them to respective clients
3. Go to Projects and click the project name (which will bring you to Project edit page)
4. Switch to the Project Settings tab
5. Set the desired billable rate for the project.
6. Repeat for each project for the specific client

Filtering and sorting projects

When you have a lot of projects, it can be difficult finding what you need. That’s when filters come in handy.

You can filter projects by their active status, client, users who are part of it, billability, and name.

You can sort projects alphabetically by clicking Name on the header of the project table. It is possible to sort projects by Client and Status as well.

Creating projects from a template

If you have a lot of similar projects, it’s a good idea to set up a template so you don’t have to create the same project over and over.

Projects you create with an existing template will have settings such as Billable Rates, Estimates, Tasks and Team already applied.

Project templates are an extra feature, which you can enable once you upgrade your account.

Add and edit tasks in a bulk

Admins and owners can add and edit multiple tasks to multiple projects in a bulk. This option is available with all paid subscription plans.

After selecting projects, user can modify visibility, access, client, color, billability and tasks in the Bulk edit modal.

By modifying tasks, user can be adding and editing the tasks in the selected projects.
If the Add to existing option is selected, user is adding a task to all the selected projects. Up to 20 tasks can be added.
If the Overwrite existing option is selected, user is deleting all active and completed tasks in the selected projects and adding the newly created tasks.

After all the changes are saved, the newly added tasks will be visible in the task list in the alphabetical order.

Managing clients

By default, owners and admins can create clients. However, this set of permissions can be modified if Who can create projects and clients is set to Admins and managers or Anyone in the Workspace settings.

Who can create clients if selected:

• Admins (default): admins
• Admins and project managers: admins and project manager
• Anyone: admins, projects managers, team managers, regular users

Regular users will be able to create clients when they create a new project. However, they still won’t be able to see the Clients page.

How owners, admins and project managers can create clients

If you’re the owner or an admin of the workspace, to create a client simply:

1. Go to Clients page from sidebar
2. Enter the client’s name in the Add new client field
3. Click Add

How regular users can create clients

If you want regular users to be able to add clients:

1. Admin or owner needs to set Who can create projects and clients to Anyone
2. A regular user can then go to the Projects page to create a project
3. Click Select client
4. Enter client name
5. Click Create client or press Ctrl+Enter

If you want to create a client only, simply create the client with the mentioned steps above and cancel the project creation.

How to edit already existing clients

1. Go to the Clients page from the sidebar
2. Click the pen icon for the Client you’d like to edit
3. Edit: Client Name, Client Address, Client Note (An additional note related to the client such as the most important information, instructions, links to important document and much more)

Archiving clients

Only owners and admins of the workspace can archive clients. Only after the client is archived you will be able to delete it.

1. Go to Clients page from sidebar
2. Click on three dots next to the client’s name
3. Choose Archive
4. Confirm the action in the pop-up window. There you will also have the option to archive all projects assigned to that client

Deleting clients

Only owners and admins of the workspace can delete clients. Clients can only be deleted after being archived.

1. Go to Clients page from sidebar
2. Select Show archived or Show all from the drop-down menu
3. Click on three dots next to the archived client’s name
4. Choose Delete
5. Confirm the action

The post Creating projects & clients appeared first on Clockify Help.

Tasks are mostly used for type of activity (e.g. design, coding) while description field for the actual thing you’ve worked on (e.g. “Working on bug #213”). For more advanced task management, it’s best to use a dedicated project management tool like Trello, JIRA, etc.

For example, you can name tasks by type of work (“Front-end programming”, “Writing”, “Designing”) and later sub-group time entries by task in the Summary report to see how much time each activity took.

To create tasks:

1. Go to a project
2. Open Tasks tab
3. Type task name
4. Click Add and people will then be able to choose it when tracking time.

You can:

• Indicate who works on which task by selecting an assignee
• Set an estimate for each task once you enabled it from the Project Settings tab (this can be useful if you’ve quoted your client a certain number of hours for each type of work so you can track how things go along)

To change task name, simply click on its name and type what you want.

By default, owners and admins can create tasks. However, this set of permissions can be modified if Who can create projects and clients is set to Admins and managers or Anyone in the Workspace settings.

Who can create tasks if selected:

• Admins (default): admins
• Admins and project managers: admins and project manager
• Anyone: admins, projects managers, team managers, regular users

Marking tasks as done

When you’re finished with some task, you can mark it as done so it doesn’t get in the way:

• Done tasks don’t appear on project page until you select Show done or Show all tasks
• Done tasks don’t appear in the project picker when tracking time
• Tracked time for done tasks is shown in reports

Marking tasks as done is really useful if you have a lot of tasks on projects, and you organize projects as to-dos (the other workflow is to put types of activities as tasks, like coding or design, in which case there’s no need to close tasks).

Deleting tasks

To delete a task, you first need to mark it as complete. After that, click on task’s options again and you’ll see the Delete option.

Only admins and project managers can delete tasks.

Once a task is deleted, all time entries for that task will become without a task (but they’ll retain the project).

Assigning users to tasks

When a task has Anyone as the assignee, everyone who has access to that project can select and track time on the task.

If a task has a particular user or group as the assignee, only that person can select and track time on the task.

If it’s a private project, you’ll have to add the person to that project first.

Adding tasks from a template

If you often create projects with the same task structure, you can set up a template so you don’t have to add these tasks one by one every time you create a new project.

Projects you create with an existing template will have settings such as Tasks, Billable Rates, Estimates, and Team already applied.

Project templates is an extra feature, which you can enable once you upgrade your account.

Rates and billable status

If you wish to set hourly rates and mark which tasks are billable, you need to enable task rates in workspace settings.

The post Working with tasks appeared first on Clockify Help.

There are two types of projects – Public and Private. When you create a project, you can choose whether it’ll be Private or Public (default option).

You can change the default option for project’s privacy in the Workspace settings.

Public projects are:

• Accessible to all workspace users
• Everyone can select the project when tracking time
• Everyone can see all time entries for that project in reports

Private projects are:

• Only accessible to project members
• Only project members can select the project when tracking time
• Members can only see their own tracked time in reports (if Hide time from users is enabled)
• Only project managers can see all tracked time on their project in reports if Hide time from users is enabled

Once you create a project, you can always change its visibility by selecting Public or Private in the project’s Access tab.

Only Admins and Project Managers can change visibility after a project is created.

Admins can see and edit all projects and time entries, no matter if the project is public or private.

By default, only admins can create projects but you can allow regular users to create projects and clients when you set Who can create projects and clients to Everyone in your Workspace settings.

Adding people to projects

To invite people and groups on a project:

1. Click on a project
2. Go to the Access tab
3. Click + Add members
4. Select people or groups you want to add to the project

People will automatically get access to the project once you add them (meaning, there’s no project invite).

Once people are added to the project, they can select the project when tracking time.

Only people who are invited to your workspace can be invited to a project.

Removing people from projects

To remove a user from a project, go to the Access tab of the project, click the three little dots near the user’s name and then click Remove.

Set a billable rate for people on the project

If you want to assign a different billable rate for each person on some particular project, go to the Projects page, click on the name of the project you want, switch to the Access tab and then define the billable rate for the users in the project.

Project roles

The user who creates a project automatically gets the Manager role on that project. A project can have more than one manager.

To give someone manager rights, go to the project’s Access tab, click three dots next to the person’s name, and select Give manager rights. To revoke manager role, click three dots next to the person’s name and select Revoke manager rights.

Admins can see and edit everything, at all times.

Regular users can:

• See and edit all information regarding tasks (unless disabled)
• See who has access to the project (can’t edit)
• See rates if Who can see rates and amounts is set to Everyone

Project managers can:

• See and edit project details
• See and edit all information regarding tasks on their projects even if task creation is allowed to admins only 
• See and edit project access
• See and edit rates if Who can see rates and amounts is set to Everyone
• View project status for projects they manage
• Delete project
• See all tracked time for their projects in reports

The post Managing people on projects appeared first on Clockify Help.

To export project:

1. Go to the Project page
2. Click the Export dropdown on the right
3. Choose an export format (CSV/Excel)
4. Project data will be saved to your computer in one of those formats

Type of data that will be exported depends on the selected filters, therefore, filtered out data not available on the Projects page won’t be exported. 

Project export option is visible only to admins, but it is available on all subscription plans. However, to customize your exports, you need to be on any paid plan (Basic, Standard, Pro, Enterprise). 

The post Exporting projects appeared first on Clockify Help.