Set up alerts & reminders for your Workspace members

Alerts and reminders help you monitor project progress and ensure your team tracks their time accurately.

Targets & reminders is available on the Standard plan and up. Alerts is available on the Pro plan and up.

Alerts vs. reminders #

Before setting up notifications, it is helpful to understand the difference between the two types of notifications available:

• Project alerts: These notify you when a specific project reaches a certain percentage of its estimated time or budget.
• Reminders: These notify team members if they haven’t logged their target number of hours, or if they have logged too much time.

Permissions #

Each workspace role has specific permissions regarding the creation of alerts.

Role	Permission
Admin	Can create project alerts
Project Manager	Can receive alerts if set to receive notifications for their projects
Team Manager	Can receive alerts for their team’s progress Can be notified if team members exceed or miss their time tracking targets

In addition to these permissions, there are certain requirements that need to be met to receive alerts:

• Alerts apply to all projects with estimates and cannot be set for individual projects
• If you exclude non-billable time from project estimates, it won’t count toward the time alert

Set up project alerts #

Project alerts notify you when a project reaches a certain percentage of its estimated time or budget. 

For example:

​​If you have a project estimated to take 100 hours and you want to be notified before it goes over the estimated time, you can set an alert for 80%. When the team tracks 80 hours on that project, Clockify will automatically email the selected recipients so they can take action before the limit is reached.

Note that if someone edits their time and the percentage drops below the threshold, the alert will trigger again when it reaches the set percentage. 

To set up project alerts:

1. Open the Workspace settings
2. Switch to the Alerts tab
3. Choose if you want alerts for Projects or Tasks, and specify the percentage of the estimated time at which the alert should trigger
4. Select who should receive the alerts:
   • All Admins
   • All Project managers (for their projects)
   • Project Members (for project alerts)
   • Task Assignees (for task alerts)

5. Click Add to save the alert

Alerts are generated at the 30-minute mark of each hour and are only sent to users with verified email addresses.

Set up time tracking targets & reminders #

You can set time tracking targets for your team (daily, weekly, or monthly) and automatically remind them to log their hours via email if they miss their targets or log too many hours.

Based on their configuration, reminders can be divided in three different ways:

• Daily reminder: Sent the next day if targets aren’t met
• Weekly reminder: Sent on the first day of the next week
• Monthly reminder: Sent on the first day of the next month

To set up Timesheet reminders:

1. Go to the Team page
2. Click on the Reminders tab
3. Set your reminder rules:
   • Team members (individual or group)
   • More or Less than the target number of hours
   • Target number of hours
   • Select Daily/Weekly/Monthly basis
   • Select to send reminders to one or all of the following:
     • Team members
     • Team managers
     • Admins

4. Click Add to save the reminder

Note that team members will not receive reminders if they are on time off or a holiday

You can set multiple reminders for each user (e.g. 7 hours per day, 40 hours per week, 150 hours per month)

Email notifications for Managers & Admins #

Managers and admins can receive daily, weekly, or monthly emails about team members who missed their time targets or logged more than the target.

How to receive email notifications:

1. Click on the Them section of your reminder
2. Select who should receive the email notifications:
   • Admins: All admins will receive emails
   • Team managers: Only for their own team members

Admins and managers will receive email summaries according to their personal Day Start and Timezone settings. The email will list everyone who has either missed or exceeded their target hours.

Edit or remove reminders #

You can update existing reminders if you need to change the target hours or adjust the recipients.

To edit reminders:

1. Go to the Reminders tab
2. Click on the highlighted section (e.g. users, hours, etc.) to make adjustments

To remove a reminder:

1. Click the X next to the reminder you want to delete
2. Click Delete in the pop-up window

FAQ #

Can I receive an alert for both time estimates and expenses?

Yes, you can set alerts for both time and expenses, as long as the project has estimates for these.

Can reminders be set for more than one user at once?

Yes, you can allocate users to user groups and apply reminders to the whole group at once.