How to manage a workspace?
A workspace is a collection of people and projects in Clockify. When you first create a Clockify account, you automatically get a workspace. A workspace contains all the time entries, projects, people, and settings.
A workspace is a top-level segregator. All time entries, teams, clients, and projects are assigned to a specific workspace.
With a single Clockify account, you can create or join multiple workspaces. These workspaces are separate entities, each with their own unique set of users, projects, and time entries.
Since each workspace is a separate entity, people who are not part of the workspace cannot see them, nor can they see the workspaces others may belong to.
Multiple workspaces are useful when you want to have a separate account for each sub-company or a department. This way, things won’t mix up and you can have different access levels.
For example, if you have two companies or departments, you can create two workspaces, and invite different people to each one. Then, you can switch between them as needed.
Or, you can be a team member in one workspace and track time for the company you work for, plus have a personal workspace where you’ll keep track of personal stuff and be admin.
Everything in Clockify is tied to a specific workspace, so time entries you made in one workspace aren’t visible in another.
Workspace settings #
Only workspace Owners and Admins can see and edit Workspace settings.
To access the Workspace settings:
- Click on the options button next to the workspace name
- Choose Workspace settings from the dropdown
- You’ll be redirected to the Workspace settings > General tab
Use workspace settings to make the following modifications:
- Enable Timesheet
- Upload company logo (which will be displayed in branded reports)
- Change workspace name
- Set workspace billable rate and currency
- Set week start for all workspace members
- Control who can see billable rates and amounts
- Set if projects are billable by default
- Choose how you want to group your projects (e.g. by Client)
- Set who can create projects, tasks, clients, and tags
- Choose if the duration format will be displayed as hh:mm or hh:mm:ss
- Enable project favorites
- Choose preferred number and currency format
- Manage paid features (like hiding time from users, lock timesheets, required fields, hiding pages, and time rounding)
Manage workspace #
All users, regardless of their user role can create a new workspace in the following way:
- Click on the options button next to the workspace name
- Choose Manage workspaces option
- You’ll jump to the Manage workspaces page
You can see all the workspaces you’re a member of, or create a new one.
When you create a workspace, you are automatically that workspace’s owner (meaning only you can remove people from the Admins group). Learn more about who can do what.
You can manage workspaces in the following way:
Switch workspace #
If you’re a part of more than one workspace (regardless of your user role), you can switch between them anytime you want.
To do that:
1. Navigate to the Navigation menu at the top left part of the screen
2. Expand the Clockify app
3. Choose an active workspace you’d like to switch to from the ones listed
As a result, you’ll be automatically logged out of your current workspace and required to log in to the workspace you switched to.
Changing the workspace will affect all pages and settings, except Profile settings (which is the same across workspaces).
Leave workspace #
You can leave a workspace by going to Manage workspaces page (click on your active workspace name to see it) and then clicking the leave icon next to the Settings button.
You can’t leave an Active workspace. To leave, you first have to switch to another workspace.
What happens when you leave a workspace:
- If you leave a workspace where you’re not the owner, to return, someone who’s in that workspace needs to invite you again (and you need to accept the new invite).
- Owners can’t leave the workspace until they either transfer ownership to someone else or are the only member left in the workspace.
If you’re the owner of the workspace (and the only member left), the only way to leave the workspace is to delete your account. Please note that, after the deletion, all time entries and settings will disappear. This action is irreversible.
Transfer workspace ownership #
If you’re leaving the company or for any other reason want to transfer the Owner’s role to someone else, you can do this at any time:
- Go to the Team page
- Click the three little dots near the team member’s name whom you would like to set as the new Owner
- Select Transfer ownership
When you transfer the owner’s role, you’ll be downgraded to an admin and no longer be in charge of the workspace.
A team member you gave the owner’s role will receive a notification that you made them the new owner of the workspace.
Only the primary owner of the workspace can transfer the ownership to another user. If you’d like to reclaim the ownership, new primary owner needs to transfer that role back to you.
Archive workspace #
Although it’s not possible to archive a workspace, you can limit access to it without losing the data.
Just make all users on the workspace inactive, and then, users won’t be able to log in to the workspace and change things, and you’ll still be able to access all the data any time you need.
Delete workspace #
You can delete your own workspace when you leave it by going to the Manage workspaces page (click on your active workspace name to see it) and then by clicking the X icon next to the Settings button.
Please remember that you can delete the workspace only if you’re its owner.
Owners can’t leave the workspace until they:
a) transfer ownership to someone else
b) are the only member left in the workspace
To delete the workspace where you are the owner, you’ll first need to remove all team members and then leave the workspace, which will trigger workspace deletion (along with all its data).
Please note that you can’t delete a workspace if that’s the only workspace you have. To delete the workspace, you’ll first need to create a new workspace and switch to it. Then, you can delete the original workspace.
When the owner of the workspace leaves it, the workspace is deleted automatically, forever. This can’t be reversed. Once a workspace is deleted, it can’t be undone.
