If you have historical timesheets data in Excel, or if you’re moving from other apps, you can import your workspace data, including projects, tasks, clients, tags, time entries and their custom fields into Clockify using a CSV file.

Clockify’s import data process is designed to guide you and help you catch errors before you finalize the import.

Import data and permissions #

Data	User role	Subscription plan
Projects, clients, tasks, tags	owner/admin	Any plan
Timesheets	owner/admin	Paid plans only
Users (Coming soon)	owner/admin	Standard plan and higher

Import details #

File Size: The maximum file size for any CSV is 10 MB.
Import limit: You can import up to 1,000 users per file.
SCIM: If you have SCIM enabled, you must manage users through your Identity Provider (IdP) rather than this CSV tool.
Trial Note: User import is not supported during the free trial period.

Format your data #

To ensure the import completes successfully, your CSV data must match the format required by Clockify.

Download templates (recommended)

The easiest way to format your data correctly is by downloading our pre-made templates.

To do that:

Click on the three dots next to your workspace name
Select Workspace settings
Click the Import tab
Click the relevant button (Timesheets, Projects & Clients, or Users) to download the correct file

COMING SOON

For user imports, you can choose between:

Limited users: For users with restricted access (requires name)
Full users: For standard team members (requires email)

Use English headers #

All CSV column headers must be in English and exactly match the names in your Workspace settings, even if you use the app in a different language.

Include all required columns

Time import: Email, Start date, Start time, and Duration are required
Full user import: Email is always required. If the role is Project manager or Team manager, you must also fill in the Managing columns
Limited user import: Name is the only required field

Multiple values

To assign multiple roles, managed projects, managed employees, or groups to a single user, separate each entry with a comma.

Project & client association

If a project belongs to a specific client (e.g., Project A under Client A), use the following format in the Projects Managed column:

Project Name: Client Name

The system will automatically recognize the project and its associated client using this syntax.

Optional fields

The following fields are optional. If left blank, the system will automatically apply your Workspace Defaults:

Daily Work Capacity
Billable & Cost Rates
Working Days & Week Start

Start import #

To start the import process:

Go to Workspace settings
Click the Import tab
Drag and drop a CSV file, or upload it from your computer
Follow the two-step verification process:

Step 1: Inspect data (Preview screen) #

After you upload your file, a preview will appear. Here, you can review the data and correct any issues before you proceed.

Error detection

Rows and errors are automatically highlighted. Use the Only show rows with errors option to quickly filter the list and see what needs to be fixed.

Fix errors & reupload

Clockify automatically detects common delimiters (commas and semicolons). If a column name is not recognized, it will be marked with a warning, and the data from that column will not be imported.

If you identify errors requiring correction, you can modify the file externally and then upload the corrected version directly from this step in Clockify.

Timesheet-specific checks #

If you are importing Timesheet data, you need to confirm the date format used in your file.
You will also be notified if you are importing Timesheet data for users who are not yet in your workspace, allowing you to add them first.

Admin import

If importing users with the Admin role, you need to verify their permissions.

Missing seats

If you are missing seats for new users, you can buy seats immediately, or cancel the import to review your list.

Step 2: Import summary #

Once you click Import, a progress bar will track the status. When complete, a summary will display the results:

Timesheets/projects: Link to the imported data
Users: Breakdown of new Admins, Managers and Members with links to your Team page

Check time and date formats #

The formats in your CSV file must exactly match those configured in your Clockify account.

Format	Where to check settings	Mismatch example
Time (12-hour / 24-hour)	Profile settings	If your CSV has 1:00 PM, but your settings use 24-hour time, the import will fail.
Duration (hh:mm:ss, etc.)	Workspace settings	Your CSV duration format (e.g. 1:30) doesn’t match the format set in your workspace.
Date (DD/MM/YYYY, etc.)	Profile settings	Your CSV date format doesn’t match the one set in your profile.

Max character limits #

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

Important to note #

All imported users receive an email invitation and existing Clockify users simply log in to accept the invite
New users will be prompted to sign up using the name provided in the CSV as a suggested user name
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
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

Was this article helpful? #

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