In Clockify, you can group time entries around projects and clients so you can more easily generate reports.
Creating projects #
You can associate a project with a client or leave it without a client. It’s fine either way
In Clockify, a client can have lots of projects but a project can belong to only one client.
Before you can add a project to a time entry, we first need to create a project.
We’ll first add a client in the Clients section, and then we’ll create a new project, name it, and associate it with the client we’ve just added.
The project is private by default, meaning only people who are assigned to it can see it. If you want to make the project public so everyone can see it, check this box here.
Now, let’s create the project. You can see it appeared down here.
We can click here and delete it or archive it once we’ve completed the project so it doesn’t get in the way. If you have archived projects, you can see them by changing the filter to Archived here.
Editing projects #
Let’s click on the project so we can edit its details, set up tasks, and invite people.
Here are the project details. We can its color, client, visibility, billability, project’s hourly rate, and estimate.
Down here, we can set up Tasks and here we can add people to the project.
Let’s add some people now so they can track time for this project.
We can add individual members one by one. Or we can add user groups.
Now, user groups are just that – a bunch of people we’ve put in a group. They make assigning and taking people off projects faster.
Let’s say this group and this person will work on this project, so we’ll select them. There.
Let’s assign an hourly rate for the whole project and a custom hourly rate for this member.
When Clockify calculates earnings in a report, it will use this project rate for time entries that belong to this project and this members rate for time entries that this user created for this project.
Because we’ve defined only his hourly rate, everyone else’s time entries will use project’s default hourly rate.
You’ll notice there’s the “manager” role next to this name. It means that this person is the project manager on this project only they can edit its details and add and remove people.
If we want, we can give manager rights to someone else here. And remove the rights the same way.
Project tasks #
Now that we have people on the project, let’s add some tasks.
Tasks are useful because they give you an extra way to categorize time on projects. You can think of them like sub-projects within your project.
To add a task, simply write it here and click Add.
You can always delete a task by clicking here.
Now, when people track time on this project, they’ll also be able to select the task.
Project estimates #
And lastly, we have estimates, or how long you think a project should take.
We can set a manual estimate for the whole project or we can set an estimate for each task and let Clockify use that as a project estimate.
Let’s set a task-based estimate and see how it works. Let’s first set estimates for each task. Now we’ll go to the tracker and pretend we’ve worked for 2 hours on this task.
Let’s now review status on our project. Here we can see we’ve tracked 2 hours out of 40 that we’ve estimated.
Let’s look at the project breakdown a bit closer by clicking here to bring up project’s status.
Here we can see how many hours we’ve tracked on this project, how much money we earned, and the estimate for each task and how much of it we’ve tracked thus far.
You can use estimates to keep track of project budget. For example, you can agree on a 50-hour estimate with your client. Then, when you finish 50% of the project, you compare estimated vs tracked time.
If you’re way over the estimate, you can set up a meeting with your client to talk about progress, and maybe revise the budget.