When you first start using Clockify, you won’t have any time entries and your Reports section will be empty. But, the longer you use Clockify, the more useful it becomes.
Reports will show you how much money you make per project, who your top clients are, what you need to invoice, what activities take most of your time, how much time each person on your team tracked, and more.
3.1 The Dashboard #
Let’s first look at the Dashboard. The dashboard is the place where you can see the breakdown of all your time entries at a glance.
All the data is broken down by day so you can see how productive you were each day this week or month.
You can also compare how much of your time was billable versus non-billable.
The dashboard shows you the data for the current week by default but you can see the data for the previous week by clicking here.
You can also choose a different time range in the dropdown and see the breakdown for, say, last month, or choose a custom period, like the last two weeks.
If you use Clockify with a team, you can see the breakdown of all the time entries, no matter who made them. Just switch to the Team Dashboard here.
The Dashboard is just for getting a quick overview of your time. So when you need more control, you should use Reports.
3.2 The Summary Report #
When you hover over Reports, you’ll notice that Clockify has three basic types of reports: The Summary report, the Detailed reports, and the Weekly report. In Saved Reports, you can view the reports you have saved.
The first one we’ll go through is the Summary report. The first thing you’ll notice in the Summary report is this chart right here.
This chart shows all tracked time for each day. For example, I can see that my team and I have tracked 22 hours on Monday and that 19 hours are billable.
Here in the header, I can see that the total tracked time for this week is 52 hours and that we’ve earned $1000.
Clockify calculates how much money you’ve earned by multiplying tracked time with your hourly rates.
You can define a default hourly rate in your Workspace settings here and later override it with more specific hourly rates.
You can define a different hourly rate for each team member in the Team section, Hourly rate for each project in project details, and the hourly rate for each team member working on a particular project in that project’s access tab.
When calculating earnings, Clockify will take the most specific hourly rate available.
For example, if a project has its own hourly rate, Clockify will use it to calculate the value of time entries that belong to that project.
If there’s no hourly rate for that project, Clockify will take the hourly rate of the person who created the time entry.
And if that doesn’t exist, the default workspace hourly rate will be used.
Now, let’s get back to the Summary report. Below the bar chart, you can see the “Group By” table and its pie chart. This table shows all the time grouped by project. So when we hover over here, we can see how much time we spent on each project.
We can click here to see a more detailed breakdown of where the time went.
Clockify groups time by projects, but you can select to group it by client, user, or even tag.
Further, you can subgroup by different options too, which is useful when you need a more precise breakdown.
For example, we can group by client and subgroup by task, and see time broken down by task for each client.
When you need to see only certain time entries, use filters, which are located at the top.
You can filter by a specific user, project status, client, project, task, tag, billability, and description.
In the top right corner, you can choose a different time range, so Clockify shows only the time entries from last week, month, and so on.
Now, let’s talk about exporting results in the Summary Report.
When you have the report you need, you can export the results here and download it as PDF, CSV, or Excel file, which you can send to your accountant or client, or import into some database and analyze further.
You can also print the report here or save it. Saving a report is useful when you run a particular report over and over.
You can set the filter you need and then save the report so you can get the latest data in a few clicks.
Saved reports are also useful for client sharing so your client can see how much time you’ve tracked on their projects in real-time.
Let’s save this report so you can see how it works. We’ll filter time by client, click save, and name the report.
We’ll leave it as public, meaning anyone with a link can see it. You can also make it private so it’s visible only to a certain user group.
Now, we can go to Saved reports and see the link to the report we’ve just saved. We’ll then copy the link and send it to the client so they can see what we’re working on.
As you can see, anyone who has the link can open it, without needing to have a Clockify account.
They can also choose a different time range and export the results, and that’s it. They can’t edit anything, only view.
And that’s it for the Summary report. Next, we have the Detailed report.
3.3 The Detailed Report #
In the Detailed report, you’ll immediately notice that it looks very similar to Summary report, only without the “Group By” section. Instead, there are individual time entries and their details.
What makes the Detailed report different from the Summary report is that you can see and directly edit details of all time entries.
For example, let’s say you’ve tracked more time than needed for a particular client and want to forgive some of it. You’ll simply filter by the client and take off billability from some of the time entries.
Or, let’s say you are doing some housekeeping. You can find all the time entries that are missing a tag or a project, and add them to keep your data accurate.
The only thing you can’t edit is the person who has created the time entry.
The detailed report is also useful when you need a detailed PDF or Excel export of all time entries and their details.
3.4 The Weekly Report #
Lastly, there’s the Weekly report. It gives you a classic timesheet view of your week, broken down by project. Here, you can see at a glance how much you’ve worked on each project by week.
Another really useful thing about the weekly report is that it can show you how much time each person logged this week. This is useful if people on your team have a quota for how much time they need to log each day. Just group the report by a user and you can see who is above or below quota.