Welcome everyone! Today, we’re going to show you how to add time entries to Clockify, and how to organize them.
1.1 Adding time in the timer mode #
Let’s start with adding time entries. In Clockify, you can add time in the timer mode, you can add it manually, or you can add time by duration.
The first time you open Clockify, you’ll see the time tracker page. This is where you and your team track and review time. You’ll notice that the timer mode is your default mode.
Currently, the list of time entries is empty, so let’s add our first time entry. First, we’ll type what we’re working on and then start the timer.
Let’s say we finished working. We’ll click END and the entry will be added below, to our list of time entries.
Clockify records start time, end time, today’s date, and duration automatically. You can add as many time entries as you want.
1.2 Editing a time entry #
If we’re not satisfied with something, we can easily edit the time entry. Let’s change the description, end time, and add it to a project. That’s better. We can also edit the description of a time entry we’ve already added. We can delete the entry here.
Now, let’s say we want to continue working on our task. Instead of having to type and set up everything again, we can just click the play icon and the timer will start ticking again.
1.3 Adding Time Manually #
So far, we’ve used the timer mode. But you can also add time manually, which is useful if you forgot to start the timer, or want to add past activities to your timesheet, or don’t want to bother with the timer at all.
Let’s add some time manually. First, we’ll change the mode to manual here. Then we’ll type what we worked on, specify the date, start and end time, and click ADD.
1.4 Adding time by duration #
You can also add time by duration. Just switch to timer mode, enter duration here, and click START, which will add the time like in the manual mode.
You can also enter duration in decimal format like this, and Clockify will convert it to clock format.
You’ll notice that when you add a number lower than 60 in decimal format, say 5.0, the duration added will be shown in minutes, so, you’ve just added 5 minutes.
If you add a number higher than 60 in decimal format, say 75.0, the duration added will be shown in hours and minutes, so, you’ve just added 1 hour and 15 minutes.
As a third option, you can simply add a whole number, and Clockify will automatically convert it to clock format.
1.5 Grouping of time entries #
As you can see, all time entries are grouped by date. When we add another time entry for today, it appears under today’s header.
Also, notice how the header shows the total tracked time for that day. This is useful to know if you have a daily work limit and want to know how much you’ve worked that day.
1.6 Organizing time entries #
So far, we covered adding time entries. Let’s now see how we can organize them.
You can mark entries as billable by clicking on the dollar sign so you can separate billable from non-billable activity in reports.
This is useful for people who want to separate billable client time from non-billable, like emails, meetings, internal projects, administration, and so on.
1.7 Creating and adding tags #
You can also tag time entries with custom keywords so they’re easier to filter out or group in reports.
For example, you can tag time entries with the type of activity, like project management or coding, and later analyze types of activities that took most of your time.
Before we can add tags, we first have to create them. We go to TAGS, enter tag name, and add. Now we can select the tag in the time tracker.
1.8 Categorizing clients and projects #
You can also categorize time entries by client and project. But first, we need to add a client and create a project.
We add clients in the Clients section and then go to Projects to create a new project. Once we’ve named our project, we can select the client we’ve just added.
We can also choose the color of our project. This color coding is useful when we’re dealing with multiple projects at a time, as we can easily recognize what activity is linked with what project on the time tracking page, because the project’s names differ in color.
Now that we’ve created a project, we can go to the time tracker and select it.
In Clockify, a client can have multiple projects but a project can belong to only one client. This means you can organize projects around clients, who can be anyone, from customers and accounts to departments and teams.
1.9 Entering time in timesheet #
Next, we have the timesheet. Once you enable it, you’ll get a new item in the sidebar.
In Timesheet, you can see all the time you’ve tracked in a week in a classic timesheet view.
Timesheet is very useful for companies where employees manually enter how much time they’ve spent on activities at the end of the day.
For example, I can select a project and task here, add a new row, and select a different task. Now I can enter 1.5 here and 2.0 here to indicate I’ve worked hour and a half on one task and 2 hours on the other.
Tomorrow, I can just enter new values for that day. This makes time entering very quick and easy.
Plus, I get to see how much time I’ve accounted for here, and add more hours if a total for the day is less than 8 hours or 40 for the week.
When next week starts, I get a new timesheet. I can copy previous week’s activities and just fill the timesheet with new value.
Now, if there are some projects and tasks I work on every week, I can save them as a template, go to next week, and just apply the template to get all the activities, ready to be filled out.
In case you have a lot of activities, you can change to compact view here.
All time entered in timesheet will be also displayed in the time tracker and vice versa, so users can choose how they want to track time.
Note that enabling timesheet will force required field for projects, meaning each time entry will have to have a project before it can be added.
In case you have entries without a project, they won’t be displayed in the timesheet but you’ll get a message on how to fix them.