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Time Tracking — Admin Setup

This page covers all admin-level configuration for the Time Tracking module. All settings are in Admin → Time Tracking. You need instance admin access to manage these settings.

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Admin controls at a glance

SettingLocationPurpose
AccountsAdmin → Time Tracking → AccountsNamed billing containers for grouping time entries by client, retainer, or cost center.
TeamsAdmin → Time Tracking → TeamsUser groups for timesheet approval routing, report filtering, and individual billable targets.
Billing RulesAdmin → Time Tracking → Billing RulesRate types and pricing definitions applied per space, team, user, or activity type.
Holiday SchemesAdmin → Time Tracking → Holiday SchemesNon-working day calendars linked to workload plans. One scheme per region and year.
Workload PlansAdmin → Time Tracking → Workload PlansDaily hour targets per user or team, driving the calendar progress bar.
Worklog AttributesAdmin → Time Tracking → Worklog AttributesCustom fields added to every time entry for activity classification and billing metadata.

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Permissions

Time tracking access is divided across three levels:
RoleWhat they can do
All usersLog time, view and edit their own entries (while the period is in DRAFT), submit their monthly timesheet, and view their own reports.
Team LeadsEverything a user can do, plus approve and reject timesheets for their own team members. Cannot approve timesheets outside their team.
AdminsFull access — create and manage all admin settings, approve timesheets for any user, and view all entries in reports regardless of who logged them.
Set up the building blocks in this order before asking users to start logging time:
1

Create accounts

Go to Admin → Time Tracking → Accounts and create at least one account. Users cannot assign entries to an account that does not exist yet, and unassigned entries appear under “No Account” in reports. See Time Accounts.
2

Create teams and assign members

Go to Admin → Time Tracking → Teams. Create teams, assign team leads, and add members with their Entry Dates and Target Billable % values. This also controls timesheet approval routing. See Teams.
3

Create holiday schemes

Go to Admin → Time Tracking → Holiday Schemes and create a scheme for each region your users are in. Add all public holidays for the current year. See Holiday & Workload Schemes.
4

Create workload plans

Go to Admin → Time Tracking → Workload Plans and create plans for each user or team. Link the appropriate holiday scheme. Users with an active plan will see a daily progress bar on their time calendar. See Holiday & Workload Schemes.
5

Configure billing rules (if needed)

Go to Admin → Time Tracking → Billing Rules and define rate types per scope. If your organization does not use billing rules, you can skip this step — time entries still support the per-entry Billable toggle and Billable % field without rules. See Billing Rules.
6

Add worklog attributes (optional)

Go to Admin → Time Tracking → Worklog Attributes and create any custom fields users should fill in on each entry — for example, Activity Type. Required attributes block entry submission until filled. See Worklog Attributes.

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Timesheet approvals

Submitted timesheets appear in two places:
  • Home page — Pending Approvals gadget: visible to admins and team leads. Shows all timesheets waiting for review. Click any pending item to open the period detail and approve or reject.
  • Admin → Time Tracking → Timesheets (admins only): a full list of all periods across all users with filtering by status, user, and date range.
There are no automatic email notifications when a timesheet is submitted or actioned. Teams should agree on a monthly review cadence and check the Pending Approvals gadget at the appropriate time.
If you want to alert reviewers when a timesheet is submitted, use the Automation engine to create a trigger on the timesheet submission event and send an in-app notification or email to the team lead.