> ## Documentation Index
> Fetch the complete documentation index at: https://docs.collabase.ch/llms.txt
> Use this file to discover all available pages before exploring further.

> Admin setup guide for the Time Tracking module in Collabase — accounts, teams, billing rules, holiday schemes, workload plans, and worklog attributes.

# Time tracking

# 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.

***

## Admin controls at a glance

| Setting                | Location                                   | Purpose                                                                                        |
| ---------------------- | ------------------------------------------ | ---------------------------------------------------------------------------------------------- |
| **Accounts**           | Admin → Time Tracking → Accounts           | Named billing containers for grouping time entries by client, retainer, or cost center.        |
| **Teams**              | Admin → Time Tracking → Teams              | User groups for timesheet approval routing, report filtering, and individual billable targets. |
| **Billing Rules**      | Admin → Time Tracking → Billing Rules      | Rate types and pricing definitions applied per space, team, user, or activity type.            |
| **Holiday Schemes**    | Admin → Time Tracking → Holiday Schemes    | Non-working day calendars linked to workload plans. One scheme per region and year.            |
| **Workload Plans**     | Admin → Time Tracking → Workload Plans     | Daily hour targets per user or team, driving the calendar progress bar.                        |
| **Worklog Attributes** | Admin → Time Tracking → Worklog Attributes | Custom fields added to every time entry for activity classification and billing metadata.      |

***

## Permissions

Time tracking access is divided across three levels:

| Role           | What they can do                                                                                                                                    |
| -------------- | --------------------------------------------------------------------------------------------------------------------------------------------------- |
| **All users**  | Log time, view and edit their own entries (while the period is in DRAFT), submit their monthly timesheet, and view their own reports.               |
| **Team Leads** | Everything a user can do, plus approve and reject timesheets for their own team members. Cannot approve timesheets outside their team.              |
| **Admins**     | Full access — create and manage all admin settings, approve timesheets for any user, and view all entries in reports regardless of who logged them. |

***

## Recommended setup order

Set up the building blocks in this order before asking users to start logging time:

<Steps>
  <Step title="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](/time-tracking/accounts).
  </Step>

  <Step title="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](/time-tracking/teams).
  </Step>

  <Step title="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](/time-tracking/holiday-workload-schemes).
  </Step>

  <Step title="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](/time-tracking/holiday-workload-schemes).
  </Step>

  <Step title="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](/time-tracking/billing-rules).
  </Step>

  <Step title="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](/time-tracking/worklog-attributes).
  </Step>
</Steps>

***

## 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.

<Note>
  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.
</Note>

***

## Related configuration pages

* [Time Accounts](/time-tracking/accounts) — create and manage billing containers
* [Teams](/time-tracking/teams) — set up user groups and approval routing
* [Billing Rules](/time-tracking/billing-rules) — define pricing per scope and time period
* [Holiday & Workload Schemes](/time-tracking/holiday-workload-schemes) — configure non-working days and daily hour targets
* [Worklog Attributes](/time-tracking/worklog-attributes) — add custom fields to time entries
* [Time Reports](/time-tracking/reports) — understand how reports aggregate and filter data