CLICKTIME WEB TIMESHEET

VERSION 6.0
A D MI N I S T R A T O N GU I D E
I N C L U D I N G O P T I O N A L MO D U L E S

Revised April 14, 2009

 ClickTime Web Timesheet - Administraton Guide - Version 6.0

Contents

ClickTime Web Timesheet 1

Version 6.0 1
Contents 2
How to Use Our Help System 23
Online Help 23
Printable Documentation 23
Welcome to ClickTime 24
Major Features and Benefits 24
For User 24
For Managers 24
Data Integration 25
Working with ClickTime 25
Platform and Web Browser Support 25
About Multi-platform Timesheets 26
ClickTime on Windows 26
ClickTime on Macintosh 26
ClickTime on Linux 26
ClickTime Desktop Application on Mac and Windows 26
Offline and Remote Access 26
Offline Access: ClickTime Desktop Application 26
Remote Access: ClickTime Mobile Edition 26
Product Overview 27
Account Setup 28
Signing Up for a Trial Account 28
First Step: Your Info 28
Second Step: Company Info 28
Third Step: Let’s Get Started! 29
Option 1: Basic Setup via the Setup Wizard 30
Your Company 30
Your Terminology 31
Add Clients 32
Add Jobs 33
Done 34
Skipping the Setup Wizard 34
Company Preferences 34
General Preferences 34
General Company Information 35
Set your company's date format 35
Select your home currency 35
Specify display length of list pages 36
Select your accounting and payroll applications 36

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Enable billing rates 36

Updating Your ClickTime Credit Card and Payment Information 36
Specify an invoicing method 37
Select a payment method 37
Timesheet and Expense Settings 37
Timesheet Configuration Settings 37
Time Increment 37
Lock Date 37
Enable DCAA Compliance 37
Mileage Unit 38
Expense Approval Notifications 38
Timesheet Model 38
Week Start Options 38
Job List Settings 39
Job List Width 39
Non -Allocated Option 39
Job List Controls 39
Multiple Job Level Controls 39
Task List Settings 40
Task List Width 40
Task List Controls 40
General and Variable Billing Rates 40
Simple Billing Rate Option 41
Default Billing Rates 41
Billing Rates by Person 41
Billing Rates by Job 42
Billing Rates By Task 42
Advanced Billing Rate Options 43
By Task – Rate Varies per Job 43
By Task – Rate Varies per Person 44
By Person – Rate Varies per Client 44
By Person – rate Varies per Job 45
Billing a Client at a Flat Rate 45
Applying Billing Rates to New or Non-Locked Time Entries 45
ClickTime Reports that Contain Billing Rate Information 45
Billable/Non-Billable Jobs & Billable/Non-Billable Tasks 46
Cost Rates 48
Default Cost Rates 48
Individual Cost Rates 48
Cost Rates and Reports 48
Security Settings 49
Secure Connection 49

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Access to the Desktop Application 50

Advanced Managerial Permissions 50
Activation of Audit Logging 50
Logging in with OpenID 50
Allow login using OpenID 51
Require login using OpenID 52
Disable login using OpenID 52
Session Timeout Periods 52
Timeout Alerts 52
Default Settings for New Users 52
Time Format 53
Job Selection Method 53
Cost Rate 54
Minimum Time Entry per Day/Week 54
Start and End Times and Related Time Entry Restrictions 54
Adjustment/Break Time Field 55
Advanced Stopwatch Controls 55
Prevent Stopwatches from Being Restarted 55
Person Must Use Stopwatch to Add Time 55
Allowing Use of Blackberry or Blackberry-Enabled Device 56
Mandatory Notes/Comments 56
Prevent Submission of Incomplete Timesheets 56
Custom Terminology 57
Custom Terminology for Phases 57
Custom Fields 58
How to Add a Custom Field 58
How to Delete a Custom Field 58
Custom Field Types 59
Custom Field Associations 59
Leave Types 60
How to Add, Edit and Activate a Leave Type 61
How to Set Default Accrual Rates 61
Foreign Currencies 62
Advanced Administrative Features 63
Custom Messages 63
Use and Functionality of Custom Messages 63
Setting Up Info Messages 64
Custom Message Properties 64
Editing Custom Messages 65
Setting Up Custom Alerts 65
Custom Alert Properties 65
Editing Custom Alerts 66

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Automated Notifications 66
Setting up Automated Notifications 66
Bulk Changes 70
Adding Time in Bulk 70
Deleting Time in Bulk 71
Adding or Deleting Time-Off in Bulk 72
Allow Zero Hour Time Entries 72
Enable Multiple Job Levels 73
Divisions 74
How to Add a Division 74
Job Availability for Divisions when Moderate Job Controls Enabled 75
Editing, Deactivating and Reactivating a Division 76
Deleting a Division 76
Assigning People to a Division 76
Divisions and Reporting 77
Reviewing Timesheets by Division 77
Running Incomplete Time Entry Reports by Division 77
Reviewing Expense Sheets by Division 77
Exporting Divisions List 78
Choosing Custom Terminology 78
People 78
Security Levels for Users 79
Standard Users 79
Managers 79
Administrators 79
How to Add a User 79
Basic Information 80
Custom Fields 81
Time Off Balances & Accrual Information 81
Time Entry, Expense and Approval Requirements 81
Prevent Submission of Incomplete Timesheets 82
Start and End Times and Related Time Entry Restrictions 82
Adjustment/Break Time Field 83
Prevent Stopwatches from Being Restarted 83
Person Must Use Stopwatch to Add Time 83
Notes 84
Billing Rates 84
Costs 84
Security and Permissions 84
Accounting/Payroll Information 84
Job Availability by User 85
Job Availability for People when Maximum Job Controls Enabled 85

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How to Edit, Inactivate and Reactivate a User 85

How to Delete a User 86
Passwords 86
How to Reset a Password 86
Sending Email Password Notifications 86
Employment Types 87
How to Add an Employment Type 88
How to Edit, Deactivate and Reactivate an Employment Type 88
How to Delete an Employment Type 88
How to Assign a User to an Employment Type 88
Reporting by People 89
Exporting People List 89
Clients 89
How to Add a Client 89
How to Edit, Deactivate and Reactivate a Client 90
How to Delete a Client 91
How to Assign Jobs to a Client 91
Reporting by Client 91
Exporting the Client List 92
Choose a Custom Term 93
Jobs 93
Job List Controls 93
None 93
Moderate 93
Maximum 94
How to Add A Job 94
Job List Management 95
Add A New Job 95
Duplicate A Job 96
Non-Allocated Job 97
Job Structure 97
Adding Phases to Your Job 97
Task Availability to Jobs and Clients 99
How to Edit, Inactivate and Reactivate a Job 100
How to Inactivate and Reactivate Multiple Jobs 101
How to Delete a Job 101
How to Delete Multiple Jobs 101
Reporting by Job 101
Exporting the Job List 102
Choose a Custom Term 102
Phases 103
Case Studies 103

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Scenario #1 - Jobs and Phases 103

Scenario #2 - Phases and Locations 103
How to Activate the Phases Module 103
How to Configure Phase Levels 104
Configure Phase/Sub-Phase Time Entry Requirements 104
View Your Phases List 104
View your Sub-Phases List 105
How to Add a Phase 105
Adding a Phase through the Phase List Page 105
Adding a Phase through the Job Structure Page 107
How to Add a Sub-Phase 108
Add a Sub-Phase Template 108
Assign a Sub-Phase to a Phase 108
How to Edit, Deactivate or Delete a Phase 108
Editing a Phase 108
Deactivating a Phase 109
Deleting a Phase 109
How to Edit, Deactivate or Delete a Sub-phase 109
Editing a sub-phase 109
Deactivating a sub-phase 109
Deleting a sub-phase 109
Change the Open/Closed Status of a Phase/Sub-Phase 109
Restrictions to Using Phases 110
Choose a Custom Term 110
Tasks 110
How to Add a Task 110
How to Edit, Inactivate and Reactivate a Task 111
How to Delete a Task 112
Task List Controls 112
None 112
Client/Job 112
Task Availability when Tasks Restricted by Client/Job 113
Reporting by Task 114
Exporting the Task List 114
Choose a Custom Term 114
Time Entry 114
How to Enter Time on Day View 115
How to Enter Time on the Standard Day View 115
How to Use the Type-Ahead Job Selection Method 116
Time Entries with Start and End Times 117
Time Entries with Multiple Job Levels 118
How to Save and Delete Time Entries 119

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How to Add and Delete Notes 119

How to Use the Stopwatch Timer 120
About Time-Off Time Entries 122
Copying Time Entries with Quickday 123
About the Non-Allocated Job 123
How to Enter Time on Week View 123
Time Entry on Week View 123
How to Save and Delete Time Entries 124
How to Add and Delete Notes 125
About Time-Off Time Entries 125
Copying Time Entries with Quickweek 125
Time Entry on Week View 2.0 (Beta) 126
Hiding Comment Icons 126
Type-ahead 127
Options Menu: Show/Hide Weekends 127
Options Menu: AutoFill 127
Options Menu: Auto-save 127
Quick Search Options 129
Zero Time Entries 129
Show Running / Unsaved Stopwatches 130
Personal Preferences 130
How to Set Your Personal Preferences 130
Change Your Personal Information 130
Change Your Timesheet Information 131
Timesheet Approver 131
Preferred Time Entry 131
Job Selection Method 131
Default Task 132
Ability to Skip Weekends 132
Ability to Show/Hide the Stopwatch 132
Change Your Expense Sheet Information 132
Expense Approver 133
Default Expense Type 133
Default Payment Type 133
Editing Your Jobs List 133
Editing Your Tasks List 133
Timesheets 134
How to View Your Own Timesheets 134
How to View Your Own Timesheet 134
How to View Your Old Timesheets 135
How to Submit Your Timesheet for Approval 135
How to Undo Timesheet Submission 136

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How to View Your Timesheet Status History 136

How to Select a Timesheet Model 137
Basic Timesheet Actions 138
How to Review a Timesheet 138
How to Lock or Unlock a Timesheet 142
Lock a Timesheet 142
Unlock a Timesheet 142
Incomplete Time Entry Reports 142
Company Preferences Settings for Incomplete Time Entry Reports 143
Person Default Settings for Incomplete Time Entry Reports 143
Running Incomplete Time Entry Reports 143
Exclude Users from Incomplete Time Entry Reports 144
Notify Users of Incomplete Time Entry Reports 144
How to Override a Timesheet 145
Bulk Add or Delete Time 146
Timesheet Approvals 146
How to Set Permissions for Approvals 147
Configure Timesheet Approvers 147
Configure Users for Timesheet Approvals 147
Check Approval Configurations 148
How to Submit Your Timesheet for Approval 148
Submit Your Timesheet From the Timesheet View Screen 148
Submit Your Timesheet From the Week View 2.0 Screen 149
View Your Timesheets Status 150
How to Undo Timesheet Submission 150
Approving or Rejecting a Timesheet 150
Rejecting a Timesheet 152
How to View Your Timesheet Status History 154
How to Approve Your Own Timesheet 154
Expenses 154
Customizing Your Expenses Module 155
Adding, Editing and Deleting an Expense Type 155
Adding an Expense Type 155
Expense Type Properties 156
Editing an Expense Type 156
Deleting an Expense Type 157
Adding, Editing and Deleting a Payment Type 157
Adding a Payment Type 157
Payment Type Properties 157
Editing a Payment Type 158
Deleting a Payment Type 158
Reimbursable Expenses 158

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Adding, Editing and Deleting an Expense Sheet 160

Creating a New Expense Sheet 160
Editing an Expense Sheet 161
Deleting an Expense Sheet 161
Adding, Editing and Deleting an Expense Item 162
Adding an Expense Item 162
Editing an Expense Item 163
Deleting an Expense Sheet 163
Foreign Currency Expenses 163
Exchange Rate Configuration 164
Market Rate 164
Company Rate 164
Creating Expense Sheets with Foreign Currencies 165
Entering Expense Items with Foreign Currencies 165
How to Print Your Expense Sheet 166
Reviewing Expense Sheets 167
Expense Approvals 168
Setting Up Expense Sheet Approvers 168
Administrator Permissions 168
Manager Permissions 168
Waiting for Payment Notification 169
Configuring a User for Expense Approvals 169
How to View Your Expense Sheets 170
How to Set Default Expense Sheet Values 170
How to Submit an Expense Sheet for Approval 170
Submitting an Expense Sheet for Approval 171
Unsubmitting an Expense Sheet for Approval 171
How to Approve and Undo Approval of an Expense Sheet 171
Approving an Expense Sheet 172
Unapproving an Expense Sheet 172
How to Reject an Expense Sheet 172
Mark an Expense Sheet as Paid or Unpaid 173
Check the Status of an Expense Sheet 174
Overriding Expense Sheets 174
Reporting on Expenses 175
Estimates 175
Estimates by Job 175
Estimates by Job 176
Turning on Estimates by Job 176
Changing the Estimates Model 176
Selecting Jobs 176
Changing the Worksheet View 176

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Estimates Options 177

Editing Estimates 177
Exporting to Excel 177
Estimates Dashboard 177
Advanced Job Estimation Module 178
Turning on Estimates by Job 178
Changing the Estimates Model 178
Job by Month 178
Job by Person 178
Hours or Billing Amounts 179
Selecting Jobs 179
Sorting the Worksheet 179
Changing the Worksheet View 179
Estimates Options 179
Editing Estimates 180
Exporting to Excel 180
Estimates Dashboard 180
Reports 180
Available Reports 181
People Reports 182
Horizontal Timesheet 182
Vertical Timesheet 182
Task Summary 182
Billable and Non-Billable Time Comparison 182
Billing Summary with Client Detail 182
Job and Task Summary 182
Summary by Client 182
Time Off and Accrual Detail (Excel) 183
Time Off and Accrual Summary (Excel) 183
Client Reports 183
Job Summary 183
Detail By Employee 183
Job, Employee and Task Summary 183
Job, Person and Task Summary with Costs 184
Client Billing Summary 184
Billing Summary with Person Detail 184
Employee Summary 184
Job and Task Summary with Employee Detail 184
Job and Task Summary with Comments 184
Job, Task and Person Summary with Comments 184
Client Billing – Job and Task Summary 184
Client Billing – Jobs, Tasks & Costs 184

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Billing Detail By Person 184

Profitability Summary 184
Job and Division Summary 185
Job, Division and Person Summary 185
Job Summary with Comments 185
Client Invoice (Excel) 185
Generating Client Invoices 185
Overview 185
Availability 185
Invoice Components 185
Invoice Header 186
Invoice Body 186
Invoice Footer 186
Configuring Custom Fields 186
Company Address Custom Fields 186
187
Client Address Custom Fields 187
Running Invoice Reports 188
Best Practices 189
Known Issues 189
Job Breakdown Report 189
Overview 190
Availability 190
General Guidelines 190
Job Reports 191
Job Summary 191
Time Allocation by Employee 191
Detail By Employee 191
Employee and Task Summary 191
Person and Task Summary with Costs 191
Job Estimate Comparison 191
Task Summary 191
Billing Detail By Person 192
Profitability Summary 192
Client and Job Summary with Comments 192
Division Summary by Week (Excel) 192
Task Reports 192
Detail By Employee 192
Task Summary 192
Expense Reports 192
Expense Sheet 193
Expense Summary by Client and Job 193

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Expense Job and Person Summary 193

Job and Person Summary with Expense Detail 193
Expense Type Summary (Excel) 193
Expense Export 193
Mileage Summary (Excel) 193
QuickBooks Reimbursable Expense Export (beta) 193
Miscellaneous Reports 218
Data Export (XML) 219
Data Export (text only) 219
Data Export (Excel) 219
Data Export by Person (Excel) 219
Data Export by Client (Excel) 219
Data Export by Job (Excel) 219
Data Export by Task (Excel) 219
Data Export by Leave Type 219
Customizable Data Export 219
QuickBooks Time Export 220
QuickBooks Invoice Export 221
Rate Card 221
Export People List 221
Export Job List 221
Export Client List 221
Export Division List 221
Export Task List 221
Timesheet Approvals Configuration 221
Audit Log (Excel) 221
Enhanced Reports 197
Report Builder 197
Customizable Data Export 197
Report Builder 198
How to create a new report 198
Understanding the Report Builder Menu 198
Add Formula Column 198
Create Report Layout 199
Specify Sort Order 200
Add Filters 201
Add Groupings 201
Add Subtotals 202
Create Charts 202
Create a Cross-Tab / Pivot Table 203
Specify Report Paging 204
Formula Help 204

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How to edit existing reports 205

Editing elements of the report 205
Editing report title and description 205
How to save a report as a new report 205
How to delete reports 206
How to re-arrange listing order 206
Report Builder Demo 206
206
Steps to follow: 206
Customizable Data Export Report 207
My Reports 208
Report Viewing Options 208
How to Print Reports 209
How to Apply Labels 209
What are Labels 210
How to Create a Label 210
How to Apply a Label to an Export Report 210
a) Marking Time with Labels 211
b) Excluding Time Already Marked with Labels 211
Supported Reports 211
How to Access the Export History of a Label 211
Video Tutorial on Labels 212
How to Report by Time Status 212
About Data Integration 213
Compatible Accounting Applications 213
Compatible Payroll Applications 214
Data Export Formats 214
Data Export Reports 214
Integration with QuickBooks 215
ClickTime Account Configuration 215
Account Configuration for Invoicing 216
Account Configuration for Payroll 216
Configuring Your QuickBooks Account 216
New QuickBooks Accounts 216
Existing QuickBooks Accounts 217
Exporting ClickTime Data for QuickBooks 217
Miscellaneous Reports 218
Data Export (XML) 219
Data Export (text only) 219
Data Export (Excel) 219
Data Export by Person (Excel) 219
Data Export by Client (Excel) 219

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Data Export by Job (Excel) 219

Data Export by Task (Excel) 219
Data Export by Leave Type 219
Customizable Data Export 219
QuickBooks Time Export 220
QuickBooks Invoice Export 221
Rate Card 221
Export People List 221
Export Job List 221
Export Client List 221
Export Division List 221
Export Task List 221
Timesheet Approvals Configuration 221
Audit Log (Excel) 221
Importing Invoice Data into QuickBooks 222
Exporting Expense Data for QuickBooks (Beta) 223
QuickBooks Connector 224
Prerequisites for Running the QuickBooks Connector 225
Time Integration 225
Expense Integration 225
Secure Login 226
Linking Entities 226
Video Tutorial on the QuickBooks Connector 226
Integration with Excel 226
Linking Excel to Customizable Data Export 227
General Information about Excel Linking 227
Excel Linking Requirements 227
Using the Customizable Data Export for Excel Linking 227
How to Link Excel to Your ClickTime Account 228
Data Import Instructions for Excel 2003 228
Data Import Instructions for Excel 2007 229
Security Concerns 230
Time Off Tracking 230
About Time Off 230
How to Create New Leave Types 230
Adding and Editing Time-Off for a User 231
Scenario 1 : Add non-worked time 231
Scenario 2: Edit non-worked time 231
Scenario 3: Override non-worked time 232
Time-Off Reports 232
How to Enter Your Own Time-Off 233
How to View Your Own Time-Off Reports 233

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Automated Time-Off Accruals 234

Setting Default Accrual Rates 234
Setting Individual Accrual Rates 235
Automated Accruals for New Users 235
Automated Accruals for Existing Users 235
DCAA Compliance 236
Important Information Before Activating the DCAA Compliance Module 236
Configuring Timesheet Approvals 236
Additional Responsibilities 237
Activating DCAA Compliance 237
Timesheet Changes 238
DCAA Log 239
Audit Logging 240
About the Audit Log 240
Activating the Audit Log 240
Restrictions to Audit Logging 240
Audit Log Reporting 241
The Desktop Application 243
Security Settings: Allowing Use Of the Desktop Application 243
Downloading and Installing the Desktop Application 244
Desktop Application - Version 2.0 244
Installation Instructions for Windows Users 244
Installation Instructions for Mac OS X Users 244
244
Upgrading Your Desktop Application 244
Network Mode vs Offline Mode 245
Logging In and Signing Out 245
Time Entry with the Desktop Application 246
Entering, Saving and Deleting Time 246
Adding a Time Entry 246
Saving Your Time Entries 247
Deleting Your Time Entries 248
Using the Stopwatch Timer 248
Using the Calendar 249
Choose a Custom Term 249
Desktop Application Usage Restrictions 250
How to Uninstall the Desktop Application - Version 2.0 250
Uninstall Instructions for Windows Users 250
Uninstall Instructions for Mac OS X Users 250
250
ClickTime Mobile Edition 250
Configure Your Mobile Browser Settings 250

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Forgotten Login Email and/or Password 250

How to Enter Time with ClickTime Mobile Edition 251
Adding time entries with ClickTime Mobile Edition 251
Editing time entries with ClickTime Mobile Edition 252
Deleting time entries with ClickTime Mobile Edition 252
Adding time-off with ClickTime Mobile Edition 252
How to save your entries and changes 253
Navigation tips 253
Search tips 254
How to Enter Expenses with ClickTime Mobile Edition 254
Adding expense sheets and expenses 254
Editing expenses 254
Deleting expenses 254
Expense sheet properties 255
Foreign currency expenses 255
Navigation tips 255
Optimize Your ClickTime Mobile Edition 256
Secure Login and Connection 256
Compatibility with BlackBerry Devices 256
Compatibility with Palm Treo Devices 256
Supported Handheld Devices 257
From the BlackBerry family 257
From the Palm family 257
Devices that run on Windows Mobile 257
From the Sidekick/Hiptop family 257
Restrictions to Using the Mobile Edition 257
Administrative Functions 257
Standard User Functions 258
Other Restrictions 258
Frequently Asked Questions 259
User FAQs 259
Login Questions - FAQ 259
I can't remember my password. How do I recover it? 259
I have had my password sent to me, and I am sure that I am typing it in correctly. I am still get-
259
ting this error: "The email address or password is invalid."
Can I call you and get my password over the phone? 259
How do I log in to ClickTime with my OpenID? 259
Where do I sign out of my ClickTime account? 260
I can access the website, but I can't access my account. How do I get in? 260
I am having difficulty accessing the web version of ClickTime. 260
Personal Preferences - FAQ 260
How do I change my password? 261
How do I change my email address? 261

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How do I edit my OpenID? 261

My name was entered incorrectly by my administrator. How do I correct it? 261
There are only 5 fields in which to enter my time. How can I increase the number of fields I see so
261
that I can enter more time?
How can I change my division? 261
How do I change my default task? 261
What is the "Preferred time entry view" option? 262
My company uses the 24-hour time format, can I update my personal preferences? 262
Why doesn't type-ahead work in my Safari browser? 262
Day View Time Entry Screen - FAQ 262
What is the maximum number of time entries I can enter per day? 262
When I am entering time, I see a button on the left called "Quickday." What does that do? 262
Every time I try to enter a note for a time entry, I am logged out of ClickTime. 263
There are only 5 fields in which to enter my time. How can I increase the number of fields I see so
263
that I can enter more time?
I'm trying to enter time for a client/job, but it's not on my job list. Where is it? 263
Why doesn't type-ahead work in my Safari browser? 263
How do I enter zero hour values? 263
Week View Time Entry Screen - FAQ 263
What is the Week View feature? 264
What is Quickweek? 264
Why is Quickweek not copying my weekend entries? 264
Why has the QuickWeek button on my Week View page disappeared? 264
I now have to enter comments before I save my time entries. How did this happen? 264
Every time I try to enter a note for a time entry, I am logged out of ClickTime. 265
What is the "(+) more tasks..." item in the Task drop-down on my "Week View" page? 265
I am trying to enter time for a client/job, but it's not on my job list. Where is it? 265
My Time Off - FAQ 265
How do I check how many vacation and/or sick hours I've accumulated? 265
My Timesheets - FAQ 265
What is the Timesheet View? 266
How do I view my timesheet for a particular week? 266
How do I view my timesheet for a particular date? 266
How do I generate my timesheet for a particular period? 266
Can I run a report which will display my timesheet with the start and end times for each time
267
entry?
How do I check to see if I have incomplete timesheets? 267
How do I enter time while in the "Timesheet View"? 267
How do I submit my timesheet? 267
Where can I check the current status of a timesheet? 267
Who approves my timesheet? 267
When submitting my timesheet, why do I have the option to CC someone? 267
I accidentally submitted a timesheet for approval, can this be undone? 267

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What's a timesheet history? 268

My timesheet was rejected, what do I do now? 268
Why am I not able to submit my timesheet anymore? 268
I have submitted my timesheet for approval and it appears to be locked. 268
My Reports - FAQ 268
When I try to run a report with Active X, I get a blank screen or an error. How do I get the report
268
to run under Active X?
How do I generate my timesheet for a particular period? 269
Can I run a report which will display my timesheet with the start and end times for each time
269
entry?
When I try to run a report with Active X, I get a blank screen or an error. How do I get the report
269
to run under Active X?
When I open my Excel report, I get a strange error when I have non-allocated jobs (-na) appear.
269
How can I prevent this from happening?
I need to email my manager my timesheet. How do I export it to my desktop? 269
Can I use the Desktop Application to run my reports? 269
My Expenses - FAQ 269
How do I track my mileage expenses? 270
My Jobs - FAQ 270
My job lists are way too long - I don't work on most of my company's clients and jobs. Can I fix
270
this?
Why can't I see "My Jobs" page anymore? 270
What is the "non-allocated" option in my job list used for? 270
How do I select the jobs that I want available for me in my job list? 270
I won't ever work with a certain client. Can I set it up so that new jobs for that client won't show
271
up in my job list?
I'm trying to enter time for a client/job, but it's not on my job list. Where is it? 271
My Tasks - FAQ 271
Where has "My Tasks" page disappeared? 271
How do I change my default task? 271
What is the "(+) more tasks..." item in the Task drop-down on my "Week View" page? 271
Desktop Application - FAQ 271
How many entries can I sign per day? 272
Why am I not able to add/edit my time entries? 272
I entered 24 entries of time on the web and not all of them are showing up on the desktop appli-
272
cation. Where is my time?
I am in Offline mode and I can't see any of the time I have entered previously on Network mode.
272
Where is my information?
If I enter information in Network Mode and then in Offline mode for the same day, will I override
272
any information?
How many weeks may I use the desktop application, before I "fill" it? 273
My company requires that I fill in my hours including my start and end time. Can I use the desk-
273
top application for my time entries?
Can I use the Desktop Application to run my reports? 273

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Why can't I log in to the Desktop Application anymore? 273

Why can't I download the Desktop Application? 273
I am using the Desktop Application, how do I know that my information is saved? 273
I am working from the Desktop Application. My program shows my time, but the administrator
273
doesn't see my time in reports. What should I do?
ClickTime Mobile Edition - FAQ 273
I can't seem to get ClickTime to work on my Blackberry. What can I do? 274
What devices are compatible with ClickTime Mobile Edition? 274
Administrator FAQs 274
Account Setup - FAQ 274
What are the System Requirements? 274
What do Timesheets, People, Clients, Jobs, Phases, Tasks, Divisions, and Preferences mean? 274
How do I enter zero hour values? 275
Account Cancellation - FAQ 275
How do I cancel my ClickTime Account? 275
Company Preferences - FAQ 275
I would like to make changes to our company's credit card and billing information. Where can I
276
find that?
What is the lock date? 276
How does the lock date relate to our billing rates? 276
What are the Job List Controls? 276
What is SSL and what does it do for me and my company? 276
Our company uses a date format of day/month/year. Where can we specify this setting? 276
How can I modify the terminology used throughout ClickTime, such as "Client" and "Job"? 277
Divisions - FAQ 277
How many divisions can I enter? 277
What if I don't see the "Divisions" tab? 277
How do I delete a division? 277
How do I reactivate a division? 277
How do I export my entire division list? 277
How do I assign a division to an employee? 278
General Settings for Employees- FAQ 278
How many employees can I add to my account? 278
Can I assign a new employee's password? 278
How do I change the email address of an employee? 278
How do I inactivate a person? 278
How do I reactivate a person? 279
How do I delete an existing person? 279
I deleted a person but he or she still shows up in my reports. 279
Why would I need to enter a start and end date for a person? 279
How do I track changes made by employees to their records? 279
How do I change an employee's security level? 279
What is the employment type option used for? 279

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Managerial Permissions- FAQ 280

Can a manager manage specific divisions? 280
How can I give managers the ability to run reports without displaying billing rate information? 280
Is it possible to restrict my managers from viewing cost rate information when running reports? 280
How can I restrict or allow my managers to add or edit jobs, tasks, clients, divisions, and/or
280
people?
Can I allow or disallow managers to unlock/un-approve timesheets and expense sheets (if appli-
281
cable) if they have permission to lock/approve them?
How do I change an employee's security level? 281
Non Worked Time and Time-Off Accruals - FAQ 281
Client Settings - FAQ 281
How many clients can I enter? 281
How do I add a client? 281
What's a "short name" for clients? 282
How do I inactivate a client? 282
How do I reactivate a client? 282
How do I delete a client? 282
I deleted a client, but it still shows up in my reports. 282
How can I bill a flat rate for a client? 282
Jobs and Multiple Job Levels - FAQ 282
How many jobs can I enter? 283
What's a "short name" for jobs? 283
How do I use the "Non-Allocated" option? 283
How do I inactivate a job? 283
Is there a way to inactivate several jobs at once? 283
How do I reactivate a job? 283
Is there a way to reactivate several jobs at once? 284
How do I delete a job? 284
I deleted a job, but it still shows up in my reports. 284
How do I make the job selection field wider? 284
I heard ClickTime allows me to break down my projects into multiple sub-levels. Where do I have
284
to go to turn on this feature?
Tasks - FAQ 284
How many tasks can I enter? 284
How do I inactivate a task? 285
How do I reactivate a task? 285
How do I delete a task? 285
I deleted a task, but it still shows up in my reports. 285
How do I make the task selection field wider? 285
Timesheets and Timesheet Approvals - FAQ 285
Why do I need to select a timesheet model? 286
Where do I go to select my company’s timesheet model? 286
Can my company have more than one timesheet model type? 286

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Once a timesheet model is selected, can it be modified? 286

Who can lock a timesheet? 286
How can I lock a timesheet? 286
Who can unlock a timesheet? 287
How do I unlock a timesheet? 287
Why am I unable to lock a timesheet? 287
What's the difference between locking a timesheet and approving it? 287
I accidentally approved a timesheet. How do I undo that? 287
I accidentally rejected a timesheet. How do I undo that? 287
Expenses and Foreign Currencies - FAQ 288
What is the ISO of a currency? 288
Our company does not use the US Dollar as home currency. Where can we change that? 288
Reports - FAQ 288
Click on a question to read its answer: 288
How do I choose a report? 289
How many reports are there? 289
How much data can I export at a time? 289
Which reports will give me a traditional timesheet? 289
What reports allow me to export all company's data? 289
Which reports can I run that will show the billing amounts? 290
How can I give managers the ability to run reports without displaying billing rate information? 290
Which report displays the start and end time of people's time entries? 290
How can I easily select a group of employees when running a report? 290
If I do not see a report that I would like to run, what should I do? 290
Can I use the Desktop Application to run my reports? 290
Which reports show the cost amount based on the person's cost rate? 290
Will ClickTime export data to the QuickBooks ONLINE version? 291
Can I turn off the Information bar in Internet Explorer? 291
Why does Excel 2007 warn me "The file you are trying to open is in a different format than spec-
291
ified by the file extension." Is opening it safe?
Accounting System Integration - FAQ 291
Where can I select the accounting and payroll applications that my company is using? 291
We want to export our data to QuickBooks Pro. Are there any requirements? 291
We want to export our data to our accounting system. Are there any requirements? 292
DCAA Compliance - FAQ 292
Audit Logging - FAQ 292
Advanced Administrative Features - FAQ 292
Coming soon! 292
ClickTime Mobile Edition - FAQ 292
Is the ClickTime Mobile Edition a paid optional module, like Timesheet Approvals? 292
What devices are compatible with ClickTime Mobile Edition? 292
Why do I get a security error when I try to log in with my Palm device? 293

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How to Use Our Help System

Online Help
Our online help system is organized in a logical structure that allows our users to quickly find the information they are
looking for. The entire Web Help is self-contained in its own pop-up window, where you can easily access all topics. You
can look for a topic in two different ways: you can navigate through the Table of Contents or you can perform a search
using the search box on the Web Help menu.

The online help structure is organized into the following main categories:

■ Welcome to ClickTime - provides general overview on our product

■ How to Setup Your ClickTime Account gives administrators and users detailed instruction on how to setup
their ClickTime account and how to use it for their own time tracking.
■ Frequently Asked Questions is a registry of the most frequent inquiries we received from our users, along with
the corresponding solutions.
■ Contact ClickTime Support is where you can access the online support form for submitting questions or sug-
gestions to our Customer Support team. If you weren't able to find an answer in any of the previous categories, you
may contact us through by filling out this form.

Printable Documentation
In addition to the online help system, ClickTime also provides printed help documentation. On the Quick View page, an
administrator can download the following documents:

Administrator and User Manual ( , ~18 MB) - contains thorough account setup information for administrators, as well
as "how to use the system" instructions for standard users
User Manual ( , ~2.5 MB) - contains only standard user information. Useful for distribution among employees.
Quick-Start User Guide ( , ~1.5 MB) - a four-page starter guide that will familiarize your employees with the ClickTime
Web Timesheet in no time.

(To view these documents, you must have Adobe Reader.)

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Welcome to ClickTime

Welcome to ClickTime, one of the world’s leading time tracking applications!

In this section you will find out about the company that develops ClickTime, its mission and history, and its commitment
to you.

You can also read an overview of the product that we offer, along with crucial information about platform compatibility.
You will learn how to best use this manual to get familiar with ClickTime and how to find answers to all your questions
regarding our application.

Major Features and Benefits

For User

Browser-based time entry

Time is entered faster because employees access ClickTime from any computer, anywhere. PC, Mac, or Linux
users get equal access to their time sheets.
QuickDay and QuickWeek for rapid entry
 Employees with predictable activities can enter an entire day or week with one click. Faster entry means better
compliance and fewer incomplete time sheets.
Daily view or Weekly view for time entry
 Employees can select the method that's easiest to use and most appropriate to their work style. Saves time for
every employee, every single day.
Offline Entry with the ClickTime Desktop Application
Field-based employees can enter time even when there's no Internet connection -- then sync up later. Since the
data is entered when the work is done, you'll get more accurate entries.
Easy expense reporting
Employees can get expenses into ClickTime faster and more easily than with typical software, allowing for quicker
reimbursements.

For Managers

Incomplete Timesheet Alerts

Managers spend less time chasing down unfinished time sheets - a quick glance at a color-coded dashboard tells
who has or hasn't completed their time sheet.
Emailed reminders for late timesheets
With one click, managers can email any laggards. Emails include specifics on what's late and offer a link to log in.
Email-based authentication
Fewer tech-support calls and failed logins. With no clumsy usernames or codes to remember, your email address is
your user ID.
Plain-English names
 Rather than memorizing mysterious codes or tracking numbers, ClickTime lets every project and activity have a
real name. Employees spend less time looking up codes and are more likely to book time against the correct activ-
ity.
Individual Reports
Individual timekeepers can run reports on themselves, including monitoring their own delinquent time sheets.

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Saves managers time distributing personal performance reports to each employee.

Management Reports
Over 40 reports in PDF, Excel, or HTML offer managers quick and easy views on employee performance and util-
ization.
Memorized Favorite Reports
Managers who run the same reports every time can flag them as "favorites, so they show up first. Saves time each
week.
Flexible Billing Rates
Attach a billing rate based on project, person, activity, or any combination of these. This flexibility lets firms nego-
tiate individual deals for clients, change billing schemes at any time, and print customized rate cards at any time.
Invoicing is a breeze when ClickTime calculates the billing rates.
Timesheet Approvals
The simple interface means employees have no mystery how or where to submit time sheets, and managers can
approve with one click.
Expense Tracking
Since ClickTime is entirely web-based, employees can enter their expenses anytime, anywhere. Once an expense
sheet is approved, managers can easily generate reports for reimbursement, invoicing, or cost-accounting.

Data Integration

QuickBooks Link
ClickTime can send data to your QuickBooks software. Saves time and money, since there's no double-entry of
time information, and invoices/paychecks get calculated sooner.

Data Export in XML

ClickTime can exchange data with virtually ANY accounting, HR, or payroll system. Combine best-of-breed pack-
ages to enjoy the benefits of each.

Working with ClickTime

Context-sensitive online help

 Right in the web browser, the correct section of the ClickTime manual will pop up for any screen in the system.
Customer Support by Phone, Email, and Web
ClickTime is so easy, it nearly runs itself. But customers who need a little assistance receive fast support, so they
spend less time wondering to do next, and can get back to more important things.
Hosted at ClickTime, not your office
Cut your time tracking costs dramatically - no server, database, or client software is required to use ClickTime.
Whether you have 1 location or 10, you'll spend a lot less on IT management, security worries, and network com-
plexity.
Frequent Updates
ClickTime is updated behind-the-scenes, so you'll enjoy new features without installing time-consuming and expen-
sive software upgrades. These updates are usually free of charge to subscribers.

Platform and Web Browser Support

See "About Multi-platform Timesheets " on page 26
See "ClickTime on Windows " on page 26
See "ClickTime on Macintosh " on page 26

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See "ClickTime on Linux " on page 26

See "ClickTime Desktop Application on Mac and Windows" on page 26

You can access ClickTime from almost any computer and any of the most popular web browsers. To find out what
browsers are currently compatible with the ClickTime application, please read our System Requirements.

About Multi-platform Timesheets

When accurate timekeeping for every employee is your goal, you must insure that every computer can access your time-
sheet system, without exceptions. ClickTime is designed for this purpose.

ClickTime on Windows
Because Microsoft Windows is installed on 95% of personal computers, the ClickTime Web Timesheet is designed to offer
great performance on Windows XP and Vista platforms. And we extend that broad support to include browsers besides
just Internet Explorer (which, of course, we support as well). So regardless of what Windows system you're using, Click-
Time will offer the best user experience of any web timesheet product.

ClickTime on Macintosh
Of the various options for workgroup time tracking, ClickTime is the best timesheet for Macintosh users. Each version of
ClickTime is rigorously tested on OS X in Safari and Firefox browsers. Our list of compatible browsers is kept up-to-date
with each release from Apple. We serve many markets where Macs are widely used: advertising, design, education, non-
profit, and law offices, so the feedback we get from our Mac users helps us build the best product.

ClickTime on Linux
By respecting internet standards, like xHTML, CSS, JavaScript/ECMAscript, and PDF, ClickTime enjoys compatibility with
Linux and other flavors of UNIX. While every version and platform of UNIX/Linux cannot be tested, most users report
excellent compatibility. And although ClickTime does use certain client-side ActiveX components, none of these are
required for basic operation of the product.

ClickTime Desktop Application on Mac and Windows

● The Desktop Application runs on Windows 2000, 2003, XP and Vista. It offers portable, offline timesheet entry while
you're traveling with your laptop.
● The Desktop Application offers a separate, customized version for OS X. In fact, ClickTime is the only hosted time-
sheet product to offer offline entry for both Macintosh and Windows users.

Offline and Remote Access

Offline Access: ClickTime Desktop Application

No web connection? No problem. Download and install ClickTime's unique Desktop Application, and your users can enter
time, on their desktop computers or laptops, regardless of where they are (like on an airplane). And it works on Windows
and Macintosh, so mobile users get more flexibility. Next time they're connected, the time syncs up automatically.

Remote Access: ClickTime Mobile Edition

Today's business environment requires mobility. Whether it's travel abroad or running between conference rooms,
employees are asked to be out in the field more than ever before. ClickTime’s Mobile Edition combines the power of our
web-based application with the convenience of a handheld device to allow you to log time and expenses as they occur in

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real-time. When away from the computer, ClickTime offers you freedom to track time and expenses anywhere with your
handheld.

Product Overview

ClickTime.com is an application service provider (ASP) offering highly usable applications to businesses in over 30 coun-
tries worldwide. Its flagship product, the ClickTime Web Timesheet, has been the web's easiest way to track employee
time and expenses since 1997. ClickTime's mission is to deliver high-quality, incredibly friendly business applications to
the web-enabled user.

ClickTime.com began in 1997 as a division of Mann Consulting, a San Francisco-based IT consulting firm. At the time,
Mann's clients were demanding solutions not being adequately handled by existing software products or Internet web
sites. The company was spun off as a separate entity in late 1999.

ClickTime, the company's flagship product, delivers quick and easy outsourced time tracking to service organizations
without the installation of complicated software. It was the first product of its kind to allow off-line time reporting, web-
based reports, and customizable data-sharing with legacy applications.

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Account Setup
This section provides detailed step-by-step instructions on how to sign-up for a ClickTime free trial account. It outlines
the basic setup requirements you’ll need in order to have a functional account. You may choose to follow these instruc-
tions or try it out on your on. After you’re done with this, it is recommended that you follow the instructions in the next sec-
tions for a fast and correct configuration of your account.

Signing Up for a Trial Account

The first thing to do is launch a new browser window and type this easy-to-remember URL: www.clicktime.com. To make
your future returns to ClickTime even easier, we recommend that you add this link to your Favorites folder and, even
better, to your “Links” toolbar (PC) or your “Favorites Bar” (Mac).

Once you’re on the homepage, click on “Free Trial” and start filling out all the requested data. The signup process has
three required steps: Your Info; 2. Company Info and 3. Let’s Get Started!

First Step: Your Info

All the fields in the first step are required and they are marked with a red asterisk. Make sure you provide a real email
address that you have access to, as that is where your login password will be sent.

Second Step: Company Info

The second step will ask for information about your company. This is also the place where you can specify if you are inter-
ested in trying out the optional modules (Timesheet Approvals, Expense Tracking and Time Off & Accruals). We strongly

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recommend you do so, as you won’t be able to activate them later on by yourself. Also, since you’re signing up for a 30-
day free trial account, you might as well benefit of all the great features of our application. However, if you change your
mind later on, contact Customer Support to have either of these modules enabled for your organization.

Third Step: Let’s Get Started!

The third step will ask for your login password. This password was emailed to your at the email address you provided in
step one. This is an automatically created password which verifies that you are indeed the owner of the email address
provided. You can always change your password later, on your Personal Preferences page.

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One last thing before you can click “Enter”: ClickTime offers two ways of setting up your account: with the help of an
advanced wizard or by letting you manually add elements to the account. If you’d like to skip the wizard, check the box
and proceed. However, we strongly recommend you to use the wizard, as it provides a fast and user-friendly way to set
up the basic needs of your account in no time.

Option 1: Basic Setup via the Setup Wizard

The first thing you see when you log in to ClickTime for the first time will be the Setup Wizard. If you don’t see it, you
must have checked the box that asked you if you wanted to skip it during the signup process. If that is the case, don’t
worry, your right to use the Wizard has not been taken from you for good. Scroll down to the bottom of the page you are
looking at right now (Quick View) and click on the link that says “Run the Setup Wizard”. If you can’t see this link, then
you must have already added elements to your account, such as people, clients, jobs, tasks or divisions. Once you’ve
started adding things manually, the access to the Setup Wizard is automatically disabled.

The Wizard is made up of five steps: 1.Your Company, 2.Your Terminology, 3.Add Clients, 4.Add Jobs and 5.Done, which
will help you configure some of the basic elements you will need, in order to start using your account immediately. You
can move back and forth between the wizard pages by clicking on the “Back” and “Next” buttons situated at the bottom of
each page.

Your Company
In the first step you will be asked to select the type of company you are (accounting, consulting, law, etc), the date for-
mat you use (month/day/year or day/month/year) and the local currency of your country. You can always change the
date format and the currency later, on your Company Preferences page. Click “Next” when you’re done.

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Your Terminology
Custom terminology refers to the terms you use to describe your work. For instance, a law firm works on Matters for
Clients. The fields have been pre-filled for you, based on what type of company you selected in the first step. If you can’t
find the terms you need on the two pull-down lists, select “other” on both of them and the setup wizard will use the Click-
Time standard terms.

Once you complete the wizard, you can enter the exact terminology you want to use. Just click “Preferences” under the
Company tab in ClickTime. During this step, you can also select if you want to use ClickTime for billing. In your company
preferences, you'll be able to specify how you bill (by project, person, etc.) and set your billing rates.

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If you need to track your projects broken down in multiple sublevels or stages (e.g by Client > Project > Phase > Sub-
phase, etc.) please contact ClickTime Support for help with your account configuration.

Add Clients
In the third step you can add clients. You can add up to three clients on this page and you are provided with three default
client names and client numbers. You can leave them as they are and use them for demonstration purposes, or you can
enter three real clients of your company. You can always add more clients or replace these later. Also, remember that
“clients” is the default term we use in this manual. You might see “customers” or another custom term in your browser
window, depending on what you selected in the previous steps.

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Add Jobs
During this step you will be able to add up to five jobs. You can always add more jobs or delete these later. You must also
specify to which client these jobs belong. The client list in the pull-down menu will contain the jobs you added in the pre-
vious step. You can always reassign these jobs to other clients later. You will learn how to do this in the help item that
talks about Editing Jobs. Also, remember that “jobs” is the default term we use in this manual. You might see “projects”
or another custom term in your browser window, depending on what you selected in the previous steps.

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Done
Congratulations! You’ve just set up your ClickTime account! This last step will confirm the successful completion of the
Setup Wizard. At this point you are ready to use ClickTime and enter time for yourself or you can proceed to configure
the more advanced features of the application.

Skipping the Setup Wizard

If you consider a Setup Wizard is not the right thing for you, you may choose to skip this step and configure your Click-
Time account on your own or by following the instructions in this manual. There are two places where you can choose
this: during the signup process or while running the Wizard. On every page of the Wizard you will see the link “Cancel the
Setup Wizard for now” in the upper right hand corner. Click on it and you will be redirected to ClickTime.

Company Preferences

In this section you will find instructions on how to configure your company’s general preferences, such as customizing
your timesheet model, setting up billing rates, security settings, custom terminology, custom messages, custom fields,
foreign currencies, leave types and accrual information. We strongly recommend you to set these preferences before
you start adding people, clients and jobs, as some of these settings will directly influence the profiles of newly added ele-
ments.

General Preferences

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General Company Information

See "Set your company's date format" on page 35
See "Select your home currency" on page 35
See "Specify display length of list pages" on page 36
See "Select your accounting and payroll applications" on page 36
See "Enable billing rates " on page 36

This is a good time to let you know that you that you, as Clicktime administrator, are able to see three tabs on your main
navigation bar: Personal, Company and Download. Under Personal you will find everything that relates to your own time-
sheets, expenses, reports and personal preferences. Under Company you will find everything that relates to your com-
pany’s time tracking. Download is the place where you can download the Desktop Application.

At setup time you are the first and only user belonging to your ClickTime account; therefore you are the only person able
to see the Company tab. As you start adding people to your company, they will not be able to see the Company section,
unless you change their security level from Standard User to Manager or Administrator. To read more about this, Secu-
rity Levels for Users.

To access the company preferences page you have to click on “Preferences” under the Company Tab. This section is
grouped into six subcategories, as shown in the image above. The subsections can be expanded and contracted by click-
ing on the subsection titles. The direction of the arrow to the left of the title will indicate if a subcategory is expanded or
not.

Set your company's date format

General Company Information is the place where you can specify the following preferences: your company’s name and
the date setting. You can display the dates on your account as either month/day/year or day/month/year. These formats
will show up on time entry pages and reporting.

Select your home currency

You can also select your home currency with a choice of either currency symbol or ISO abbreviation (for instance, U.S.
Dollar - represented as $ or USD). The currency symbol shows up on your reports before the price and the ISO form of
the currency will appear after the price. Ex: $10.00 {symbol} or 10.00 USD {ISO}).

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Specify display length of list pages

You can specify how many items you want list pages to display at a time. For instance, you may have 65 clients and you
would like the client list page to display 10, 20 or 100 clients at a time. Choosing 100 items per page will ensure that your
client list will display all existing clients at a time.

Select your accounting and payroll applications

You can also select the accounting and payroll applications that your company is using. The accounting application
options are Great Plains, Peachtree and QuickBooks. The payroll application options are ADP, Ceridian, Intuit, Paychex
and other. If you are not interested in specifying this information, choose N/A from the bottom of the pull-down lists. For
more information about accounting integration, please read the section entitled Accounting System Integration .

Enable billing rates

The last option you are asked to check in this section is whether you want to enable time billing features. This option
allows you to choose whether to use ClickTime's billing rates features for time entries. Changing this setting on and off
will change how you determine billing rates. This is not a concern if you are setting up your account for the first time.

Disabling time billing features will cause all billing rates and billable/non-billable information not to be displayed any-
more. That includes the Billing Rates subcategory of Company Preferences. In addition, no billing rate information will
be included on reports and data exports, and existing billing rate settings will be reset to system default values. A warn-
ing message will show up whenever you will try to disable this feature, reminding you what the consequences of this
action are.

Updating Your ClickTime Credit Card and Payment Information

The link on the right hand top corner of the General Company Information section opens up a separate page, where you
can update your information regarding Credit Card and Payment method for ClickTime. This page makes it easier and
faster for you to provide us with your billing information in a secure manner. You can update information regarding your
invoicing method, billing contact and payment method. For security reasons, your current information isn't shown. If you
don’t want to do it electronically and prefer to fax us your credit card information instead, you may also download a credit
card form from the link provided on the Billing Information page. You can click on the link to open it in Acrobat Reader, or
you can right-click, select “Save Target As …” and choose a location on your computer to save the file. You need to have
Acrobat Reader installed on your computer to be able to open this PDF form.

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Specify an invoicing method

For invoicing method you can choose to have your invoice mailed or emailed to you. Mailed invoices are only available to
customers in North America. Customers outside North America must provide an email address for invoices.

If you wish to have your invoice mailed to you and you want to provide a billing address, you can do so by filling out or
updating the billing contact information section.

Select a payment method

Under Payment Method you can update information regarding your credit card number, card’s billing address or selecting
other payment methods, such as PayPal, Money Order, wire transfers or checks. When you’re done with this, click
“update” and your changes will be saved. If you change your mind, click “cancel” and your billing information will remain
the same.

Timesheet and Expense Settings

The second section under Company Preferences contains preferences that allow you to customize your timesheet and
expense sheet settings. If you have the optional Expense Module enabled, you will also be able to set a couple of
expense-related items. Following is a list of things you can customize here:
See "Timesheet Configuration Settings" on page 37
See "Job List Settings" on page 39
See "Task List Settings " on page 40

Timesheet Configuration Settings

See "Time Increment " on page 37

See "Lock Date " on page 37
See "Enable DCAA Compliance " on page 37
See "Mileage Unit " on page 38
See "Expense Approval Notifications " on page 38
See "Timesheet Model " on page 38
See "Week Start Options " on page 38

Time Increment
Choose the fraction of time your employees can enter time. You have the choice of 1/10 hour, 1/4 hour, 1/2 hour and
hourly. Actual time entries will be rounded up to the closest time increment you have specified here.

Lock Date
This date refers to a general company lock date. All employees are prevented from entering time previous to the date
specified here. Also, all time entries on or before this date will be read-only. The lock date proves to be a useful tool when
you change your company’s billing rates and you want to apply the new rates only to non-locked time entries.

Enable DCAA Compliance

You may not see this checkbox on your Company Preferences page. If so, you don’t have the optional Timesheet Approv-
als Module enabled. DCAA compliance requires that any changes to timesheets that have been submitted for approval
be explained by the person making the change. If you enable DCAA compliance, people will no longer be able to use

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Week Entry to edit timesheets that have been submitted for approval. Desktop Application access will also be pro-
hibited. Due to the extra security requirements, DCAA compliance will slow down the use of ClickTime. For more infor-
mation and other restrictions, please read the DCAA Compliance section of this manual and also remember that your
company must be configured for timesheet approvals, in order for DCAA compliance to be enabled.

Mileage Unit
This option is used for expense tracking purposes. You may select either miles (mi) or kilometers (km). If you don’t see
this feature, you don’t have the optional Expense Module enabled. In the Expenses section of this manual you will learn
how to specify a certain expense rate per mileage unit. The selection you make here will decide the terminology (mile-
age / kilometerage) that will be used in expense reports or when people add new expenses.

Expense Approval Notifications

Under “mileage unit” you will also see “notify this person when an expense sheet is approved for payment:” followed by
a list of people from which you can select the person in your company that you want to be notified via email every time
an expense sheet is approved for payment.

You can read more about this in the Expenses section. If you can’t see any people on the list, but your own name, it’s
because you haven’t added any people yet. Remember to come back to this section later, after you’re done with adding
employees, to select the person who receive email notifications about expenses approved for payment. If you can’t see
this “notify” section at all, it means that you don’t have the optional Expenses Module enabled.

If you’d like to get access to this module, please contact ClickTime Sales .

Timesheet Model
Timesheets allow you to group people's time entries on a regular interval. This option allows you to customize your com-
pany’s timesheet structure: weekly (7-day period), biweekly (14-day period, e.g. starts every other Tuesday), semi-
monthly (divides a month into halves, e.g. June 1-15 and June 16-30), monthly (e.g. May 1-31), or custom (e.g. 8-day
period). For example, if your company requires people to completely enter their time each week, you should use the
"weekly" timesheet option.

You can then use the Timesheets section to easily review, override, and run reports on people's timesheets.

Week Start Options

The "week starts on" option allows you to select the day of the week on which your timesheets start when using the
weekly or biweekly method. This field is used to help generate reports. This setting is also used when evaluating a per-
son's time for completeness if the person's has a minimum hour requirement per week (e.g. 40 hours per week).

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Job List Settings

See "Job List Width " on page 39

See "Non -Allocated Option " on page 39
See "Timesheet and Expense Settings" on page 37
See "Multiple Job Level Controls " on page 39

Job List Width

Job List Width allows you to choose the number of characters to display in the job drop-down menu on the personal time
entry view. You may choose between 10 and 200 characters. This setting will apply to the Day View time entry page of
every employee in your company.

Non -Allocated Option

Non -Allocated Option allows you to associate time entries with a job that is not allocated to any client. This may be useful
when you are not sure if your company will bill a certain amount of time to a client or if the worked time is not billable at
all (administrative work, etc).

Job List Controls

Job List Controls use this feature if you don't want every person to see every job. You may want to do this for the con-
venience of end-users, to reduce confusion, or to keep certain jobs confidential. There are three methods for restricting
job lists:

■ None - which means, there are no restrictions; every person can access every job. Users will then be
able to choose which jobs they want to see on their time entry pages by customizing “My Jobs” inter-
face.
■ Moderate – with this mode selected, you can choose which divisions (groups of people) have access
to which jobs. By editing the details of each division, you can select which jobs will appear to those
people. Or, you may edit the details of each job to select which divisions have access to that job. It is
important to remember that each person must be enrolled in a division before they can enter any
time.
■ Maximum - in "maximum" restriction mode, you can choose which individual people have access to
each job. By editing the details of each person, you can select which jobs will appear to that person.
Or, you may edit the details of each job to select which people have access to that job.

Multiple Job Level Controls
If you need additional project levels for tracking time more accurately,
the Job List Settings on the Company Preferences page is the place where you can make this request. By default, phases
are not enabled. As this is an optional module, your company must request it in order for it to become visible in Click-
Time. After this feature was activated, it is by default turned on. The checkbox "require that a phase/sub-phase be
selected when entering time (if phases/sub-phases exist for the selected job)" will show up under Job List Settings and
will be checked by default.

● When this checkbox is checked: if a job is configured to have phases, then the user must select a phase when
entering time. If the job doesn't have any phases, then the user can enter time against that job without selecting a
phase.
● When this checkbox is unchecked: if a job is configured to have phases, then the user is allowed to enter time
against that job without having to specify a phase first.

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● Organize display of phases: you can specify if you want your phases to be displayed in alphabetical or in custom
order. The display order refers to how phases are displayed on the Job Structure page and on the time entry
screens.

Task List Settings

See "Task List Width " on page 40

See "Task List Controls " on page 40

Task List Width

Task List Width allows you to choose the number of characters to display in the task drop-down menu on the personal
time entry view. You may choose between 10 and 200 characters. This setting will apply to the Day View time entry page
of every employee in your company.

Task List Controls

Use this feature if you want to limit which tasks can be used with each client and job. You may want to do this for the con-
venience of end-users, to reduce confusion, or to avoid time-entry errors. There are two methods for restricting task
lists:

● None - with no restrictions, every person can access every task. People can then choose which tasks they want to
see using the "My Tasks" interface.
● Client/Job - in this restriction mode, you choose which tasks can be associated with each client and job when enter-
ing time.

General and Variable Billing Rates

ClickTime allows you to choose various methods to set up a billing rate method that best fits the needs of your company.
To setup your variable billing rates, go to Company Preferences > Billing Rates. If you can’t see the Billing Rates section,

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it means you have disabled “time billing features” under General Company Information . You need to check that box first
and then proceed with setting up general or variable billing rates. ClickTime offers the following options: a default billing
rate that applies to everything, 3 options for general billing rates and 4 advanced options for variable billing rates.

Below, you will find detailed instructions on how to set up each of them:

See "Simple Billing Rate Option" on page 41

See "Advanced Billing Rate Options" on page 43
See "Billing a Client at a Flat Rate" on page 45
See "Applying Billing Rates to New or Non-Locked Time Entries " on page 45
See "ClickTime Reports that Contain Billing Rate Information " on page 45
See "Billable/Non-Billable Jobs & Billable/Non-Billable Tasks " on page 46

Simple Billing Rate Option

See "Default Billing Rates" on page 41

See "Billing Rates by Person" on page 41
See "Billing Rates by Job " on page 42
See "Billing Rates By Task " on page 42

Default Billing Rates

Set a default rate particularly if you have a reoccurring or general billing rate, such as $100.00 per hour. This rate will
appear on all proceeding rate forms. This is your "default" rate. You may subsequently set actual rates for each item in
the detail pages for clients, jobs, tasks, and people.

Billing Rates by Person

Choose this option if each employee is billed out on a flat rate, regardless of the client they are working for and regard-
less of the job or task. For example, Joe bills $30.00 per hour and Andrea bills $100.00 per hour. Specifying a certain bill-
ing rate for a person is done on that person’s detail page, under the “Billing Rates” section. To get there, click on the
“People” tab. When either adding a new employee record or editing an existing employee record, enter the rate for each
particular employee under the "Billing Rates" section. If you are changing an existing rate, you will also need to choose
whether you want this rate to apply to only new time entries or to all those entries that occur after your set lock date.
Click “Update” to save your changes.

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Billing Rates by Job

Choose this option if you bill your clients by job. For example, for the Commercial Project for Client A, you bill $30.00 per
hour. For the Billboard Project for Client A, you bill $40.00 per hour. The amount billed by job will be a flat rate for each
job. Specifying a certain billing rate for a job is done on that job’s detail page, under the “Billing Rates” section. To get
there, go to “Jobs” under the Company tab and click on the job you want to add a billing rate for. If you are changing an
existing rate, you will also need to choose whether you want this rate to apply to only new time entries or to all those
entries that occur after your set lock date. Click “Update” to save your changes.

Billing Rates By Task

Choose this option if each task is billed at a flat rate, regardless of job and client. For example, Administration is always
billed at $10.00 per hour, but Web Design is $200.00 per hour. Specifying a certain billing rate for a task is done on that
task’s detail page, under the “Billing Rates” section. To get there, go to “Tasks” under the Company tab and click on the
task you want to add a billing rate for. When either creating a new task or editing an existing task, enter the rate for each
particular task under the "Billing Rates" section. If you are changing an existing rate, you will also need to choose
whether you want this rate to apply to only new time entries or to all those entries that occur after your set lock date.
Click “Update” to save your changes.

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Advanced Billing Rate Options

See "By Task – Rate Varies per Job " on page 43

See "By Task – Rate Varies per Person " on page 44
See "By Person – Rate Varies per Client " on page 44
See "By Person – rate Varies per Job " on page 45

By Task – Rate Varies per Job

Choose this option if the rate of the task depends on the job being entered. For example, For Job A, Administration will be
billed as $25.00 and Web Design will be billed as $50.00. For Job B, Administration will be billed as $30.00 and Web
Design will be billed as $100.00. To enter this type of variable rates, go to “Jobs” under the Company tab. When either
creating a new job or editing an existing job, choose to either use the default or a fixed rate for the job or enter the rate
for each specific task under the job, in the "Billing Rates" section. You will find your entire list of active tasks. Each field
will hold the default rate; however, you can alter each rate according to the task. If you are changing an existing rate,
you will also need to choose whether you want this rate to apply to only new time entries or to all those entries that occur
after your set lock date. Click “Update” to save your changes.

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By Task – Rate Varies per Person

Choose this option if the rate of the task depends on the employee entering time. For example, Administration is billed at
$30.00 per hour for Andrea and at $10.00 for Joe, while Web Design is billed at $50.00 for Andrea and at $75.00 for Joe.
To enter this type of variable rates, go to “People” under the Company tab. When either adding a new employee record
or editing an existing one, choose to either use the default or a fixed rate for the employee or enter the rate for each spe-
cific task under the employee, in the "Billing Rates" section. You will find your entire list of active tasks. Each field will hold
the default rate; however, you can alter each rate according to the task. If you are changing an existing rate, you will
also need to choose whether you want this rate to apply to only new time entries or to all those entries that occur after
your set lock date. Click “Update” to save your changes.

By Person – Rate Varies per Client

Choose this option if the rate of the employee depends on the client that time is being billed for, regardless of what job or
task the person enters time for. For example, Joe’s rate for Client A is $40.00, while Andrea’s rate for the same client is
$50.00. Joe and Andrea may enter time for the same job and task belonging to the same client, but their billing rates for
that client will be different. To enter this type of variable rates, go to “Clients” under the Company tab. When either cre-
ating a new client or editing an existing client, choose to either use the default or a fixed rate for this client or enter the
rate for each employee under the client in the "Billing Rates" section. You will find your entire list of active people. Each
field will hold the default rate; however, you can alter each rate according to the person. If you are changing an existing
rate, you will also need to choose whether you want this rate to apply to only new time entries or to all those entries that
occur after your set lock date. Click “Update” to save your changes.

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By Person – rate Varies per Job

Choose this option if the rate of the employee depends on the job he/she is entering time for. For example, when Mark
enters time for his jobs, Job A is billed at $35.00, while Job B is billed at $40.00. But when Mary enters time for the same
jobs, Job A is billed at $37.00, while Job B is billed at $39.00. To enter this type of variable rates, go to “Jobs” under the
Company tab. When either creating a new job or editing an existing job, choose to either use the default or a fixed rate
for this job or enter the rate for each specific employee in the "Billing Rates" section. You will find your entire list of active
people. Each field will hold the default rate; however, you can alter each rate according to the person. If you are chang-
ing an existing rate, you will also need to choose whether you want this rate to apply to only new time entries or to all
those entries that occur after your set lock date. Click “Update” to save your changes.

Billing a Client at a Flat Rate

There is no such billing rate option in ClickTime; however, you can easily setup your rates to allow you to bill a particular
client at a flat rate, regardless of what task or job time is entered for. Here are the steps you need to follow: set your bill-
ing rate method “by Job” in your Company Preferences. Go to “Clients” and click on the client you want to bill at a flat
rate. On that client’s detail page you will see a list with all the jobs associated with the client. Clicking on each job will take
you to that job’s detail page. There you can specify the billing rate. Click “update” to save your changes. Repeat these
steps until you have established the same billing rate for all jobs belonging to that particular client. If you know by heart
or can infer from a job’s name or code what client it belongs to, then you can go directly to “Jobs” and click directly on the
jobs you want to edit.

Applying Billing Rates to New or Non-Locked Time Entries

When making a change to an existing rate, choose for your billing changes to be made to all new time entries, if you want
the rates to show up only on those entries entered from today forward. Choose for your billing changes to be made on all
non-locked time entries (even in the past), if you wish to retroactively apply the rate to all entries made after your set
lock date. Thus, if your company’s lock date is set for December 31, 2004 and your rates have changed as of the begin-
ning of the new calendar year, the rates will apply to all time entries entered as of January 1, 2005.

ClickTime Reports that Contain Billing Rate Information

Here’s a list of all the reports that currently contain billing rate information:

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o People Reports: Task Summary

o People Reports: Billing Summary with Client Detail
o Miscellaneous Reports: Data Export (Excel)
o Miscellaneous Reports: Data Export (Text)
o Miscellaneous Reports: Rate Card
o Miscellaneous Reports: Data Export by Person / Client / Job / Task (Excel)
o Miscellaneous Reports: Audit Log
o Job Reports: Employee and Task Summary
o Job Reports: Person and Task Summary with Costs
o Job Reports: Billing Detail by Person
o Job Reports: Profitability Summary
o Job Reports: Client and Job Summary with Comments
o Client Reports: Job, Employee and Task Summary
o Client Reports: Job, Person and Task Summary with Costs
o Client Reports: Client Billing Summary
o Client Reports: Billing Summary with Person Detail
o Client Reports: Job and Task Summary with Employee Detail
o Client Reports: Job and Task Summary with Comments
o Client Reports: Client Billing - Job and Task Summary
o Client Reports: Client Billing - Jobs, Tasks & Costs
o Client Reports: Billing Detail By Person
o Client Reports: Profitability Summary
o Division Reports - Task Summary

Billable/Non-Billable Jobs & Billable/Non-Billable Tasks

This last feature of the billing rates section is just a method for a company to determine if time entries are billable or non-
billable based on either the job or the task that time is entered against. This feature is useful if you need to track down
which hours entered for a particular client are billable, based on either the job (project) or the type of work done. Chang-
ing a company’s job/task billable/non-billable preference setting has no effect on the billable/non-billable settings of
existing jobs and tasks. You have two options: you can select either jobs or tasks to be considered billable or non-bil-
lable.

ClickTime will have “jobs” as default value. If you leave this feature set on “jobs”, then the default setting for all new jobs
will be “billable”. You can manually change that to “non-billable” on the job’s detail page, either when you create a new
job or when you edit an existing job. Click “update” to save the changes.

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When you go to “Jobs” under the Company tab, the jobs list will contain a new column called “Billable”. All the jobs that
are check-marked are considered billable. You will be able to run job reports based on this billable/non-billable setting.

If you change this feature to “tasks”, then the default setting for all new tasks will be “billable”. You can manually change
that to “non-billable” on the task’s detail page, either when you create a new task or when you edit an existing task. Click
“update” to save the changes.

When you go to “Tasks” under the Company tab, the tasks list will contain a column called “Billable”. All the tasks that are
check-marked are considered billable. You will be able to run task reports based on this billable/non-billable setting.

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Cost Rates

With ClickTime, you can also track the hourly costs for each employee.

In the Costs section, you can enter a person's hourly cost and apply the cost rate to either all new time entries or all non-
locked time entries. Using the cost rate and billing rate features gives a company the ability to determine a project's prof-
itability.

Default Cost Rates

The Cost Rate field on the Company Preferences page  will allow you to enter a default hourly cost for a new employee.
This rate will be automatically filled into the cost field whenever you create a record for a new person.

Individual Cost Rates

The default hourly cost can be changed when you add a new person or later on by editing that person’s profile.

Cost Rates and Reports

Cost rates are useful when running certain reports. Here is a list of all the reports that currently show employee cost
rates:

● Miscellaneous Reports: Data Export (XML)

● Miscellaneous Reports: Data Export (text only)
● Miscellaneous Reports: Data Export (Excel)
● Miscellaneous Reports: Data Export by Person (Excel)
● Miscellaneous Reports: Data Export by Client (Excel)
● Miscellaneous Reports: Data Export by Job (Excel)
● Miscellaneous Reports: Data Export by Task (Excel)
● Miscellaneous Reports: Data Export by Leave Type
● Job Reports: Person and Task Summary with Costs
● Job Reports: Profitability Summary
● Client Reports: Job, Person and Task Summary with Costs
● Client Reports: Client Billing - Jobs, Tasks & Costs

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● Client Reports: Profitability Summary

Security Settings

See "Secure Connection" on page 49

See "Access to the Desktop Application " on page 50
See "Advanced Managerial Permissions" on page 50
See " Activation of Audit Logging" on page 50
See "Logging in with OpenID" on page 50
See "Session Timeout Periods " on page 52
See " Timeout Alerts" on page 52

On the Company Preferences page several account security settings can be configured, as shown in the image below and
described in the following paragraphs. Security settings can be set independent of one another. The screenshot below
shows all the options you may see in this section. If you don't see some of these options, your account type may not
include them. For more information on this please contact our Professional Services team and explain what security set-
ting you would like to obtain access to.

Secure Connection

If you want secure (SSL) connections for your entire company, check the first box. Make sure you save your changes.
Next time you or any other person in your company logs in or out of ClickTime, you will see the message: “Information
you exchange with this site cannot be viewed or changed by others.”

The URL will display an additional “s” (https://clicktime.com/...) which means you are logged in securely. SSL stands for
Secure Sockets Layer, and it provides secure connections for you and your employees while submitting data. For more
information on SSL, go to http://webopedia.internet.com/TERM/S/SSL.html. Please note that, while offering more
security, SSL will slow down the performance of ClickTime. If security is not a big issue for your company, leave this box
unchecked.

At this time you may only choose to have SSL required for all employees in your company using ClickTime. However, if
individual people want to use SSL, they can simply add an “s” after the http in the browser address. For example, from
the home page, add the “s” after http so that it reads: https://clicktime.com. The person will then be using SSL con-
nections for the current session of ClickTime.

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This feature is available to both Basic and Corporate account types.

Access to the Desktop Application

The second checkbox will give you control over allowing or prohibiting people in your company from downloading and/or
entering time via the ClickTime Desktop Application. The box will be checked by default, the first time you log in to your
account. Un-checking it will cause the “Download” tab disappear from the main menu. This will prevent people from down-
loading and installing the Desktop Application on their computers. If some people already downloaded it, then from now
on they will not be allowed to log in and enter time through it.

There are several reasons for not granting access to the Desktop Application. If your company is legally required to use
secure connections, the Desktop Application does not support SSL, therefore the employees need not see, nor have
access to a feature they are not supposed to use anyway. Anther reason might be that your company’s guidelines do not
allow employees to download and install software on their work computers. Or, you may have certain advanced features
enabled on your ClickTime account, which may not be supported by the Desktop Application. To learn more about this
please read the Desktop Application section in this help system.

Advanced Managerial Permissions

The next security setting allows managers to unlock/un-approve timesheets and expense sheets when they also have
permission to lock/approve them.

If your company doesn’t have the two optional Timesheet Approvals and Expenses modules enabled, then this security
setting will only say: “allow managers to unlock timesheets when they also have permission to lock them”. If your com-
pany has access only to Timesheet Approvals, but not to Expenses, then it will say: “allow managers to unlock/un-
approve timesheets when they also have permission to lock/approve them”.

If your company has access to Expenses, but not to Timesheet Approvals, it will say: “allow managers to un-approve
expense sheets when they also have permission to approve them”.

Activation of Audit Logging

Audit Logging provides a means for your company to record and view the history of data changes on your account. Audit
logs will record information regarding adding and editing people, clients, jobs, tasks, billing rates, expenses, and time
entries. Due to the amount of data that needs to be recorded, audit logging will slow down the use of the system. For
more information and other restrictions, please go to the "Audit Logging" section of the help documentation.

If you check this box, you will have the option of specifying further permissions on the data in your account. You can
allow changes to be made to billing rates, costs, etc. that affect all non-locked time and expense entries (even in the
past). These changes will however not be recorded in the Audit Log. If you don't check the secondary box, no changes
will be possible to any billing rates, costs, etc.

The Audit logging activation checkbox is visible only if your account has access to the optional Audit Logging module. If
you have questions about this module, or would like to activate it, please contact ClickTime Sales.

Logging in with OpenID

With this feature, users can log in securely to ClickTime without having to maintain separate usernames and passwords.
OpenID enables users to authenticate themselves just once to a provider like Google, Verisign or AOL, to access their
registered online accounts. Go to www.openid.net to learn more about OpenID.

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The account administrator can choose whether to allow users to login to ClickTime using OpenID. If you allow login using
OpenID, then you'll need to add a unique OpenID identifier to each person's Detail Record. Requiring login using OpenID
will prevent from logging in with the standard email address and password.

The OpenID login can be either allowed, required or disabled (as shown in the above screenshot). The selected state will
be applied company-wide, not user-specific. A new company will always default to the "Disable" setting. Below you can
read more about how each of the three settings affect the overall use of the ClickTime application:

Allow login using OpenID

"Allowing" OpenID logins means it's optional for the user whether they want to login with an OpenID or with the regular
ClickTime login. On the login screen, users will notice a toggle switch (the link in the upper right corner of the login
screen) that allows them to use their preferred login method. The two images below show both instances of the login
screen.

In order to use OpenID, every user must have an OpenID identifier entered in the person's detail user record. Only an
administrator or a manager with the corresponding permissions can edit a user's detail record and specify an OpenID.

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Require login using OpenID

"Requiring" OpenID makes this type of login mandatory for all users in the account. Logging in with email address and
password is no longer permitted. If a user does not have an Open ID identifier entered in their detail user record, then
the user will not be able to log in to ClickTime. When a company is configured to require login with OpenID, users are not
allowed to use the Desktop Application and the Mobile Edition .

Disable login using OpenID

"Disabling" OpenID prevents anyone in the account from logging in to ClickTime with an OpenID. This is the default value
for all new accounts or existing accounts that have not modified this setting since account creation.

Session Timeout Periods

This security setting allows you to select the time span a user belonging to your company can be logged in to ClickTime
without actually using it, before the person’s account is automatically logged out. Shorter session timeouts might prevent
unauthorized people from entering or accessing data into logged in accounts belonging to other people, when computers
or laptops are left unattended. ClickTime currently offers five timeout periods: after 30 minutes, 1 hour, 2, 3 or 4 hours.
Whatever session timeout period you choose, it will apply to the entire company.

If you have a Basic account, you can select only 30 minutes, 1 and 2 hours. If you want your timeout session to be
longer, you have to upgrade to a Corporate account. Please contact ClickTime Sales if you have any questions about
upgrading your account.

Timeout Alerts

As of ClickTime Version 4.0, we provide an alert message prior to a user’s session timing out. If your session does time
out, perhaps because you’ve walked away from your computer, an alert will stay on your screen to notify you. The time-
out alert will show up on your screen 1 minute prior to your session timeout period (the one you selected on your Com-
pany Preferences under Security Settings). It will run a one minute countdown, during which you can extend your
session period by saving the data you were currently working on. After the countdown runs out, an alert will continue to
stay on your screen to notify you that any data that was left unsaved after your session expired will be lost.

Default Settings for New Users

The new employee defaults that can be set up on this page are:

See "Time Format " on page 53

See "Job Selection Method" on page 53
See "Cost Rate " on page 54
See "Minimum Time Entry per Day/Week " on page 54
See "Start and End Times and Related Time Entry Restrictions " on page 54
See "Adjustment/Break Time Field" on page 55
See "Advanced Stopwatch Controls" on page 55
See "Allowing Use of Blackberry or Blackberry-Enabled Device" on page 56
See "Mandatory Notes/Comments " on page 56
See "Prevent Submission of Incomplete Timesheets" on page 56

Person defaults are used to help set up new employee accounts. These defaults will pre-populate sections of a new per-
son account. You can then set different values in the person record if the default does not apply to a new account. Please

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note that existing employee accounts will not be affected by the changes you made in this section. Everything you
change here will apply ONLY to people added AFTER these changes have been saved.

Time Format

Time format refers to how people are set up to enter time on their Day View, when they are required to enter start and
end times. You can either choose 24-hour format or AM/PM, depending on what format suits your company’s profile best
or on the time format commonly used in your country of origin. For instance, a user will be able to enter time either from
9 to 17 or from 9AM to 5PM. This setting can be overridden by the users themselves, on their personal preferences page.

Job Selection Method

ClickTime offers two methods for users to select their jobs on the Day View page: “pop-down list” and “type-ahead”. The
job selection method will be set to “pop-down list” by default.

Pop-down list is the classic ClickTime job selection method and it looks exactly the same as the task or the Time-Off
selection pop-down lists.

The “type-ahead” method allows users to type in the first couple of characters in a job’s name, which permits the sys-
tem to search through all existing jobs in order to generate a ten-item list of jobs that begin with the letters or characters
that you typed. The more you type, the more refined the results in the list will be.

This setting will define the default value for new users. Users will however have the freedom to choose their preferred job
selection method on their own My Preferences page. The “type-ahead” job selection method is recommended for com-
panies that have more than 500 jobs and they need a fast way to find the job they are looking for. If you see only one of
these two job selection methods on your Company Preferences page and you have questions about it, please contact
your ClickTime administrator. He or she will inform you whether your company has any restrictions regarding this fea-
ture.

The “type ahead” job entry method is available only on the Day View page. To select a job on the Week View page or
when you enter an expense item, you will continue to see the “pop-down list” job selection method. To read more about
the “type-ahead” job selection method, go to "Entering Time Through the Type-Ahead Interface" .

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Cost Rate

Cost Rate will allow you to enter a default hourly cost for a new employee. This can be changed when you add a new per-
son or later on by editing that person’s profile. Cost rates are useful when running certain reports. Here is a list of all the
reports that currently show employee cost rates:

● Miscellaneous Reports: Data Export (XML)

● Miscellaneous Reports: Data Export (text only)
● Miscellaneous Reports: Data Export (Excel)
● Miscellaneous Reports: Data Export by Person (Excel)
● Miscellaneous Reports: Data Export by Client (Excel)
● Miscellaneous Reports: Data Export by Job (Excel)
● Miscellaneous Reports: Data Export by Task (Excel)
● Miscellaneous Reports: Data Export by Leave Type
● Job Reports: Person and Task Summary with Costs
● Job Reports: Profitability Summary
● Client Reports: Job, Person and Task Summary with Costs
● Client Reports: Client Billing - Jobs, Tasks & Costs
● Client Reports: Profitability Summary

Minimum Time Entry per Day/Week

Default minimum hours are the number of hours your employees must work to be considered complete for the day or
week.
Depending on the operation of your company, you can set this default to a number of hours per day or hours per week.
For example, if this value is set to 8 hours per day, and you run an incomplete time entry report, any employee who has
not entered at least 8 hours per day will show up on the report. You may set specific minimum hours for each employee
in each employee’s detail page. This default is used to pre-populate any new employee records.

The minimum required time entry is useful in the following situations:

● to evaluate timesheet completeness, by running the Incomplete Timesheet Report

● to prevent people from submitting incomplete timesheets (only if your company has access to the optional Time-
sheet Approvals Module)

Start and End Times and Related Time Entry Restrictions

Checking the “This person must enter the start and end time for each time entry” box opens a collapsible submenu of
other related time entry restrictions. New users can be configured to enter start and end times for all their time entries. If
this field is checked when you add a new user or edit an existing one, it becomes a mandatory requirement that the user
cannot override on his preferences page. Start and end times become required fields on the user’s Day View interface.
Users must enter a start and end time and the total number of hours is automatically calculated in the Hours field, which
cannot be directly edited by the user.

Start and end times can be entered in AM/PM or 24-hour format. The user is free to choose the preferred time format on
his/her personal preferences page (see image below). This feature allows flexibility to companies with employees in dif-
ferent countries, who are used to different time formats. A user can enter time from 12:00am (midnight) up to and includ-
ing 11:59pm (midnight). Users cannot use 12:00pm as end time, as this entry is considered part of the following day. For

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instance, if a user enters 11:45pm as a start time and 12:00pm (interpreted as noon by ClickTime) as end time, an error
occurs because the start time is later than the end time.

Requiring users to enter start and end times for each time entry will disable their Week View interface. Users will have to
use the Day View page to enter time. Download and use of the Desktop Application will also be prohibited to users who
must enter start and end times.

Adjustment/Break Time Field

The first checkbox in the collapsible menu under start/end times allows managers to “add” an extra ‘break time” column
on the user’s Day View page. This extra field gives users the possibility to enter the amount of time they used for any sort
of breaks (meals, adjustment time, etc). The field is not mandatory and can be left blank. The time entered in the Break
Time field (see image below) will be subtracted from the total number of hours in the Hours field. Break time may be
entered as either a decimal value (e.g. 0.5 hours equals half an hour) or a colon-separated value (e.g. 0:30 equals half
an hour). Colon separated values must always be in a 24-hour format (e.g. 18:15 equals 18 hours and 15 minutes) in
order to be recognized correctly by the system.

Advanced Stopwatch Controls

Prevent Stopwatches from Being Restarted

If you configure new users to enter start and end times, and they are using the stopwatch timer to enter time, you may
want to prevent them from restarting a stopwatch after the first time it was started and stopped. The timestamps of the
stopwatch will be used to automatically fill in the start and end times fields. After that, the timer for that row will be dis-
abled. If the user wants to add more time for the same job and task combination, he/she can start another time entry on
the next row.

Person Must Use Stopwatch to Add Time

Checking this field will force users to enter their time through the stopwatch timer. There will be no alternative for them to
enter time in the ClickTime system. The image below shows how the user’s Day View interface looks like and works when
the user is required to use stopwatches to add time. The user can select the job and the task for a time entry. He/she can
start and stop the stopwatch only once, after which the stopwatch is disabled.

The start, end, break (if existing) and hours fields are always in read-only mode for users who are set to use stopwatches
at all times. The history of a stopwatch cannot be cleared after the stopwatch was used and a time entry cannot be
deleted after it was saved. If the user realized he made a time entry mistake, he/she must contact the ClickTime admin-
istrator to have the wrong time entry corrected.

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Allowing Use of Blackberry or Blackberry-Enabled Device

This field determines the default value for new users. Checking this box will allow people to enter time and expenses by
using a Blackberry or a Blackberry-enabled device. You can always override the option selected for this field, by editing
a person’s detail page, for either new or existing users.

ClickTime’s BlackBerry Module combines the power of our web-based application with the convenience of a handheld
device to allow you to log time and expenses as they occur in real-time. When away from the computer, ClickTime offers
you freedom to track time and expenses anywhere with your handheld - even when coverage is not available. The data
is stored on your BlackBerry and can be sent or re-used at a later time.

Entering time on your BlackBerry requires no syncing or transfer of data - the handheld and web versions are always con-
nected, saving you time and trouble. Faster and easier entry means fewer incomplete timesheets and quicker reim-
bursements of expenses.

Mandatory Notes/Comments

By checking the box that says "The person must enter notes/comments with each time entry" you require your user to
enter comments before a time entry can be saved. By default, this feature is disabled.

If users have this feature enabled, an error dialogue pops up in Day View and Week View  when a user attempts to save
time entries that don't have comments. Comments will also be required for Time-Off time entries.

Only new users created after this feature is turned on (under Person Defaults) will have this feature enabled on their Per-
son Detail pages.

This feature must be enabled for every existing user individually, on the user's Detail Page. By default, users will have
this feature disabled.

Clicking on the Quickday button will duplicate time entries and comments from the previous day.

Once you have enabled this feature for a person, that person will not be able to download the Desktop Application any-
more or log in and make time entries through the Desktop Application interface.

Prevent Submission of Incomplete Timesheets

By checking the box that says "Prevent people from submitting incomplete timesheets",
users will no longer be able to submit timesheets that have not met the minimum hours requirement from the company’s
minimum time entry requirements (See "Minimum Time Entry per Day/Week " on page 54 )

You must enabled this feature for every user individually, on the user's Detail Page. By default, users will have this fea-
ture disabled. Only new users created after this feature is turned on (under Person Defaults) will have this feature ena-
bled on their Person Detail pages.

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This feature will only work for the following types of timesheets and minimum hours settings:

a. Timesheets that are weekly or biweekly AND have minimum hours per week or day specified.
b. Timesheets that are monthly, semi-monthly, or custom AND have only minimum hours per day specified.

The only users that will be affected by this feature are those who are configured to have their timesheets approved.  In
Person Detail, users that are not required to have their timesheets approved by another person will not see this sub-
option at all. If the option “This person’s timesheet must be approved by” is checked, then the sub-option “Prevent sub-
mission of incomplete timesheets” will dynamically appear below the “This person’s timesheet must be approved by”
option.

Custom Terminology

Terminology changes across businesses, so we let you change terminology in ClickTime. Maybe you work in Information
Technology. Or perhaps you’re a law firm. The fact is, every organization uses different terminology for its projects,
clients, cost centers, or however it refers to its activities. ClickTime lets you rename its important data types to be most
meaningful to you.

The first column contains a detailed description of the entity which the selected term refers to. The second column con-
tains pre-populated lists with common terminology and an option at the end of each list for you to specify your own
terms. The third and fourth columns display the singular and plural forms of the custom terms selected. If you choose to
specify your own terminology, you must enter values for both these columns, as the system cannot identify the sin-
gular/plural form of an entered value.

The selected values will replace the default values (client, job, task, division) throughout the website and in all reports.

Custom Terminology for Phases

If your company has the multiple job levels (phases and sub-phases) feature enabled, additional options will be available
in the Terminology section. You will be able to specify custom terms for one or two levels of sub-categories of jobs. The
number of additional options will correspond to the number of levels enabled for your company. To find out more about
multiple job levels, please read the "Phases" section of the help documentation.

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Custom Fields

ClickTime now offers custom fields that can be attached to almost any data type in the system. If you need to track some-
thing that you don’t see in our interface, we can add it for you in no time at all. And that information can be included in
reports, queries, and exports too. The custom fields section can be found under Company > Preferences > Custom
Fields.

How to Add a Custom Field

To add a custom field click on the “new custom field” link (see image above) and enter the required information. You
must provide a name for the custom field (which will be shown only on the list of custom fields), a display name (which
will be shown on the actual page the custom field is added to), a type and an association. We will discuss more about type
and association in the following paragraphs. Remember that once you have decided upon a type and association, you
cannot change this preference later on. When you’re done entering the required data, click on “add” to add the new cus-
tom field or on “add next” if you want to add another one after this. Choosing “add” will redirect you to the custom field
list, while “add next” will open a blank form for a new custom field. “Cancel” will also take you back to the custom field
list, without saving anything.

To edit a custom field, click on the edit pencil to the right of a custom field in the custom field list. That will open the detail
page of the selected custom field, the title of the page showing you that you are in edit mode. You will be able to change
only the custom field name and its display name. As mentioned before, the type and association fields cannot be
changed; therefore they are displayed in read-only mode. Click “update” to save your changes.

How to Delete a Custom Field

To delete a custom field, simply click on the “delete custom field” link in the upper right hand corner. (see image above).
Pressing “Ok” will result in the removal of the custom field from all lists and entry forms. This will prevent everyone from
accessing or entering time for this custom field. Be very careful with deleting custom fields, as this action cannot be

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undone. Deleting a custom field is an option when, for instance, you realize you have selected the wrong type or asso-
ciation. You can re-add the same custom field later on, with the correct values in all fields.

Custom Field Types

There are seven different types of custom fields you can choose from: text, long text, number, currency, date, pop/down
list and yes/no. Here is a brief description of what each of them can be used for:

● A text custom field will allow you to enter any kind of text, numeric values, currency, etc. This custom field type will
allow you to enter up to 50 characters. For those administrators who need to enter a larger amount of text, the
“long text” field option was created.
● A long text custom field provides for the ability to enter up to 4,000 characters into the custom field.
● A number custom field allows you to enter only numeric values.
● A currency custom field allows only numeric values, and the field will be followed by the symbol of the currency
specified in your company’s preferences.
● A date custom field allows only the input of valid dates, in the date format specified in your company’s preferences
(day/month/year or month/day/year).
● A pop-down list will prompt you to enter values that you can subsequently select from a pop-down list. Use the
Enter (Return) key to separate list values.
● A yes/no custom field shows up in the form of a pop-down list pre-populated with only two values: “yes” or “no”.

Custom Field Associations

The term “associations” refers to the detail pages to which the created custom fields will be added.

You can “associate” custom fields with the following pages:

Company Preferences
Job Detail
Client Detail
Task Detail
Person Detail
Division Detail

For example in the image below, six custom fields of six different types have been added to the Client Detail page. “Con-
tract signing date” is a date type custom field, “Estimated Budget” is a currency type custom field, “Location” is a pop-
down list type custom field, “New Client” is a Yes/No type custom field, “Phone Number” is a number type custom field,
“Primary Contact” is a text type custom field.

The Custom Fields subsection is added to a detail page between that item’s description and the notes section. Remember
to hit “update” every time you make a change to any custom fields on any detail pages or on the Company Preferences
page.

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Leave Types

“Leave Types” are part of the ClickTime Non-Worked Time and Vacation Accruals feature, which provides a convenient
method of tracking sick time, vacation time, and other non-worked time.

Automated Accruals are available as an optional module. With Automated Accruals, it is not necessary for an admin-
istrator or manager to manually add monthly accruals (i.e. 8 hours per month for vacation). If you would like access to
the Automated Accruals Module, please contact ClickTime Sales . for details on how to add this module to your account.

We will now focus only on “Leave Types”: what they are and how to add, edit, activate or delete a leave type.

An administrator or manager can select or create “Leave Types” (non-worked time such as vacation, sick leave or com-
pany holiday) that are available to all people in the company. Once they are available, an administrator or manager adds
hours to each person in the company who gains accrued hours. People in the company can then enter time against these
Leave Types on their timesheet.

The Leave Types section can be found under Company > Preferences > Leave Types. When you go there for the first
time, you will find the leave types list pre-populated with several common types of time-off. We wanted to make it easier
for you by adding them for you. All of them are inactive by default, giving you the option of activating only those that are
used in your company.

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In the next topic you will learn how to add a new leave type or how to edit an existing one, as well as how to activate or
deactivate a leave type.

How to Add, Edit and Activate a Leave Type

To add a new leave type, click the “new leave type” link on the upper right hand corner of the leave types list page (see
image above).

The image above shows the form you need to fill out in order to add a new leave type. You must specify a name and
whether you want it to be active or inactive. Entering a value for an accounting package ID is optional. You can also enter
comments or a description of the new leave type in the “Notes” field.

Click “add” to save the new Leave Type you just created or “add next” if you want to add another one. To edit a Leave
Type, click on the Edit Pencil to the right of it. To activate or inactivate a leave type, simply change it’s status by selecting
“active” or “inactive” in the status pull-down menu. Remember to click the “update” button to save your changes. Leave
Types cannot be deleted. If you no longer want to see a Leave Type or allow people to enter time for it, simply inactivate
it.

How to Set Default Accrual Rates

The “Person Defaults” section of a Leave Type detail page is part of the Automated Accruals Module and it helps you
specify accrual rates for new employees. Having automated accruals allows for the automatic addition of non-work hours

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for a Leave Type at a specified rate. This rate can be set by default and changed for each person. The values you enter
here will show up on the detail page of an employee that you added to the company after specifying these rates. They will
not apply to already existing employees.

Here you can specify three values:

Starting Balance how much time-off the person has already earned before you added that person to the ClickTime sys-
tem
Accrual Rate the number of hours a person can accrue per month
Maximum Accrual the maximum amount of hours a person can accrue per year

Here is a scenario that will help you understand how this works:

Let’s assume that most employees in your company earn two weeks of paid vacation per year. This works out to 6.67
hours per month (80 hours divided by 12 months). Let’s also assume that your employees have already accrued two
months worth of paid vacation before you started adding them to the ClickTime system. To set this accrual rate for your
company, enter 13.34 hours for Starting Balance (6.67 x 2), 6.67 hours for monthly Accrual Rate and 80 hours for Max-
imum Accrual. (see image below)

Foreign Currencies

The Currency and Exchange Rate page can be accessed by clicking the “Currencies” link on the Company Preferences
page. This feature is linked to the optional Expenses Module and enables companies to enter expenses in foreign cur-
rencies. The exchange rates are based on the home currency of your company, which you selected during the initial
setup, either through the Setup Wizard or on the Company Preferences page. In the image below, the market rates are
based on the U.S. Dollar and this information is specified at the top of the currency list.

When a person enters a foreign currency receipt on their expense sheet, the exchange rate used is based on the market
rate from the date of the receipt. However, administrators have the ability to override the market exchange rate for a cur-
rency by entering a corresponding company rate. For example, Company XYZ is based in New York and uses a fixed
exchange rate when their employees incur expenses in Euros. As a result, an administrator for Company XYZ will need to
override the company exchange rate. The “customizable” exchange rate can be entered in the “company rate” column.
Remember to click “update” to save your changes or “reset” to go back to the previous settings.

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You can read more about foreign expenses and currencies in the Expenses section.

Advanced Administrative Features

Advanced Administrative Features give administrators extra powers to edit their ClickTime account. These features are
available only to administrators. In this section you will learn how to create Custom Messages and Alerts with important
company information and reminders for your employees, how to add or delete bulk time from your employees’ time-
sheets and how to set up customizable Automated Notifications to remind employees to submit or complete due, over-
due or incomplete timesheets.

Custom Messages

The Custom Info Messages and Alerts feature provides administrators a method of displaying information in various
pages of the ClickTime system.

Custom Messages can be found in the “Advanced” section, under the Company tab. Two types of customized text are
available: Info and Alerts.

An administrator may decide to post important time entry deadlines as alerts, while displaying time entry guidelines as
info messages.

Use and Functionality of Custom Messages

You can add messages that will appear to people when they sign in to ClickTime. Alerts are displayed prominently on the
specified pages so that each person sees them. Info messages are accessed by clicking on a link on designated pages
and can be used to explain certain rules or procedures that your company has regarding people entering their time or
expenses.

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Setting Up Info Messages

An active custom info message is shown towards the top right of the assigned page, in between the “Sign Out” and “Help”
text link. The custom message link text will consist of your company’s name followed by “Info.”

The custom messages feature can be used to post information that may be helpful to employees. For example, Jim
Hobbs, an administrator of ACME Inc, would like to add some information regarding when employees must submit their
timesheet for approval. Jim creates an info message that only appears in his employees’ time entry pages and displays
his company’s time entry guidelines.

Custom Message Properties

ClickTime has five preset info messages, each displaying the message on a different page or series of associated pages.
Links to Custom Info Messages are located on the following pages:

● Expense Sheet Entry – Accessible to all people.

● My Expense Sheets - Accessible to all people.
● Quick View – Accessible to managers and administrators.
● Time Entry (Day View and Week View) - Accessible to all people.
● Timesheet View - Accessible to all people.

A custom message has the following properties:

● Status – active/inactive options. A message will be displayed if it is active.

● Message Title – The title of the message will be displayed at the top of the message window. Maximum length of
80 characters.
● Message Text – The message body text will be displayed in the message window. Maximum length of 2000 char-
acters.

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Editing Custom Messages

An administrator may edit custom messages by going to the Advanced area and clicking on the Custom Messages link
towards the top of the page. Please note that only ClickTime administrators have the permission to edit custom mes-
sages. Clicking on the Custom Messages link takes the administrator to the Custom Messages list view page. A custom
message can be edited by clicking on the edit pencil icon. 

Setting Up Custom Alerts

An active time entry alert is shown towards the top of the Daily View and Weekly View pages.
The custom alert feature can be used to post important information. For example, Jim Hobbs, an administrator of ACME
Inc, would like to alert all employees that their timesheets need to be submitted by Friday and the person they should call
in case they are going to be late. Jim creates a custom alert that only appears in his employees’ time entry pages.

The title of the alert message is shown in the bold red text on the dark yellow background. Clicking anywhere on this text,
or the image to the right edge of it, will cause the alert message to collapse. The alert message is always expanded upon
loading the page. The message body of the alert is shown below upon the lighter yellow background.

Custom Alert Properties

The custom alert is only shown on time entry pages (Day View and Week View).

A custom alert has the following properties:

● Status – active/inactive options. A message will be displayed if it is active.

● Alert Title – The title of the alert will be shown at the top of the alert section. Maximum length of 80 characters.
● Alert Text – The alert body text will be displayed below the alert title. Maximum length of 500 characters.
● Expiration Date – Once the expiration date has passed, the custom alert will not be shown. This field is required.

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Editing Custom Alerts

An administrator may edit custom alerts by going to the Company Preferences area and clicking on the Custom Mes-
sages link towards the top of the page. Please note that only ClickTime administrators have the permission to edit custom
alerts. Clicking on the Custom Messages link takes the administrator to the Custom Messages list view page. A custom
message can be edited by clicking on the edit “pencil.”

NOTE: This feature is only available to Corporate accounts. Please contact ClickTime Sales if you would like to upgrade
your account.

Automated Notifications
See "Setting up Automated Notifications" on page 66

Setting up Automated Notifications

The Automated Notifications feature gives a ClickTime administrator the ability to set up automatic "submit timesheet"
and "incomplete timesheet" email reminders. Administrators will find this feature useful as it eliminates the process of
manually sending out incomplete timesheet notifications. The Automated Notification feature is found in the Advanced
Options page of the Company Tab. If you do not see a Company Tab or an Advanced link in your navigation menu your
privileges are insufficient to access the Automated Notifications feature.

When accessing the Automated Notifications feature for the first time you will notice two sections on the page if you have
the Timesheet Approvals module. If your company does not have the Timesheet Approvals module you will only see the
option to configure and edit Incomplete Timesheet reminders. Incomplete Timesheet reminders will be sent to those
employees who have been set up from the "Time Entry, Expense and Approval Requirements" section of their person
detail page to have their time "Classif[ied] as incomplete when less than _ hours per day/week have been entered."

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To begin sending an automated Incomplete Timesheet Reminder notification, check the box next to the option to
"Remind employees to complete timesheets __ day(s) before the end of the timesheet period." Checking this box will
send an email message to those employees who have the setting configured to check for incomplete time on their Person
Detail page, under the "Time Entry, Expense and Approval Requirements." Set the value for the number of "day(s)
before the end of the timesheet period." If you would like your automated notifications to be sent on last day of the time-
sheet period set this value to "0."

**Note: If your company's Timesheet Model is set to any date range that is not divisible by 7, i.e. you are using a custom,
semi-monthly, or monthly timesheet model, and you have set employees' incomplete classification value to "incomplete
when less than _ hours per week" the Automated Notifications feature will not generate incomplete timesheet reminders
for these employees. If your company uses one of the above mentioned timesheet models and would like to utilize the
Incomplete Timesheet Reminders, change the incomplete classification value to "hours per day" evaluation in the "Time
Entry, Expense and Approval Requirements" section of the Person Detail page. Furthermore, ClickTime will not eval-
uate a current timesheet as "complete/incomplete"if your company's signup date falls in the middle of the current time-
sheet during the same week on which you signed up. ClickTime will not begin evaluating for completeness until your
company's first full timesheet period following your signup date.

If you are unsure about what timesheet model your company has set in the company preferences or when the last day of
the timesheet period, click or hover your mouse over the yellow "?" to reveal a tool-tip with this information. In the
screenshot below you will see this particular company uses a semimonthly timesheet model and the timesheet periods
will end on the 15th and the last day of the month. If this company wants to notify their employees on the day before the
end of the timesheet period they should set the value to "1 day(s) before the end of the timesheet period." If the

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timesheet model was weekly and a company set the work week to begin on Monday they would want to set the "day(s)
before" value to "3" so that their employees were notified on Friday.

Note: Automatic Notification reminder emails are sent out at 1:00 am Pacific Time.

The next step in configuring your Automated Notification will be customizing your message template. Click on the "Cus-
tomize email" button to open the template editor.

Each email template is specific to its purpose. The grayed out value for "Email Template," in the screenshot below, can be
changed by activating and configuring a different template. Also, in the screenshot below, the "From" pop-down is high-
lighted. You are able to set this value to any of the ClickTime Administrators on your account. An Administrator can edit
the email subject and add a note to the message that will be sent automatically. The values in brackets, "[recipient
name]," "[Timesheet date range]," and "[link]," will all be automatically filled in with the appropriate data from your
account's database. Be sure to click "save" when you are done editing your template.

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The changes will be saved to your template but you will still need to click "update" to finish configuring your Incomplete
Timesheet Automated notification. If your company is using the Timesheet approval module, and you would like to
exclude employees from incomplete timesheet reminders who are set up for approval, you can check the box next to this
setting to exclude them; if you are not using the approvals module you will not have this option.

Configuring the other templates is very similar to what was covered in set up and activation of an automated Incomplete
Timesheet Reminder. Check the box next to the option to "Notify employees with incomplete timesheets _ day(s) after
the end of the timesheet period" to activate an automated notification which will send to those employees who have been
set up to be checked for incomplete time after a timesheet period has ended.

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Those customers who are utilizing the Timesheet Approvals Module will find two more configurable templates in the Auto-
mated Notifications feature: Submit due timesheet and Submit overdue timesheet.
If you would like access to the Timesheet Approvals module, please contact ClickTime Sales for more details.

Bulk Changes

 The second category of the “Advanced” section allows administrators to add or delete time entries (regular or time off)
from multiple people's timesheets.

Adding Time in Bulk

With this new option, an administrator can add bulk time to all or some of his employees without having to review each of
their individual timesheets. You can add bulk time under three different specified scenarios:

● without conditions: you can add time to a certain date regardless of existing time entries on the specified date
● with conditions:
● you can add bulk time only if no similar time entries exist on the specified date (same job/task and/or same
leave type)
● you can add bulk time only if no time entries exist on the specified date

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Deleting Time in Bulk

 Deleting bulk time from people’s timesheets is very similar to adding bulk time. Click on the “Delete Time Entries” link,
as you can see in the image below. Here are some of the bulk delete options you have:

- select a day or a date range using the standard ClickTime time frame picker
- select a project or all projects (you will see "all projects" as an option on the project dropdown picker)
- select a task or all tasks (you will see "all tasks" as an option on the tasks dropdown picker)
- select a leave type or all leave types (or none); "all leave types" is an option on the time off dropdown menu
- specify the people you want to delete bulk time for

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NOTES: 

- You may not specify how many hours you want to delete. All time found in the system for the specified parameters will
be deleted.
- Locked, approved or waiting for approval time will not be deleted. An error log will be created explaining all time that
was found and not deleted. (Make sure you save this error log on your computer if you want to refer to it later).
- No time prior to your company lock date will be deleted. If you need to delete all time in your account, you have to first
change your company lock date.

Adding or Deleting Time-Off in Bulk

Adding or deleting time-off time entries in bulk works the same way as adding or deleting regular time entries in bulk.
Please read the previous two sections for more information on how to bulk add or delete time-off.

Allow Zero Hour Time Entries

Depending on what industry your business belongs to, your employees may need to mark down time entries associated
with zero hour values. For instance, in a therapy center, counselors will want to record when patients cancel or don't
show up for appointments. With zero hour time entries, these missed appointments will be recorded in the system, with-
out affection the therapist's total number of hours on his/her timesheet and without impacting cost and billing amounts. 

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To have this feature turned on for your account, please contact ClickTime Support.
When zero hour time entries are allowed, the following ClickTime components are affected:

● The Week View Time Entry screen is in read-only format. Time can be entered only through the Day View interface.
● The Desktop Application is disabled for those users who downloaded it already. Downloading the Desktop Appli-
cation will also be disabled.
● Access to ClickTime through a mobile device is also disabled.

Enable Multiple Job Levels

With phases you can further categorize time entries by multiple levels. Thus, a job can exist for one particular client, but
that job itself can be further divided into phases. The phases, in their turn, can also be divided into sub-phases. 

Think of it as the ability to have a project which you can divide into multiple stages, phases, segments, or however you
want to call them, for better project tracking and management.

If you initially decided not to use multiple project levels and now you changed your mind, you can easily send us a
request email by going to Company Preferences > Timesheet and Expense Information > Job List Settings. In that sec-
tion you will find a link (see image below) that will notify our representatives of your request. 

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For more information on how to activate this optional module, please contact one of our sales representatives at Click-
Time Sales. 

Divisions

In this section you will learn how to setup Divisions, to better manage your ClickTime account.

The “Divisions” feature is available only to Corporate Accounts.

Divisions help you preserve the company structure as it is. You will learn how to add and edit divisions, assign people to
them, run reports by division and use your own custom terms for divisions.

How to Add a Division

Adding divisions is not a mandatory step in setting up your ClickTime account. This is an optional company preference.
Your account is fully functional without divisions, but having your employees organized in divisions will make it a lot eas-
ier for you or any other ClickTime administrator or manager to review timesheets, run incomplete time entry reports
or expense reports.

Divisions can be found under the Company tab. If you can’t see the Divisions tab (between Tasks and Preferences), your
company has a Basic Account. If you wish to have the ability to organize your employees by Division, please contact
ClickTime Sales for an upgrade to a Corporate Account.

To add a division, go to Divisions, and then click on “new division”. In the image above we have highlighted the position
of this link. In the page that opens enter the division name and the optional accounting package job ID. You can enter
comments or a brief description in the Notes field. Click "add." Click "add next" to add this division and continue to add

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others. There is no limit to the number of divisions you can enter. You can specify hundreds of divisions for organizing
and tracking your time, if that’s what your company needs.

Job Availability for Divisions when Moderate Job Controls Enabled

If on your Company Preferences page you selected moderate job controls, you can now decide what jobs are available
to what divisions. This means that the jobs you select at this stage will be visible to all people belonging to the division
you are currently creating or editing. In the image below you will notice that the process of creating new divisions now
has an extra step.

During the second step, you can specify what the job availability for this division is.

Jobs are being grouped by the client they belong to. You can choose to either show or hide all jobs belonging to a certain
client, or within that client, to show or hide only certain jobs. To view a list of all jobs belonging to a client, click on “select
jobs…” (see image below).

If you want to find out more about advanced job controls, please read the sections "Timesheet and Expense Settings"
and "Job List Controls" .

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Editing, Deactivating and Reactivating a Division

To edit a division, click on the Edit Pencil next to the division you wish to make changes to. The upper left hand corner
should display the title: Division Detail. This is how you know you are in “edit” mode. Click the “update” button to save
your changes.

To deactivate a division, simply change its status from “active” to “inactive” and save your changes. To reactivate a
division, first click on the "show all" link at the top of the page of the divisions list to see previously inactivated entries. By
default, the divisions list will display only active divisions. Once you find the entry you wish to reactivate, click on the pen-
cil next to the entry, and change its status back to “active”. Make sure you save your changes.

Deleting a Division

For protection purposes, you cannot delete divisions in ClickTime. Instead, you may inactivate them. If at any time you
may wish to delete a division, click on the edit pencil next to the division you wish to delete and change the status to "inac-
tive."

Assigning People to a Division

Assigning people to divisions is something that you will read more on later, in "How to Add a User" . For now, we will
briefly show you what page in the system you have to go to, in order to specify what divisions your employees belong to.

In order to assign people to divisions, you must have people already added to your account.

For demonstration purposes, we will ask you to use your own profile. Go to Company > People and click on your own
name.
On your Person Detail page, just like in the image below, you will see a section called “Division”. In the drop-down menu
you will find a list of all active divisions you have previously added. Assign yourself to one of the divisions on the list and
click “update” to save your changes.

You will have to repeat these steps every time you add a new person, or any time you wish to move one person from one
division to another.

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Divisions and Reporting

There are four other places in the ClickTime system where you will run into divisions:
See "Reviewing Timesheets by Division " on page 77
See "Running Incomplete Time Entry Reports by Division" on page 77
See "Reviewing Expense Sheets by Division" on page 77
See "Exporting Divisions List " on page 78

Reviewing Timesheets by Division

You can pull up a bulk of timesheets belonging to people in the same division for a specified time range. Useful especially
when you are in charge of reviewing timesheets for specific divisions, but you may not know by heart exactly which
employee belongs to what division.

Go to Company > Timesheets > Review Timesheets (see image below). Specify the timeframe and the division you want
to see. Click on “go”. It’s that easy! Or, you can click “more options” and then choose “Divisions” on the subsequent win-
dow.

Running Incomplete Time Entry Reports by Division

You can pull up a bulk of incomplete timesheets belonging to people in the same division for a specified time range. Use-
ful especially when you are in charge of verifying time entry completeness for specific divisions, but you may not know
by heart exactly which employee belongs to what division.

Go to Company > Timesheets > Incomplete Time Entry Report (see image below). Specify the timeframe and the
division you want to see. Click on “go”. Or, you can click “more options” and then choose “Divisions” on the subsequent
window.

Reviewing Expense Sheets by Division

You can pull up a bulk of expense sheets belonging to people in the same division. Useful especially when you are in
charge of verifying time entry completeness for specific divisions, but you may not know by heart exactly which
employee belongs to what division.

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Go to Company > Expenses > Review Expense Sheets (see image below). Specify the division you want to review
expenses for. Click on “go”. Or, for more advanced selection options, you can click “more options” and then choose
“Divisions” on the subsequent window.

Exporting Divisions List

You can download a complete list of all divisions in your company.

Go to Company > Reports > Miscellaneous Exports > Export Division List (see image below). This report exports your
division list to a tab-delimited text file. Useful for accounting and administrative purposes. It gives you the ability to
manipulate the data for your own records. After you selected the “export division list” report, click on “use this report”.
You'll be prompted to choose the date range for the export. ClickTime will export all ACTIVE and INACTIVE divisions for
the specified date range into a text document.

Choosing Custom Terminology

If the term “division” does not match your type of company, you can customize it with the most appropriate term for you.

Go to Company > Preferences > Terminology. Replace the singular and plural forms of the term "division" with one of the
suggested custom terms or select "other" to add a term of your choice.

To read more about this, go to "Custom Terminology" .

People

In this section you will learn about adding people (employees) to your ClickTime online account.

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Some of the most important things discussed here are assigning security levels to your employees, adding and editing
employment types, selecting timesheet and expense sheet approvers, setting up users for incomplete timesheet reports,
enabling start and end times for time entries and setting up time-off balances and accrual rates.

Let’s get started!

Security Levels for Users

ClickTime currently has three levels of security you can assign to people: standard users, managers and administrators.

Standard Users

A standard user does not have access to the “Company” tab. This means that standard people may only enter time for
themselves and do not have any of the manager or administrator abilities.

Managers

A manager can have various levels of security. You can choose for them to run reports, run incomplete time entry
reports, override timesheets, lock (and approve, if applicable) timesheets, edit and add tasks, clients, and people.

You can also designate a manager to manage a specific division, multiple divisions, or the entire company. They do not
have access to the company preferences and cannot delete entries.

A company can have more than one manager and as many managers as necessary.

Administrators

Administrators have access to all ClickTime features. They may add, edit, and delete information, as well as run reports,
export data and change company preferences. A company can have more than one administrator and as many admin-
istrators as necessary.

How to Add a User

To add a new person to your company, go to Company > People and click on “new person”. (see image below)

The page for adding a new person is broken down into the following categories:

See "Basic Information" on page 80

See "Custom Fields " on page 81
See "Time Off Balances & Accrual Information " on page 81
See "Time Entry, Expense and Approval Requirements" on page 81

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See "Prevent Submission of Incomplete Timesheets" on page 82

See "Start and End Times and Related Time Entry Restrictions " on page 82
See "Adjustment/Break Time Field" on page 83
See "Prevent Stopwatches from Being Restarted " on page 83
See "Person Must Use Stopwatch to Add Time" on page 83
See "Notes" on page 84
See "Billing Rates" on page 84
See "Costs" on page 84
See "Security and Permissions" on page 84
See "Accounting/Payroll Information" on page 84

Basic Information
1. Email address - the value entered in this field must be unique within the ClickTime system.
2. Full name
3. Accounting package person ID (optional)
4. Employee number (optional)
5. Status (active/inactive)
6. OpenID - With an OpenID, users can log in securely to ClickTime without having to maintain separate user-
names and passwords. OpenID enables users to authenticate themselves just once to a provider like Google,
Verisign or AOL, to access their registered online accounts. To read more about how to configure OpenID login in
your account, go to Security Settings.
7. Password - Enter a password if you would like to set the password for the person. If you leave the password fields
blank, one will automatically be generated by the system and emailed to the address you just entered for the new
user. People can also change their own passwords after they login.
8. Default task - The default task will show up first in the tasks list on the person’s time entry page. People can also
change their own default tasks on their “My Preferences” page.
9. Start and end date (optional) - If you use Timesheet Approvals, keep in mind that the person will only be able to
submit timesheets for approval that fall within the person's start and end dates.
10. Employment type (optional) - the default value is Default if not changed.
11. Division (optional) - If you haven't created divisions yet, no divisions will show up in this field.

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Custom Fields
If you created any custom fields associated with People, this is the section where they will appear and where you can
enter the information required by these fields. Go to "Custom Fields" to read more about how to configure them.

Time Off Balances & Accrual Information

This is the place where you can enter all the time off starting balance and accrual information for new people. Here you
can specify a monthly accrual rate, the date when time will start accruing, as well as the maximum number of hours a per-
son is allowed to accrue. For more information about the accruals module, please read the section Non-Worked Time
and Time-Off Accruals .

If you don’t see this section, it means that your company doesn’t have access to the optional Time-Off module. To learn
more about how to obtain access to this module, please contact ClickTime Sales.

Time Entry, Expense and Approval Requirements

● If you subscribed to the Approvals Module, check the "This person’s timesheet must be approved by" box in the
"Time Entry and Approvals Requirements" section. In the drop-down menu, select the approver of the new employ-
ee’s timesheets. If you check this box, a new option will dynamically appear underneath: this option allows you to
specify whether you want to prevent the submission of incomplete timesheets, based on the company's com-
pleteness settings. To read more about this option, go to "Prevent Submission of Incomplete Timesheets."
● Specify the minimum number of hours employees have to work per Week or Day. This field is used in the incom-
plete time entry report which determines if an employee has not entered the minimum number of hours per day or
week expected. Time entries will be classified as incomplete in this report, if the minimum requirements are not
met.
● If you subscribed to the Expenses Module, check the "This person's expenses must be approved by" box and in the
drop-down menu, select the approver of the new employee’s expense sheets.

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● If you would like the person to enter his/her start and end time for each time entry, check the checkbox for "This
person must enter the start and end time for each time entry." This checkbox will dynamically open several other
options, regarding the use of break time and stopwatch on the Day View time entry page. You can read more about
these options in the following paragraphs.

Prevent Submission of Incomplete Timesheets

By checking the box that says "Prevent people from submitting incomplete timesheets",
users will no longer be able to submit timesheets that have not met the minimum hours requirement from the company’s
minimum time entry requirements.

You must enabled this feature for every user individually, on the user's Detail Page. By default, users will have this fea-
ture disabled. Only new users created after this feature is turned on (under Person Defaults) will have this feature ena-
bled on their Person Detail pages.

This feature will only work for the following types of timesheets and minimum hours settings:
a. Timesheets that are weekly or biweekly AND have minimum hours per week or day specified.
b. Timesheets that are monthly, semi-monthly, or custom AND have only minimum hours per day specified.
The only users that will be affected by this feature are those who are configured to have their timesheets approved.  In
Person Detail, users that are not required to have their timesheets approved by another person will not see this sub-
option at all. If the option “This person’s timesheet must be approved by” is checked, then the sub-option “Prevent sub-
mission of incomplete timesheets” will dynamically appear below the “This person’s timesheet must be approved by”
option.

Start and End Times and Related Time Entry Restrictions

Checking the “This person must enter the start and end time for each time entry” box expands a submenu of other
related time entry restrictions. New users can be configured to enter start and end times for all their time entries. If this
field is checked when you add a new user or edit an existing one, it becomes a mandatory requirement that the user can-
not override on his preferences page. Start and end times become required fields on the user’s Day View interface.
Users must enter a start and end time and the total number of hours is automatically calculated in the Hours field, which
cannot be directly edited by the user.

Start and end times can be entered in AM/PM or 24-hour format. The user is free to choose the preferred time format on
his/her personal preferences page (see image below). This feature allows flexibility to companies with employees in dif-
ferent countries, who are used to different time formats. A user can enter time from 12:00am (midnight) up to and

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including 11:59pm (midnight). Users cannot use 12:00pm as end time, as this entry is considered part of the following
day. For instance, if a user enters 11:45pm as a start time and 12:00pm (interpreted as noon by ClickTime) as end time,
an error occurs because the start time is later than the end time.

Requiring users to enter start and end times for each time entry will disable their Week View interface. Users will have to
use the Day View page to enter time. Download and use of the Desktop Application will also be prohibited to users who
must enter start and end times.

Adjustment/Break Time Field

The first checkbox in the collapsible menu under start/end times allows managers to “add” an extra ‘break time” column
on the user’s Day View page. This extra field gives users the possibility to enter the amount of time they used for any sort
of breaks (meals, adjustment time, etc). The field is not mandatory and can be left blank. The time entered in the Break
Time field (see image below) will be subtracted from the total number of hours in the Hours field. Break time may be
entered as either a decimal value (e.g. 0.5 hours equals half an hour) or a colon-separated value (e.g. 0:30 equals half
an hour). Colon separated values must always be in a 24-hour format (e.g. 18:15 equals 18 hours and 15 minutes) in
order to be recognized correctly by the system.

Prevent Stopwatches from Being Restarted

If you configure new users to enter start and end times, and they are using the stopwatch timer to enter time, you may
want to prevent them from restarting a stopwatch after the first time it was started and stopped. The timestamps of the
stopwatch will be used to automatically fill in the start and end times fields. After that, the timer for that row will be dis-
abled. If the user wants to add more time for the same job and task combination, he/she can start another time entry on
the next row.

Person Must Use Stopwatch to Add Time

Checking this field will force users to enter their time through the stopwatch timer. There will be no alternative for them to
enter time in the ClickTime system. The image below shows how the user’s Day View interface looks like and works when
the user is required to use stopwatches to add time. The user can select the job and the task for a time entry. He/she can
start and stop the stopwatch only once, after which the stopwatch is disabled. The start, end, break (if existing) and hours
fields are always in read-only mode for users who are set to use stopwatches at all times. The history of a stopwatch can-
not be cleared after the stopwatch was used and a time entry cannot be deleted after it was saved. If the user realized he
made a time entry mistake, he/she must contact the ClickTime administrator to have the wrong time entry corrected.

Handheld Access
"Allow this person to enter time and expenses using a BlackBerry or BlackBerry-enabled device". This checkbox gives
you the option to allow your employees to enter time and expenses using a BlackBerry or a BlackBerry-enabled device.

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Required Notes/Comments
By checking the box that says "This person must enter notes/comments with each time entry" you require your user to
enter comments before a time entry can be saved. By default, this feature is disabled.

If users have this feature enabled, an error dialogue pops up in Day View and Week View when a user attempts to save
time entries that don't have comments. If the user has the Time Off module and the mandatory comments feature ena-
bled, mandatory comments are also applied to Time Off entries.

Only new users created after this feature is turned on (under Person Defaults) will have this feature enabled on their Per-
son Detail pages.

This feature must be enabled for every existing user individually, on the user's Detail Page. By default, users will have
this feature disabled.

Clicking on the Quickday button will duplicate time entries and comments from the previous day.

The Quickweek button on Week View will be disabled for those users who are required to enter mandatory comments for
every time entry.

Notes
The Notes section can be used to keep track of additional informational regarding the employee.

Billing Rates
The billing rates section may look different; depending on how you set your company’s billing rates on the Company Pref-
erences page. Assuming you left it set to the first checkbox on the list (by person), this is how your billing rates section
should look like: (see image below). If not, you have to go to the indicated page to set your corresponding billing rates.

Costs
In the Costs section, you can enter a person's hourly cost and apply the cost rate to either all new time entries or all non-
locked time entries. Using the cost rate and billing rate features gives a company the ability to determine a project's prof-
itability. To read more about costs, go to Default Settings for New Users.

Security and Permissions

This section allows you to set up the security level for the user you are adding, as well as specify what kind of per-
missions a manager has. To read more about this, go to Security Levels for Users.

Accounting/Payroll Information
The payroll information you can enter in the last section is additional information for integration with QuickBooks. You
can select one of the following payroll types: salary, hourly-fixed wage, hourly – wage variable by task or not applicable.

Custom Fields

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Job Availability by User

Job Availability for People when Maximum Job Controls Enabled

If you select "maximum" job control (by person), you can select which people can see which jobs. By editing the details
of each person, you can select which jobs will appear to that person. Or, you may edit the details of each job to select
which people have access to that job. It is important to remember that all users will see all jobs until you specify these
restrictions.

Either when you add a new person or when you edit an existing person, you will notice a new section called “Job Avail-
ability”. This section does not exist, if the company is set to None or Moderate Job Controls.

Jobs are being grouped by the client they belong to. You can choose to either show or hide all jobs belonging to a certain
client, or within that client to show or hide only certain jobs. To view a list of all jobs belonging to a client, click on “select
jobs…” (see image above).

If you want to edit the list of jobs that an existing user is allowed to see, click on the “manage jobs/suitcase” icon in the
last column to the right (see image above). This will open the “Job Availability” section of the selected person.

If you want to find out more about advanced job controls, See "Timesheet and Expense Settings" on page 37

How to Edit, Inactivate and Reactivate a User

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To edit a person, go to Company > People and click on the Edit Pencil next to the person you wish to make changes to.
The upper left hand corner will display the name of the page: Person Detail. This is how you know you are in “edit” mode.
When you’re done, click the “update” button to save your changes.

To inactivate a person, simply change its status from “active” to “inactive” and save your changes. To reactivate a per-
son, first click on the "show all" link at the top of the page of the people list to see previously inactivated entries. By
default, the people list will display only active people. Once you find the person you wish to reactivate, click on the pencil
next to it, and change its status back to “active”.

Make sure you save your changes.

How to Delete a User

Deleting a person is irreversible.

By deleting a person, you will no longer see the person in your person list or in report lists; however, where he/she has
entered time towards active clients, jobs, and tasks, the person will show up in reports.

Go to your people list you want by clicking on People. Click on the pencil icon next to the person you wish to delete. Click
on the "delete person" link (on the right side of the Basic Information bar). Click on "OK" once you have confirmed you
wish to delete the person.

Passwords

1.

How to Reset a Password

In case you may wish to reset the password of one or all your employees, for security reasons, click on the “reset pass-
word” link on that person’s detail page. A new password will automatically be generated by the system and emailed to
the person. You will get a confirmation message at the top of the page that looks like in the image below.

1.

Sending Email Password Notifications

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You may find yourself in the situation where you need to send password notification emails to your users. This can be
done on the person’s detail page, by clicking on the link that says “send password notification email” (see image below).
You will get a confirmation message at the top of the page letting you know the email was sent out successfully to the per-
son you wanted to notify.

You may find this new administrative function quite useful, for instance in one of the following scenarios:

● One of your users forgot or lost his ClickTime password and is not able to log in, enter time and submit his time-
sheet for approval. One of the first things the user might do is contact you for password retrieval. With a simple
click on that link on the person’s detail page, the person will receive an email notification containing the password.
● You are still in the process of setting up your ClickTime account. You are adding users, clients, jobs and tasks, but
the setup process is not complete yet. You may want to add users first; then set up job and task restrictions for
each user. You don’t want people to log in immediately, while the company is still “under construction”. As you add
new people, you disable the “Send email notification to person (includes password)” checkbox. Only after you are
satisfied with all the settings of your ClickTime account and ready to allow your employees to enter time into the
system, you can go back into each user’s profile and simply click on “send password notification email”.
● Your company has on-call or temporary employees and freelancers who have been temporarily inactivated in the
system. When they come back to work on a new project, you activate them and might want to send them a pass-
word email notification as a reminder of their login settings.
● Your users might change their primary email address or company email address. When you update that infor-
mation in the system, you will probably want to send a password email notification to the user’s new email address.

Employment Types

You can now associate each person with an employment type. You can then run reports on these groups of people. For
example, you can use this to easily run Horizontal Timesheet reports for all hourly employees.

You define what the different employment types are in the Employment Type section. To get to employment types, go to
Company > People and click on the Employment Types tab next to the People list tab. You will see the list of pre-defined
employment types, just like in the image below.

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How to Add an Employment Type

To add a new employment type, click on the link that says “new employment type”. In the image above we highlight the
position of the link on the page. You must provide a mane for the newly created item and you can add notes associated
with it. You can save the new item by clicking on “add” or you can add one item after another by clicking on “add next”.

How to Edit, Deactivate and Reactivate an Employment Type

To edit an employment type, click on the Edit Pencil next to the item you wish to make changes to. The upper left hand
corner should display the title: Employment Type Detail. This is how you know you are in “edit” mode. When you’re done,
click the “update” button to save your changes.

To inactivate an employment type, simply change its status from “active” to “inactive” and save your changes. To reac-
tivate an employment type, first click on the "show all" link at the top of the page of the employment types list to see pre-
viously inactivated entries. By default, the employment types list will display only active items. Once you find the item
you wish to reactivate, click on the pencil next to it, and change its status back to “active”. Make sure you save your
changes.

How to Delete an Employment Type

For protection purposes, you cannot delete employment types in ClickTime. Instead, you may inactivate them. If at any
time you may wish to delete an employment type, click on the edit pencil next to the item you wish to delete and change
the status to "inactive." This action will basically hide the item from the list of active employment types and you will not be
able to see it again unless you click on the “show all” link on the Employment list page.

How to Assign a User to an Employment Type

We provide a few sample employment types for you and have preset all people in your company to the Standard employ-
ment type. You can re-assign multiple people to one employment type easily be editing the desired employment type
and clicking the "assign people" link. After you click this link, a new section called “Select People to Assign” will open at
the bottom of the employment type detail page. In the image below you can see how this section looks like.

The "available" list on the left shows people currently associated with some other employment type. To assign people to
this employment type, select their names on the left and click the "move >>" button. Once you have the people to assign
listed in the "selected" box on the right, click the "update" button to save your changes.

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Reporting by People

ClickTime offers a series of reports designed especially to provide data in various formats, all run by people, divisions or
employment types.

Exporting People List

You can download a complete list of all people in your company. Go to Company > Reports > Miscellaneous Exports >
Export People List. This report exports your people list to a tab-delimited text file. Use this data in your other accounting
or HR software, or for administrative purposes, as the exported file gives you the ability to manipulate the data for your
own records. After you selected the “export people list” report, click on “use this report” and ClickTime will export a list of
all active and inactive people in your company and the following information:

o Employee name
o Email address
o Accounting employee ID
o Employee number
o Security level (standard user, manager, administrator)
o Division name
o Active (user’s status: active/inactive)
o Default task
o Start date
o End date
o Minimum hours
o Payroll type
o Exclude from incomplete time entry list report
o Billing rate
o Notes
o Employment type
o Cost rate
o Leave type balance
o Leave type maximum balance
o Leave type accrual rate

Clients

In this section you will learn how to add clients to your ClickTime account and everything else you need to know about
clients (editing, activation, deleting), as well as how to assign jobs to a client, how to specify billing rates by clients or how
to export a client list.

How to Add a Client

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You can see the clients list by going to Company > Clients. Your client list will look just like in the image below. The first
time you go there, you will either see the clients you added with the help of the Setup Wizard, or no clients at all, if you
chose to skip the wizard.

If your company doesn’t have any clients yet, you will see the message: “No client records were found. For a complete
list of clients, please click the show all option. Otherwise, you can create a new client record by clicking new client.”

You can specify hundreds of clients for organizing and tracking your time. The client list will display as many clients per
page as the number of items per page you have specified in the Company Preferences section. The list will always spec-
ify at the top how many items you are currently seeing, out of the total number of active items.

For instance, in the image below you are told that you are seeing “1 – 25 of 25 active clients”. If you want to see both
active and inactive clients, click on the “show all” link.

To add a client, click on "new client." Enter the client name, number (optional), short name, and client status. Click "add"
to add this client. Click "add next" to add this client and continue to add others.

Client short name is a required field and it’s very important to enter a meaningful, legible abbreviation. The short name
for clients is the way your entries will appear on the people' pop-down displays when they enter time. Since client and job
information are combined on one line, you should keep your "short names" to five characters or less for maximum leg-
ibility.

How to Edit, Deactivate and Reactivate a Client

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To edit a client, click on the Edit Pencil next to the item you wish to make changes to. The upper left hand corner should
display the title: Client Detail. This is how you know you are in “edit” mode. When you’re done, click the “update” button
to save your changes.

For protection purposes, we suggest you inactivate the clients that you don’t want other people in your company to see
anymore. By Deactivating the client, you are allowing yourself to run reports and access information previously entered
for that client. To inactivate a client, simply change its status from “active” to “inactive” and save your changes.

To reactivate a client, first click on the "show all" link at the top of the page to see previously inactivated entries. By
default, the clients list will display only active items. Once you find the item you wish to reactivate, click on the pencil next
to it, and change its status back to “active”. Make sure you save your changes.

How to Delete a Client

Warning: deleting a client is irreversible. By deleting a client, you are also deleting any jobs that have been entered for
that client. You will no longer see the client or the client's jobs in your client/job list or in report lists; however, where time
has been entered towards them, the client and its jobs will show up in reports.

Go to your client list you want by clicking on "Clients". Click on the pencil icon next to the client you wish to delete. Click
on the "delete client" link at the top of the page. Click on "OK" once you have confirmed you wish to delete the client.

How to Assign Jobs to a Client

To assign jobs for a client, you must first have added jobs to your ClickTime account. Specifying what client a job belongs
to is done on the job detail page, either when you add a new job or when you edit an existing job. You will learn how to do
that in the next help topic. For now, you will probably notice a new section at the bottom of the client detail page, when
you are in edit mode (see image below). This new section is called “Jobs” and will contain a list of all jobs that are cur-
rently associated with the client whose profile you are viewing.

Reporting by Client

ClickTime has a series of reports that have clients as main reporting item. Go to Company > Reports and click on the
“Clients” report category. You will see the following list of reports:

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Client Report Name Description

Useful for a quick overview of time allocation to specified

Job Summary clients. Provides a breakdown by job, and time is provided
in cumulative hours.

Useful for a detailed breakdown of all time entered for a

specified client. Provides time allocation by job, employee,
Detail By Employee and tasks.

Useful for determining the billable hours and rates for

specified clients. Provides detail of hours completed by
Job, Employee and Task Summary each employee.

Useful for determining the billable hours, costs and rates

for specified clients. Provides detail of hours completed by
Job, Person and Task Summary with Costs each person.

Useful for determining the billable hours and rates for

Client Billing Summary specified clients.

Useful for determining the billable hours and rates for

specified clients. Also provides a breakdown by person for
Billing Summary with Person Detail each client.

Useful for a quick overview of time allocation to specified

clients. Provides a breakdown by employee with time pro-
Employee Summary vided in cumulative hours as well as percentage break-
downs.

Useful for determining the billable hours and rates for

specified clients. Provides summarization of tasks for each
Job and Task Summary with Employee Detail job and the detail of hours completed by each employee.

Useful for a detailed breakdown of all time entered for a

Job and Task Summary with Comments specified client. Summarizes time by job and task.

Useful for a detailed breakdown of all time entered for a

Job, Task and Person Summary with Comments specified client. Summarizes time by job, task and person.

Useful for determining the billable hours and amounts for

specified clients. Provides summarization of tasks for each
Client Billing – Job and Task Summary job.

Useful for determining the billable hours, costs and billing

amounts for specified clients. Provides summarization of
Client Billing – Jobs, Tasks & Costs tasks for each job.

Useful for determining the billable hours and rates for

specified clients. Provides detail of hours completed by
Billing Detail By Person each person.

Useful for determining the total hours, estimated costs, bill-

ing amounts and profit for specified clients. Provides detail
Profitability Summary of hours completed by each person.

Useful for a detailed breakdown of all time entered for a

Job Summary with Comments specified client. Summarizes time by job.

Exporting the Client List

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Exporting your list of clients is simple: Click on the "Reports" tab. Click on the "Miscellaneous" reports heading. Choose
the "Client Export" report. You'll be prompted to choose the date range for the export. ClickTime will export all active and
inactive clients into a tabbed text document. You may then use the document for your own purposes.

Here is a list of the data that gets exported in this report:

o Job name
o Job number
o Accounting Job ID
o Client name
o Estimated time
o Billable
o Active (status: active/inactive)
o Notes

Choose a Custom Term

If the term “client” does not match your type of company, you can customize it with the most appropriate term for you.

Go to Company > Preferences > Terminology. Replace the singular and plural forms of the term "client" with one of the
suggested custom terms or select "other" to add a term of your choice.

To read more about this, go to "Custom Terminology" .

Jobs

In this section you will learn how to add jobs to your ClickTime account and everything else you need to know about jobs
(editing, activation, deleting), as well as how to assign jobs to a client, what job list controls are or how to export your
company’s job list.

Job List Controls

“Job List Controls” is a feature on the Company Preferences page, which you can use if you don't want every person to
see every job.  You may want to do this for the convenience of end-users, to reduce confusion, or to keep certain jobs
confidential.

There are three methods for restricting job lists: none, moderate and maximum.

None
which means, there are no restrictions; every person can access every job. Users will then be able to choose which jobs
they want to see on their time entry pages by customizing their  “My Jobs” interface.

Moderate
with this mode selected, you can choose which divisions (groups of people) have access to which jobs. By editing the
details of each division, you can select which jobs will appear to those people. Or, you may edit the details of each job to

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select which divisions have access to that job. It is important to remember that each person must be enrolled in a division
before they can enter any time.

The image above shows you the “Job Availability” section on a job’s detail page. This section is visible only when your
company is set to “Moderate” job list controls. Use the “move” buttons to assign divisions to a certain job or remove then
from that job’s list. Remember that if you do not select at least one division, this job will not appear in anyone's time
entry lists.

Maximum
in "maximum" restriction mode, you can choose which individual people have access to each job. By editing the details of
each person, you can select which jobs will appear to that person. Or, you may edit the details of each job to select which
people have access to that job.

The image below shows you the page where you can assign individual people to a job. This section is visible only when
your company is set to “Maximum” job list controls. Go to Company > Jobs and click on the job you want to edit / assign
people to. Next to the “Job Detail” tab you will see a new link called “Job Availability”. Click on it and a list with all the
people in the company will show up (just like in the image below). Check-mark the people you want to have access to this
job.

Remember that if you don’t select any people on the list, this job will not appear in anyone's time entry lists.

How to Add A Job

See "Job List Management" on page 95

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See "Add A New Job" on page 95

See "Duplicate A Job" on page 96
See "Non-Allocated Job" on page 97

Job List Management

You can see the jobs list by going to Company > Jobs. The jobs list should look just like in the image below. The first time
you go there, you will either see the jobs you added with the help of the Setup Wizard, or no jobs at all, if you chose to
skip the wizard. If your company doesn’t have any jobs yet, you will see the message: “No job records were found. For a
complete list of jobs, please click the show all option. Otherwise, you can add a new job record by clicking new job.”

You can specify hundreds of jobs for organizing and tracking your time. The jobs list will display as many jobs per page
as the number of items per page you have specified in the Company Preferences section. The list will always specify at
the top how many items you are currently seeing, out of the total number of items.

For instance, in the image below you are told that you are seeing “1 – 25 of 25 active jobs”. If you want to see both active
and inactive clients, click on the “show all” link. In the image below, only active items are shown. This is the default set-
ting.

Add A New Job

To add a job, go to "Jobs" and click on "new job" in the upper right corner. Select a client from the drop-down menu. If no
client is associated with the job you are entering, use "-unspecified-." Enter the job number, name, status, and billable or
non-billable. The Notes section can be used to keep track of additional informational regarding the job. If you have
chosen for your billing rates to apply to jobs or to tasks that vary by job, enter the fixed rate of the variable rates under
the Billing Rates section. Click "add" to add this job or "add next" to add this job and continue to add others.

The “short name” for jobs is the way your entries will appear on the people's pop-down displays when they enter time.
Since client and job information are combined on one line, you should keep your "short names" to five characters or less
for maximum legibility.

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Duplicate A Job

If your jobs are very similar to each other (i.e. same client, same job name and a slightly different job number), you can
now create these jobs easily with the click of a button. On the job list screen, click on the "plus" icon in the column that
says "duplicate", for the job you want to clone. A popup will open, just like it is shown in the screenshot below. This popup
will be pre-filled with the detail information of the job you are about to clone and the words "Copy of" in the name. Edit the
details on the fly, then click on "create new job" to save the new job that you just created.

When you duplicate a job, you have the option to "carry over" all the other settings of the original job, such as:

1. Custom field settings

2. Multiple job sub-levels
3. Billing rates
4. Job availability
5. Task availability.

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Non-Allocated Job

The "Non-Allocated" option can be activated/deactivated in the company preferences. When selected, "Non-Allocated"
appears as an option in the drop-down list of jobs on the time entry pages of people, allowing the person an option of not
having to specify a job for the work they completed. It’s useful, for instance, when time needs to be entered for general
administrative jobs that need not be associated with a particular job.

Job Structure

The "Job Structure" page will be displayed only if your company has access to the optional Multiple Job Levels module. To
find out more about this module, please read the "Phases" section of the help documentation.

After you add a new job or when you edit an existing job, depending on your job and task restriction settings, you will be
redirected to the subsequent steps in the process of configuring that job.

One of these steps will take you to the Job Structure page, only if you have chosen to break down your jobs in multiple
sub-levels.

Here are some of the possible sequences of steps in setting up a job, when multiple job sublevels are enabled:

1. Add new job > specify Job Structure

2. Add new job > specify Job Availability to people > specify Job Structure
3. Add new job > specify Task Availability to this job > specify Job Structure

The title of the Job Structure page will contain the job name, so that you know at all times which job you are editing.

The "view client-job info" link will open a popup containing more information about that job, such as client name and
short name, client number, job name and number.

The left half of the Job Structure page contains a list of all the Phases and Sub-Phases associated with the job you are
looking at.

Adding Phases to Your Job

The yellow panel on the right side of the page allows you to add existing phases and sub-phases to the job (from the tem-
plate list). At the same time, you can create new phases and sub-phases on the fly and add them to the job. You can add
up to six new phases at a time (if you haven't created any phase templates previously).

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The newly added phases will be added to the job you are editing, and they will also be added to the phase templates list,
so that they can be associated with other jobs, as well.

If the panel on the right side is already pre-populated with existing phase templates, all you have to do to associate them
with the job is check the boxes against them and click on "add". The phases will appear on the right side of the page.
While adding existing phases, you can also add up to three new phases in the blank fields provided.

The image below shows how the Job Structure page looks like after you have added some phases to your job. You can
now change the status of one or more phases by checking or unchecking the status box. You can edit the profile of a
phase by clicking on the edit pen  icon.

If your company is configured to have two phase levels (e.g. phases and sub-phases), this is the page where you can
add sub-phases to a phase. Just click on the "add sub-phases" link and you will be redirected to a page that looks similar
to the one where you add phases to a job (see image above).

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Task Availability to Jobs and Clients

In "Client/Job" restriction mode, you choose which tasks can be associated with each client and job when entering time.
Use this feature if you want to limit which tasks can be used with each client and job. You may want to do this for the con-
venience of end-users, to reduce confusion, or to avoid time-entry errors.

Whether you are adding a new task or editing an existing one, you will now see a new section called Task Availability.
Here you can checkmark what clients and jobs you want this task to be available to. The two buttons at the top (“Asso-
ciate with All Jobs” and “No Jobs”) allow you to select all or no jobs with one command.

The diagram below explains in more detail how task restrictions work. For example, for Job 1b which belongs to Client 1,
you make available tasks A, B and C. This means that whenever a user selects Job 1b on his / her time entry pages, the
task list will automatically update to display ONLY tasks A, B and C, restricting the user from entering time against other
tasks, such as D or E.

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The availability of a task to a job can be specified through two different methods:

● On the Jobs list you will notice a new column at the far right end, called “manage tasks”. Click on the “suitcase” icon
and you will be taken to the “Task Availability” page for the selected job. This method starts with the job and selects
tasks available for it.

● On the Tasks list, click on one task to open its detail page. You will notice a new section called “Task Availability”.
Here you can decide what jobs and clients you want that particular task to be available to. This method starts with
the task, and selects what clients and jobs it can be associated with.

How to Edit, Inactivate and Reactivate a Job

To edit a job, click on the Edit Pencil next to the item you wish to make changes to. The upper left hand corner should dis-
play the title: Job Detail. This is how you know you are in “edit” mode. When you’re done, click the “update” button to
save your changes.

If you want to close a job, so that employees can’t enter time against it, we suggest you inactivate your jobs. By Deac-
tivating the job, you are allowing yourself to run reports and access information previously entered for that job. To inac-
tivate a job, simply change its status from “active” to “inactive” and save your changes.

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To reactivate a job, first click on the "show all" link at the top of the page to see previously inactivated entries. By default,
the job list will display only active items. Once you find the item you wish to reactivate, click on the pencil next to it, and
change its status back to “active”. Make sure you save your changes.

How to Inactivate and Reactivate Multiple Jobs

You may inactivate several jobs at once from the job list screen. Click on the "Jobs" tab. Click the box in the far left-hand
side of the job list next to each job you want to inactivate (the arrow in the image below points to one check-marked
box). From the pop-down list above your check-marks, choose "mark as inactive." Click "Go." You will have to verify that
you wish to inactivate your checked jobs. Once you have inactivated your jobs, they will not appear in anyone's job lists
and no one can enter time against those jobs.

To reactivate multiple jobs at once, follow the same instructions as above, only you have to choose “mark as active”
from the pop-down list. But before you get there, click on the "Show all" link in the far right-hand corner of the screen.
This will show all active and inactive jobs, allowing you to see all inactive jobs that you may wish to reactivate. Make sure
to verify that you wish to activate your checked jobs.

How to Delete a Job

WARNING: Deleting a job is irreversible. By deleting a job, you will no longer see the job in your job list or in report lists;
however, where time has been entered towards it, the job will show up in reports. Go to your jobs list by clicking on Jobs.
Click on the pencil icon next to the job you wish to delete. Click on the "delete job" link at the top of the page. Click on
"OK" once you have confirmed you wish to delete the job.

How to Delete Multiple Jobs

You may delete several jobs at once from the job list screen. Click on the "Jobs" tab. Click on the "Show all" link in the far
right-hand corner of the screen. This will show all active and inactive jobs. Click the box in the far left-hand side of the job
list next to each job you want to delete (see image above). From the pop-down list above your check-marks, choose
"delete." Click "Go." You will have to verify that you wish to delete your checked jobs. Once you click "ok," deleting a job
is irreversible.

Reporting by Job

ClickTime has a series of reports that have jobs as main reporting item. Go to Company > Reports and click on the “Jobs”
report category. You will see the following list of reports:

Job Report Name Description

Job Summary
Useful for determining time allocation to jobs only. Provides cumulative hours.

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Time Allocation by Employee Useful for comparing the percentage of time each employee applied towards a specified job.

Useful for a detailed breakdown of all time entered for a specified job. Provides time allocation by job,
Detail By Employee employee, and tasks.

Useful for determining the billable hours and rates for specified jobs. Provides detail of hours completed by
Employee and Task Summary each employee.

Useful for determining the billable hours, costs and rates for specified jobs. Provides detail of hours completed
Person and Task Summary with Costs by each person.

Useful for comparing time allocation vs. estimated amounts for jobs only. Provides cumulative hours.
Job Estimate Comparison

Useful for determining cumulative time allocation to all tasks completed under specified jobs.
Task Summary

Useful for determining the billable hours and rates for specified jobs. Provides detail of hours completed by
Billing Detail By Person each person.

Useful for determining the total hours, estimated costs, billing amounts and profit for specified jobs. Provides
Profitability Summary detail of hours completed by each person.

Useful for a detailed breakdown of all time entered for a specified job. Also summarizes time by client.
Client and Job Summary with Comments

Exporting the Job List

Exporting your company’s list of jobs is simple: Click on the "Reports" tab. Click on the "Miscellaneous" reports heading.
Choose the "Job Export" report. ClickTime will export all active and inactive jobs into a tabbed text document. You may
then use the document for your own purposes.

Here is a list of the data that is exported in this report:

o Job name
o Job number
o Accounting job ID
o Client name
o Estimated time
o Billable
o Active (status: active/inactive)
o Notes

Choose a Custom Term

If the term “job” does not match your type of company, you can customize it with the most appropriate term for you.

Go to Company > Preferences > Terminology. Replace the singular and plural forms of the term "job" with one of the sug-
gested custom terms or select "other" to add a term of your choice.

To read more about this, go to "Custom Terminology" .

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Phases

With phases you can further categorize time entries by multiple levels. Thus, a job can exist for one particular client, but
that job itself can be further divided into phases. The phases, in their turn, can also be divided into sub-phases.

Think of it as the ability to have a project which you can divide into multiple stages, phases, segments, or however you
want to call them, for better project tracking and management.

Case Studies

Scenario #1 - Jobs and Phases

Victor Boykins is the ClickTime administrator for Graphic Design and uses ClickTime for tracking employee time and
expenses. Arthur would like to be able to define different phases of a job for time to be allocated to. This would provide
the ability to report on how much time and expenses are incurred during the planning phase versus the actual design
phase of a project.

Scenario #2 - Phases and Locations

Cheryl Rogers is Human Resources Director for Applegate Architecture and she uses ClickTime for tracking employee
time. Cheryl needs to be able to allocate time to jobs, different phases of each job, tasks and locations.
For example, the client is Smith & Kline Associates, the job is “Office Redesign,” a phase/phase would be Schematic
Design, the task would be “Drafting” and the location would be “Denver.” Time would need to be allocated according to all
of these so that detail and cumulative reports can be generated showing how much time was spent across task levels for
all jobs, for one task in a job, and how much time has been spent for a job as a whole.

How to Activate the Phases Module

Multiple job levels (or phases) are usually activated during the demo period or at signup.

If you initially decided not to use multiple project levels and now you changed your mind, you can easily send us a
request email by going to Company Preferences > Timesheet and Expense Information > Job List Settings. In that sec-
tion you will find a link (see image below) that will notify our representatives of your request.

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For more information on how to activate this optional module, please contact one of our sales representatives at Click-
Time Sales. 

How to Configure Phase Levels

After you have activated the multiple job levels module, under your Company tab, click on Jobs. New navigation options
will have appeared on the Job menu. The number of navigation links will correspond to the number of sublevels specified
during module activation and will display the custom terminology defined on the Company Preferences page.

For demonstration purposes, we will refer to these multiple job levels as "phases" and "sub-phases" and we will preserve
this terminology throughout the help documentation.

Configure Phase/Sub-Phase Time Entry Requirements

After you activated the multiple  job level module, you have to configure the time entry requirements for users, regard-
ing whether they must specify a phase/sub-phase for a job or not. To do that, go to Company Preferences > Job List
Settings, where you will notice a new checkbox that says: "require that a phase/sub-phase be selected when entering
time (if phases/sub-phases exist for the selected job)." (see image below)

a. When this checkbox is checked, if a job has any "open" phases associated with it, then a sub-job must be
selected in order to add/edit a time entry against the job. If all phases associated with the job are “closed” then
time entry against the job is still not allowed. If a job does not have any phases associated with it, then a phase is
not required to be selected in order to add a time entry for the job.
b. When this checkbox is unchecked, users will be allowed to enter and save a time entry without specifying a
phase for the job. In other words, if the checkbox is not checked, no phases or sub-phases must be entered for a
time entry to be considered valid and for users to be able to save it.

View Your Phases List

On the Jobs List page you will see two new navigation links. The one immediately after jobs should say "Phases" (or your
selected custom term). Click on it and you will be taken to the Phases List page. This page looks very much like other
list pages in the system: it has sortable columns, search options and the ability to view all or only active items. If you
click on the edit pencil or on the name of the Phase, you will be taken to the detail page of that phase, where you can
edit its profile.

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All the phases that appear on the Phase List page can be regarded as pre-defined templates, which can be then asso-
ciated with a job, when you configure that job's sublevel structure.

View your Sub-Phases List

The other new navigation link should say "Sub-Phases" (or your selected custom term). Click on it and you will be taken
to the Sub-Phases List Page. This page looks very much like other list pages in the system: it has sortable columns,
search options and the ability to view all or only active items. If you click on the edit pencil or on the name of the
Phase, you will be taken to the detail page of that phase, where you can edit its profile.

All the sub-phases that appear on the Sub-Phase List page can be regarded as pre-defined templates, which can be then
associated with a job, when you configure that job's sublevel structure. 

How to Add a Phase

There are two ways of adding a phase:

1) On the Phase List page

2) On the Job Structure page

Below we will detail instructions on how to add jobs through both ways:

Adding a Phase through the Phase List Page

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On the Phase List page, click on the link in the right hand upper corner that says "new phase". This will open the detail
page of a new phase. The available fields on this page are:

● Name - this is a required field. You cannot create two Phases having the same name. You can however create a
Sub-phase with the same name. You can enter a maximum of 50 characters in this field.

● Label - this is a required field. You cannot create two Phases having the same label; labels must be unique.  You
can enter a maximum of 50 characters in this field. The time entry preview display on the right side of the "New
Phase" page will display in real time the way a Phase will look on time entry pages. This gives you an idea of how
the name and the label of a phase look like to end users.

● Phase Accounting Package ID - you may want to leave this field blank, if the phase will have different account-
ing IDs for every job it will be associated with. If the accounting ID is the same across jobs, then you can enter
it here, and it will be carried over, every time you associate the phase with a job.

● Notes - in this field you can enter a comment of up to 2,000 characters.

● Active/Inactive - by default, a phase will be automatically created as "active". In this field, you can mark it as "inac-
tive". It's important to note the difference in terminology between active/inactive and open/close. A phase tem-
plate can be marked as active or inactive. This means that if the phase template is active, you can add it to future
job structure configurations. If the template is inactive, you will no longer be able to add it to jobs. The active/inac-
tive status of a phase template does not affect the status of any of that phase instances. Open/close refers to the
status of a phase instance. A phase can be marked as closed only when it has already been associated with a job
and you no longer need to enter time for that phase within that particular job. Closing the phase will close it only for
that job, not for other jobs, and it will not affect the phase template.

Make sure you save the information you entered, before you move on to another page in the system. Click "add" to add
this phase or "add next" to add it and open a blank profile for adding another phase.

The phase that you just added is considered a "template" that can be associated with any job in your account. You can
also add a phase on the Job Structure page.

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Adding a Phase through the Job Structure Page

Here are some of the possible sequences of steps in setting up a job, when multiple job sublevels are enabled:

1. Add new job > specify Job Structure

2. Add new job > specify Job Availability to people > specify Job Structure
3. Add new job > specify Task Availability to this job > specify Job Structure
The title of the Job Structure page will contain the job name, so that you know at all times which job you are editing.

The "view client-job info" link next to the job title will open a popup containing more information about that job, such as
client name and short name, client number, job name and number.

The left half of the Job Structure page contains a list of all the Phases and Sub-Phases associated with the job you are
looking at.

The panel on the right side of the page allows you to add existing phases and sub-phases to the job (from the template
list). At the same time, you can create new phases and sub-phases on the fly and add them to the job. You can add up to
six new phases at a time.

The newly added phases will be added to the job you are editing, and they will also be added to the list of templates, so
that they can be associated with other jobs, as well.

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If the panel on the right side is already pre-populated with existing phase templates, all you have to do to associate them
with the job is check the boxes against them and click on "add". The phases will appear on the right side of the page.
While adding existing phases, you can also add up to three new phases in the blank fields provided.

How to Add a Sub-Phase

Add a Sub-Phase Template

On the Sub-Phase List page, click on the link in the right hand upper corner that says "new sub-phase". This will open the
detail page of a new phase. The available fields on this page are:

● Name - this is a required field. You cannot create two sub-phases with the same name. You can enter a maximum
of 50 characters in this field.
● Label - this is a required field. You cannot create two sub-phases having the same label. You can enter a maximum
of 50 characters in this field.
● Sub-Phase Accounting Package ID- you may want to leave this field blank, if the phase will have different
accounting IDs for every phase it will be associated with. If the accounting ID is the same across jobs, then you
can enter it here, and it will be carried over, every time you associate the sub-phase with a phase.
● Notes - in this field you can enter a comment of up to 2,000 characters.
● Active/Inactive - by default, a sub-phase will be automatically created as "active". In this field, you can mark it as
"inactive".

Make sure you save the information you entered, before you move on to another page in the system.

The sub-phase that you just added is considered a "template" that can be associated with any phase in your account.

Assign a Sub-Phase to a Phase

If more than one job sublevels are enabled, an “add sub-phases” links will appear to the right of each phase in
the list from the Job Structure page.

When you click an “add sub-phases” link, an "adding panel" will appear on the right side of the screen, where you can add
or create sub-phases, exactly the same way you would do when you add phases.

If the panel on the right side is already pre-populated with existing sub-phase templates, all you have to do to associate
them with the phase is check the boxes against them and click on "save". The phases will appear on the right side of the
page. While adding existing sub-phases, you can also add up to three new sub-phases in the blank fields provided at the
bottom of the yellow panel.

If your account doesn't have any sub-phases setup yet, you can create them on the fly in the yellow adding panel. You
can add up to six new sub-phases at a time. The newly added sub-phases will be associated to the phase you are editing,
and they will also be added to the list of templates, so that they can be associated with other jobs, as well. 

How to Edit, Deactivate or Delete a Phase

Editing a Phase

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To edit a phase, click on the Edit Pencil next to the item you wish to make changes to. The upper left hand corner should
display the title: Phase Detail. This is how you know you are in “edit” mode. When you’re done, click the “update” button
to save your changes.

Deactivating a Phase

If you want to close a phase, so that employees can’t enter time against it, we suggest you deactivate your phases. By
deactivating the phase, you are allowing yourself to run reports and access time entries previously entered for that
phase. To inactivate a phase, simply change its status from “active” to “inactive” and save your changes.

To re-activate a phase, first click on the "show all" link at the top of the page to see previously inactivated entries. By
default, the phase list displays only active items. Once you find the item you wish to reactivate, click on the pencil next to
it, and change its status back to “active”. Make sure you save your changes before you move on to something else.

Deleting a Phase

Attention: Once you created a phase, you cannot delete it anymore!

If you don't need it or don't want people to see it anymore, you can deactivate it. To deactivate a phase, please read the
instructions above.

How to Edit, Deactivate or Delete a Sub-phase

Editing a sub-phase

To edit a sub-phase, click on the Edit Pencil next to the item you wish to make changes to. The upper left hand corner
should display the title: Sub-phase Detail. This is how you know you are in “edit” mode. When you’re done, click the
“update” button to save your changes.

Deactivating a sub-phase

If you want to close a sub-phase, so that employees can’t enter time against it, we suggest you deactivate your sub-
phases. By deactivating the sub-phase, you are allowing yourself to run reports and access time entries previously
entered for that sub-phase. To inactivate a sub-phase, simply change its status from “active” to “inactive” and save your
changes.

To re-activate a sub-phase, first click on the "show all" link at the top of the page to see previously inactivated entries. By
default, the sub-phase list displays only active items. Once you find the item you wish to reactivate, click on the pencil
next to it, and change its status back to “active”. Make sure you save your changes before you move on to something
else.

Deleting a sub-phase

You can delete a sub-phase, only if no time entries associated with it exist in the system.

Change the Open/Closed Status of a Phase/Sub-Phase

Each phase and sub-phase in the Job Structure is set to a status of either “open” or “closed.”

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This is similar in concept as active/inactive but uses different terminology to avoid confusion with the active/inactive
status of the phase template item.

If a phase is “open” it means time entries can be added to it.

When a phase is “closed” it means no new time entries can be added to it. Closed also means any time entries that are
associated with the phase can no longer be edited in any way—no comment, hour value, job assignment or other
changes.

Any time entries associated with a “closed” phase or sub-phase will be considered “locked” by the system on the time
entry pages.

If a phase has sub-phases, when you check the "open" checkbox of that phase, all its sub-phases will be automatically
checked as well. Changing a phase to “open” by checking its checkbox, however, does not automatically change the sub-
phases associated with it to open.

Open/closed changes are not saved until the you click the “update” button.

Restrictions to Using Phases

1. If your company is configured for DCAA compliance and doesn't want to use multiple levels of project tracking
anymore, then your ClickTime administrator must first turn off DCAA compliance, before the sub-job feature can
be removed from the account.

Choose a Custom Term

If the term “sub-job” does not match the terminology used in your company, you can customize it with the most appro-
priate term for you.

Go to Company > Preferences > Terminology. Replace the singular and plural forms of the term "sub-job" with one of the
suggested custom terms or select "other" to add a term of your choice.

To read more about this, go to "Custom Terminology" .

Tasks

In this section you will learn how to add tasks to your ClickTime account and everything else you need to know about
tasks (editing, activation, deleting), as well as how to assign tasks to a job, what task list controls are or how to export
your company’s task list.

How to Add a Task

You can see the tasks list by going to Company > Tasks. The tasks list should look just like in the image below. The first
time you go there, you will either see the tasks added through the Setup Wizard, or just the Administrative task, if you
chose to skip the wizard.

The Setup Wizard doesn't have a step dedicated to adding tasks. When you select the type of company, our system auto-
matically generates a set of most common tasks added by companies with the same profile. This provides a great help,
by saving you the time you needed to add those tasks. For demonstration purposes, we created an account for a con-
sulting company.

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When running the Setup Wizard, we selected “Consulting” from the company type drop-down menu. The system auto-
matically generated all the tasks that you can see in the image below: Administrative, Billing, Marketing, Meetings, New
Business, Presentations, Proposals, Research and Travel. In the following paragraphs you will learn how to add more
tasks besides these, how to deactivate, reactivate or delete them, if necessary.

The tasks list will display as many tasks per page as the number of items per page you have specified in the Company
Preferences section. The list will always specify at the top how many items you are currently seeing, out of the total
number of items. For instance, in the image above you are told that you are seeing “1 – 9 of 9 active tasks”. If you want
to see both active and inactive tasks at the same time, click on the “show all” link. If you want to see only active items,
click on the “hide inactive” link.

To add a task go to "Tasks" and click on "new task." Enter the task code and task name. Task code is an abbreviation that
will show up on some reports in order to save space. The Notes section can be used to keep track of additional infor-
mational regarding the task. If you have chosen for your billing rates to apply to tasks, enter the fixed rate for the task
under the Billing Rates section. Click "add" to add this task or "add next" to add this task and continue to add others. You
can specify hundreds of tasks for organizing and tracking your time.

How to Edit, Inactivate and Reactivate a Task

To edit a task, click on the Edit Pencil next to the item you wish to make changes to. The upper left hand corner should dis-
play the title: Task Detail. This is how you know you are in “edit” mode. When you’re done, click the “update” button to
save your changes.

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If you want to close a task, so that employees can’t enter time against it anymore, we suggest you inactivate that task.
By deactivating the task, you are allowing yourself to run reports and access information previously entered for that
task. To inactivate a task, simply change its status from “active” to “inactive” and save your changes.

To reactivate a task - as long as you have not deleted the task - first click on the "show all" link at the top of the page to
see previously inactivated entries. By default, the task list will display only active items. Once you find the item you wish
to reactivate, click on the edit pencil next to it, and change its status back to “active”. Make sure you save your changes
by clicking “update”.

How to Delete a Task

WARNING: Deleting a task is irreversible. By deleting a task, people will no longer see it in their task list or in report lists;
however, where time has been entered towards it, the task will show up in reports.

Go to your task list by clicking on Tasks. Click on the pencil icon next to the task you wish to delete. Click on the "delete
job" link at the top of the page. Click on "OK" once you have confirmed you wish to delete the task.

Task List Controls

“Task List Controls” is a feature on the Company Preferences page, which you can use if you want to limit which tasks
can be used with each client and job. You may want to do this for the convenience of end-users, to reduce confusion, or
to keep certain jobs confidential. There are two methods for restricting task lists:

None

With no restrictions, every person can access every task. People can then choose which tasks they want to see using the
"My Tasks" interface.

Client/Job

In this restriction mode, you choose which tasks can be associated with each client and job when entering time. By edit-
ing the details of each task, you can select which clients and jobs will be associated with that task. Or, you may edit the
details of each job to select which tasks are associated with that job.

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But for now, we will focus on how to edit the task detail page, when the company is set to this control feature. Once this
feature is enabled, a new section will show up on the task detail page.

This section is called “Task Availability”. To edit a task’s availability, go to Tasks, click on the pencil icon of the task you
want to edit and then click on the “Task Availability” tab (highlighted in the image above). You will see a list of all the
clients in your company and you will be able to specify whether you want this task to be associated with all jobs, with
some of the jobs or with none of the jobs belonging to a particular client.

Task Availability when Tasks Restricted by Client/Job

In "Client/Job" restriction mode, you choose which tasks can be associated with each client and job when entering time.
Use this feature if you want to limit which tasks can be used with each client and job. You may want to do this for the con-
venience of end-users, to reduce confusion, or to avoid time-entry errors.

Whether you are adding a new task or editing an existing one, you will now see a new section called Task Availability.
Here you can checkmark what clients and jobs you want this task to be available to. The two buttons at the top (“Asso-
ciate with All Jobs” and “No Jobs”) allow you to select all or no jobs with one command.

The availability of a task to a job can be specified through two different methods:

● On the Jobs list you will notice a new column at the far right end, called “manage tasks”. Click on the “suitcase” icon
and you will be taken to the “Task Availability” page for the selected job. This method starts with the job and selects
tasks available for it.

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● On the Tasks list, click on one task to open its detail page. You will notice a new section called “Task Availability”.
Here you can decide what jobs and clients you want that particular task to be available to. This method starts with
the task, and selects what clients and jobs it can be associated with.

Reporting by Task

ClickTime has a series of reports that have tasks as main reporting item. Go to Company > Reports and click on the
“Tasks” report category. You will see the following list of reports:

Task Report Name Description

Useful for a detailed breakdown of all time

entered for a specified task. Provides time
Detail By Employee allocation by all employees and jobs.

Useful for determining time allocation to tasks

Task Summary
only. Provides cumulative hours.

Exporting the Task List

Exporting your company’s list of tasks is simple: Click on the "Reports" tab. Click on the "Miscellaneous" reports heading.
Choose the "Task Export" report. ClickTime will export all active and inactive tasks into a tabbed text document. You may
then use the document for your own purposes.

Here is a list of the data that is exported in this report:

o Task name
o Task code
o Accounting task ID
o Active
o Notes

Choose a Custom Term

If the term “task” does not match your type of company, you can customize it with the most appropriate term for you.

Go to Company > Preferences > Terminology. Replace the singular and plural forms of the term "task" with one of the
suggested custom terms or select "other" to add a term of your choice.

To read more about this, go to "Custom Terminology" .

Time Entry

At this point, you’re all set with adding items to your ClickTime account. You and all the other people in your company can
now start using ClickTime to track your time entries.

In this section, you will learn how to enter time via the website interface, on two different pages (Day View and Week
View). We can also find useful tips and trick that will make your time entry faster and more efficient.

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How to Enter Time on Day View

How to Enter Time on the Standard Day View

 Depending on the type of activity your company performs, you may have a few jobs or a very long list of jobs. Our inter-
face offers two ways of selecting your client-job combination: via a standard, pop-down list (if your company has a rel-
atively small number of clients and jobs) and via a type-ahead method (for companies with a long inventory of clients
and jobs). This section describes time entry through the standard interface.

To get to the page where you can enter your own worked and non-worked time, go to Personal > Day View. The page
should look similar to the image below. The central part of the page will contain a pre-determined number of rows, where
you can enter your time against selected jobs and tasks. Above the time entry rows you can see the date you are enter-
ing time for, as well as clickable days of the current week, with the current day highlighted.

On the left side of the window, you can see a clickable calendar displaying the current month. You can move back and
forth to the previous and next month by clicking the arrows situated to the left and right of the current month. You can
jump to other days in the current, previous or next months by clicking on the wanted date within the calendar. Clicking
the “Today” button will immediately return you to the current date.

If you want to go to a specific date, either in the past or future, enter the date (using the required date format) in the box
at the bottom of the “calendar” section and click on “go”. It will take you to that date’s time entry page.

To add a new time entry, please follow the instructional steps below:

● Select the date you wish to sign time for by either entering the date or finding the month and clicking on the day.
● Select the job you wish to sign time for (client's short name and job number can be found to the left of the job
description). To do this, click on the drop down menu under the Job heading. This will display the list of jobs the com-
pany administrator has entered.

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● Select the task you completed. Again, click on the drop down menu under the Task heading. The Task column will
default to a task that you can specify in "My Preferences"
● Enter the number of hours you worked in the Time column. If your company requires start time and end time,
simply enter your start and end time in the appropriate fields and the "Total time" field will be calculated auto-
matically.
● Click "save" when you are done. You may also click on the arrow buttons that move you between days to save your
time.
● For people who do the same or similar jobs frequently, the "Quickday" button on the left side of the screen copies
the last day for which you have entered time.
If you ever enter time and make a mistake, you can click the "undo" button to display the last saved time entries
for that day.

Note: You may add up to 24 hours per day and 99 time entries per day.

How to Use the Type-Ahead Job Selection Method

ClickTime offers two methods for users to select their jobs on the Day View page: “pop-down list” and “type-ahead”. Pop-
down list is the classic ClickTime job selection method and it looks exactly the same as the task or the Time-Off selection
pop-down lists.

The “type-ahead” method allows users to type in the first couple of characters in a job’s name. This permits the system to
search through all existing jobs in order to generate a ten-item list of jobs that begin with the letters or characters that
you typed. The more characters you type, the more refined the results in the list will be.

Depending on the type of activity your company performs, you may have a few jobs or a very long list of jobs. The “type-
ahead” job selection method is recommended for companies that have more than 500 jobs and they need a fast way to
find the job they are looking for.

When you use the type-ahead interface and you see the job you were looking for in the pop-down list containing 10 jobs,
use your up/down arrows to highlight the job, then hit the tab key to select it (see image below). You may continue to use
the tab key to move from one field to another on the Day View interface.

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The “type ahead” job entry method is available only on the Day View page. To select a job on the Week View page or
when you enter an expense item, you will continue to see the “pop-down list” job selection method.

Note: If users are configured to use the type-ahead job selection method, they will continue to use this feature, but only
on the Job column. Type-ahead functionality will not apply to the phase pop-down selectors.

Time Entries with Start and End Times

You can require that you or your employees enter start and end times for each time entry. Note that if you require an
employee to enter start and end times, he/she will not be able to use Week View or the Desktop Application to enter time.

To enable the Start/End Times feature, go to the person’s detail page (either when you add a new person or when you
edit an existing user), under the “Time Entry, Expense and Approval Requirements” section.

Once enabled, it becomes a mandatory requirement that the user cannot override on his preferences page. Start and
end times become required fields on the user’s Day View interface. Users must enter a start and end time and the total
number of hours is automatically calculated in the Hours field, which cannot be directly edited by the user.

Start and end times can be entered in AM/PM or 24-hour format. You free to choose the preferred time format on your
preferences page. You can enter time from 12:00am (midnight) up to and including 11:59pm (midnight). You cannot use
12:00pm as end time, as this entry is considered part of the following day. For instance, if you enter 11:45pm as a start
time and 12:00pm (interpreted as noon by ClickTime) as end time, an error occurs because the start time is later than
the end time.

Having to enter start and end times for each time entry will disable your Week View interface. You will have to use the
Day View page to enter time. Download and use of the Desktop Application will also be prohibited to people who must
enter start and end times.

Adjustment/Break Time Field

This extra field gives you the possibility to enter the amount of time you used for any sort of breaks (meals, adjustment
time, etc). The field is not mandatory and can be left blank. The time entered in the Break Time field (see image below)
will be subtracted from the total number of hours in the Hours field. Break time may be entered as either a decimal value
(e.g. 0.5 hours equals half an hour) or a colon-separated value (e.g. 0:30 equals half an hour). Colon separated values
must always be in a 24-hour format (e.g. 18:15 equals 18 hours and 15 minutes) in order to be recognized correctly by
the system.

Prevent Stopwatches from Being Restarted

If you configure new users to enter start and end times, and they are using the stopwatch timer to enter time, you may
want to prevent them from restarting a stopwatch after the first time it was started and stopped. The timestamps of the
stopwatch will be used to automatically fill in the start and end times fields. After that, the timer for that row will be dis-

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abled. If the user wants to add more time for the same job and task combination, he/she can start another time entry on
the next row.

Person Must Use Stopwatch to Add Time

Checking this field will force users to enter their time through the stopwatch timer. There will be no alternative for them to
enter time in the ClickTime system. The image below shows how the user’s Day View interface looks like and works when
the user is required to use stopwatches to add time. The user can select the job and the task for a time entry. He/she can
start and stop the stopwatch only once, after which the stopwatch is disabled. The start, end, break (if existing) and hours
fields are always in read-only mode for users who are set to use stopwatches at all times. The history of a stopwatch can-
not be cleared after the stopwatch was used and a time entry cannot be deleted after it was saved. If the user realized he
made a time entry mistake, he/she must contact the ClickTime administrator to have the wrong time entry corrected.

When Start/End Times are enabled, time can be entered either in AM/PM format or in 24-hour format, depending on how
time format was set, either by you on the Company Preferences page, or by the user him/herself on the “My Pref-
erences” page.

Time Entries with Multiple Job Levels

If your company has enabled the use of multiple job levels (phases and sub-phases), you will be able to use this feature
only on the Day View time entry page. This feature is not available on the Week View page.

When a company is configured to use multiple job levels (or phases), an additional column will appear on the Day View
time entry screen. This column will show up between the Jobs and the Tasks column.

If users are configured to use the type-ahead job selection method, they will continue to use this feature, but only on the
Job column. Type-ahead functionality will not apply to the phase pop-down selectors.

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When clicked, the phases pop-down will display a hierarchical view of the available phases and sub-phases, depending
on how many levels your company is configured to have.

If a job has phases associated with it, whose status is "open", then you are required to select a phase before you can
save your time entry. You are not allowed to save a time entry, if you haven't specified a phase. If all the phases asso-
ciated with that job are "closed", you will not be allowed to make any time entries against that job.

If you are a standard user and would like to find out more about the "open" versus "closed" status of a phase or sub-
phase, please contact your ClickTime administrator. If you are an administrator, you can read more about this in the
"Change the Open/Closed Status of a Phase or Sub-Phase" section.

How to Save and Delete Time Entries

The easiest and most intuitive way to save your time entries is by clicking the “save” button. You can also save your
work by clicking on the blue arrows to the left and right of the current date. When you hover your mouse pointer over
these two arrows, the word “save” will show up. Clicking it will move you to the previous or next day and will auto-
matically save time entries for the day you previously entered time for. A confirmation message will show up at the top of
the page informing you about the amount of time saved for the specified date.

Using the arrows for saving your time becomes very handy when, for instance, you are several days behind with filling
out your timesheet. In this scenario, you only need one click of the mouse to save and move to the next/previous day at
the same time. And if your days have identical time entries, you can use “Quickday” to copy them. You can read more
about “Quickday” in one of the following paragraphs.

If you try to leave the page without saving, you will get a warning message that says: “If you leave this page, your cur-
rent changes will not be saved. To continue without saving, click OK. To save your changes, click Cancel; then click the
Save button.”

To delete time entries (both regular and time-off), check the box to the right of the entry you want to delete and click
“save”. The page refreshes, the marked row will disappear and the total number of hours will be updated to reflect the
change.

How to Add and Delete Notes

The leftmost column on the time entry page contains notes associated with each and every time entry. You may enter
comments, task descriptions, minutes of a meeting, or anything else you might want to add in relation to that time entry.
When no comment was entered, the Notes icon looks empty. When a comment exists, the Notes icon will appear as a
page with blue lines.

The Notes field opens in a popup window. You are limited to a maximum of 2.000 characters. Click OK to save the note.
Remember that closing the popup window from the “Close” button on the top right corner of the popup will not save the
text you entered.

To delete a comment, click on that comment’s icon to open the popup, select the entire text and delete it from the key-
board. Click OK to save your changes. The Notes icon will turn to blank, showing you that no comment exists there any-
more. Remember that deleting a time entry will also delete the note associated with it.

Notes are extremely useful when you need to remember the details of your own work on a certain day or to inform your
timesheet approver about the work you performed.

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If the notes popup window won’t open or your notes are not saved, most likely you are using an outdated browser. Under
many of the older Netscape and Internet Explorer browser, the notes feature will not work properly. Please check to
make sure that your Netscape version is at least Netscape 4.78 or newer and that your Internet Explorer version is IE 5.0
or newer.

Note: The comments you enter on the Day or Week View pages will show up on reports.

How to Use the Stopwatch Timer

As of ClickTime Version 4.0 you have the ability to clock in and out your time entries with the help of the Stopwatch
Timer. This feature will allow you to keep track of your time allocation in a more accurate and efficient way. Whether it is
a meeting, a conference call or a phone call from a client, all you have to do is start your timer at the beginning of the
event you want to track, and then stop it at the end. The stopwatch will count for you the exact amount of time taken by
an activity. It will also record the start and end time, which can be shown to a client, in case of disagreement. As it is an
automated process, you won’t have to write down or memorize this kind of information anymore, in order to input it in
ClickTime at a later time. The following paragraphs will describe how to use the Stopwatch timer.

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The first time you log in to ClickTime after the Stopwatch Timer feature has been added to the software, you will see a
message on your Day Entry view page giving you basic information and instructions on how to configure this feature. The
message will look like in the screenshot below:

Of you use the “Click here to try it now” link, the timer column will show up on your Day Entry page and you will be able to
use timers right away. If you decide you want to start using timers or, on the contrary, you don’t want to see this feature
on your time entry screens, click on the provided “My Preferences” link and select “no” in the corresponding dropdown
menu. (see image below).

Stopwatch timers will appear only on the current day and on those days in the past where a timer was used to create a
time entry. You will not be able, however, to create time entries with the timer for any days in the past or future. You can
see saved stopwatches on past days, but you will be able to restart them.

The saved time will round up to the nearest time increment specified by your company’s administrator on the company’s
preferences page. For example, if your company is set to round time to ¼ of an hour, if you ran the timer for only 2 min-
utes, the system will actually save 15 minutes (that is 0.25 hours). If your company wants you to use the timer in the
most accurate way, we recommend that you choose 1/10 of an hour increment.

You can start a timer even if you haven’t specified a job or task for it yet. You can do that later, but before saving the time
entry. You can also log into your account, start a timer and log out. The timer will continue to run in the background, even
if you are not logged in. You can log back in later in the day, using any computer, stop the timer and save your time
entry. This functionality is basically the equivalent of your traditional clocking in and out.

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If you hover your mouse over a stopwatch timer that has been either started, stopped or saved, a popup window will
appear showing the following information: timestamps for when the timer was started and stopped and a “Clear” button
that allows you to erase the time recorded with that timer. The “Clear” button will not be available anymore after the time
entry created with that particular timer was saved into the system. To clear the time entry after it was already saved, you
need to checkmark the entry on the delete column and save your changes again.

About Time-Off Time Entries

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At the bottom of your regular time entry list you can see additional rows where you can enter time off. Your company
must have active Leave Types, in order to enter non-worked time. If you’re unsure about your company’s time off pol-
icies, please consult your ClickTime or payroll administrator. To enter non-worked time:

● Under the Personal tab, click on “Day View” (or “Week View”).
● Use the pop-down menu “Time Off” to choose an appropriate Leave Type.
● Enter the appropriate number of hours in the same row.
● Click on the “Save” button to save your changes.

To enter more time-off items, save your changes using the “Save” button. When the page reloads, you will have addi-
tional rows. To read more about how time-off entries are integrated in the ClickTime system, please read the help topics
under Non-Worked Time and Time-Off Accruals.

Copying Time Entries with Quickday

The Quickday button will enter the last saved day that you have entered time for. This is a useful tool for people who do
the same or similar jobs and tasks everyday. After clicking the Quickday button, your jobs, tasks, and hours will show up
in their respective fields. Don't forget to click "save." The Quickday confirmation message will only appear for the first
two months after a new user is created. After this period, it is assumed that you are familiar with the functionality of the
“Quickday” button and you don’t need to be warned anymore, every time you use it.

Notes:

● QuickDay will not copy notes associated with copied time entries.
● The QuickDay button will not be visible to users belonging to companies that have DCAA compliance enabled. For
more information about DCAA, please refer to the DCAA Compliance help section.

About the Non-Allocated Job

This option allows you to select a job for an "unspecified client". This can be looked at as a "space holder" in the case that
the administrator has not added the client or for reasons specified by the company administrator. Some companies use
this for internal tasks for the company.

If this option does not show up in your job list, it is because the account administrator has not included this option in your
company preferences. For Administrators and Managers: You cannot edit this "job." This option will always be exported
in the Job List export report. 

How to Enter Time on Week View

Time Entry on Week View

With Week View, you can conveniently enter time for the entire week on one page.

You may not be able to enter time on the Week View page. That is because Week View is a feature that incorporates mod-

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ern web standards (HTML and JavaScript) and some older browsers that are supported with the Daily View cannot be
used with the Week View feature. The following internet browsers are not supported:

● Internet Explorer 5.x (Windows and Mac)

● Mozilla 1.2.x (Windows and Mac)
● Safari v85 and older (Mac)

To get to Week View, under the Personal tab, click on Week View. (see #1 in the image below). By default, you will be
taken to the current week. In our example, it is Aug 7 – 13, 2005. You can change the week by selecting it on the “Change
Week” drop down menu and clicking on “go”. The current date is marked with a highlighted bar above the day. (see #3 in
the image below).

To enter time, you have to follow the same steps as on the Day View page. Select a job, a task and enter time for the day
or days you want, in the corresponding box. Entering notes on the Week View page is done in exactly the same manner
as on the Day View page. Save your changes. The “Total” column (see #4 in the image below) will display the total
number of hours entered for each row and for the entire week.

Note: You may add up to 24 hours per day and 99 time entries per day.

How to Save and Delete Time Entries

The easiest and most intuitive way to save your time entries is to click the “save” button. You can also save your work by
clicking on the blue arrows to the left and right of the current week. When you hover your mouse pointer over these two
arrows, the word “save” will show up. Clicking it will move you to the previous or next week and will automatically save
time entries for the week you previously entered time for. A confirmation message will show up at the top of the page
informing you about the amount of time saved for that week.

Using the arrows for saving your time becomes very handy when, for instance, you are weeks behind with filling out your
timesheet. In this scenario, you only need one click of the mouse to save and move to the next/previous week at the
same time. And if your weeks have identical time entries, you can use “Quickweek” (see #2 in the image above) to copy
them. You can read more about “Quickweek” in one of the following paragraphs.

If you try to leave the page without saving, you will get a warning message that says: “You have unsaved changes. If
you’d like to save your work, press “OK”, or choose “Cancel” to proceed without saving your changes.”

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To delete time entries (both regular and time-off), check the delete icon to the right of the row you want to delete (see #5
in the image above). A warning message will show up, saying: “Press OK to clear off the time entries and comments from
this row. Press Cancel to preserve them. This operation cannot be undone.”

How to Add and Delete Notes

Adding and deleting notes is done in the same manner as on Day View.:

The Notes field opens in a popup window. You are limited to a maximum of 2.000 characters. Click OK to save the note.
Remember that closing the popup window from the “Close” button on the top right corner of the popup will not save the
text you entered.

To delete a comment, click on that comment’s icon to open the popup, select the entire text and delete it from the key-
board. Click OK to save your changes. The Notes icon will turn to blank, showing you that no comment exists there any-
more. Remember that deleting a time entry will also delete the note associated with it.

Notes are extremely useful when you need to remember the details of your own work on a certain day or to inform your
timesheet approver about the work you performed.

If the notes popup window won’t open or your notes are not saved, most likely you are using an outdated browser. Under
many of the older Netscape and Internet Explorer browser, the notes feature will not work properly. Please check to
make sure that your Netscape version is at least Netscape 4.78 or newer and that your Internet Explorer version is IE 5.0
or newer. 

About Time-Off Time Entries

At the bottom of your regular time entry list you can see additional rows where you can enter time off. Your company
must have active Leave Types, in order to enter non-worked time. If you’re unsure about your company’s time off pol-
icies, please consult your ClickTime or payroll administrator. To enter non-worked time:

o Under the Personal tab, click on Week View.

o Use the pop-down menu “Time Off” to choose an appropriate Leave Type.
o Enter the appropriate number of hours in the same row.
o Click on the “Save” button to save your changes.

Copying Time Entries with Quickweek

Quickweek is a convenient feature that acts much like Quickday. It copies the last week of time that was entered into the
current week without copying comments. The Quickweek confirmation will only appear for the first two months after a
new user is created. If, under your Personal Preferences, you chose the option to “hide weekends,” Quickweek will not
copy your weekend entries.

Notes:

● QuickWeek will not copy notes associated with copied time entries.
● The QuickWeek button will not be visible to users belonging to companies that have DCAA compliance enabled. For
more information about DCAA, please refer to the DCAA Compliance help section.

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● The QuickWeek button will not be visible to users who are required to enter mandatory comments with every time
entry.

Time Entry on Week View 2.0 (Beta)

See "Hiding Comment Icons" on page 126

See "Type-ahead" on page 127
See "Options Menu: Show/Hide Weekends" on page 127
See "Options Menu: AutoFill" on page 127
See "Options Menu: Auto-save" on page 127
See "Quick Search Options" on page 129
See "Zero Time Entries" on page 129
See "Show Running / Unsaved Stopwatches" on page 130

The new Week View 2.0 (Beta) benefits of an enhanced interface and allows you to customize your time entry screen.
Among the features available are the following:

● The ability to configure an auto-fill weekly timesheet, where all the jobs and tasks that you work on most frequently
are automatically pre-filled for you.
● The option to specify the display structure of your clients, jobs and tasks, by customizing the dropdown menus on
your Week View interface.
● The ability to enter zero time entries.
● An easy overview of which time entries have comments.
● Preference to show or hide weekends.
● Preference to auto-save time entries.

To get to Week View (beta), click on the “Personal” tab at the top and then click on “Week View” tab. Once here, you will
see the previous Week View interface, and towards the bottom left-hand corner of the page, click on “Try New Week
View (beta)”. If this time entry screen works best for you, you can set it to be your default landing page after you log in to
ClickTime. Just go to My Preferences and select New Week (beta) as your default time entry page.

Let us get started by taking a look at the added features:

Hiding Comment Icons

Comment icons are now hidden if no comments exist. To enter a comment, just hover your mouse next to the hour field
that you want to add a comment for. This feature provides an easy overview of which time entries have comments. To
quickly see the contents of a comment field, hover your mouse over the yellow comment icon (as shown in the image
below) and your notes will appear in a popup.

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Type-ahead

If you have a long list of jobs, type-ahead time entry will help you quickly locate the item you are looking for. Simply type
in the first few letters of the item and the system will provide you the most similar ten matching results. The more letters
you type, the more accurate the matching results will get.

Options Menu: Show/Hide Weekends

For those of you who have to work over the weekend, we have added the ability to switch between showing or hiding
weekends. For a simpler interface, Week View will hide weekends by default. To show weekends, click on the Options
menu at the top right corner of the screen and check “show weekends." To hide weekends, uncheck the same box. If this
preference is set to hide weekends and you happen to have entered time on a weekend day on the Day View screen,
your Week View will contextually display weekends only for those weeks where weekend time entries exist.

Note: If you already entered time on weekend days and then opted to hide weekends, your time entries will NOT be
deleted.

Options Menu: AutoFill

AutoFill allows you to set default client, jobs, and tasks. This feature is especially useful if you work on a few set jobs
every week. Items saved on a week will appear on the subsequent week. Every new week will automatically use the
same template as the previous week. Hours and comments are not carried over from week to week, only selections in
the client, job and task dropdowns.

To turn AutoFill on, go to the Options menu and check the corresponding box.

Options Menu: Auto-save

With Auto-save, you no longer have to worry about losing unsaved time entries, either because your computer crashed,
you lost your network connection or you closed the browser window by mistake. Auto-save is turned on by default for all
users. If, for some reason, you don't want to use the auto-save feature, you may turn it off by going to the Options menu
and un-checking the corresponding box (see image below).

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Auto-save will begin saving your unsaved entries after one minute of no activity on your ClickTime account. If your time
entries are not saved yet, you will see a message at the bottom of the screen (see image below), notifying you of this.

Any auto-save action will be recorded and the timestamp of the most recent auto-save will be displayed in a message at
the bottom of the screen (see image below). You will always see on your screen how recently your data was saved.
Incomplete/partial time entries are also saved with subtle warning messages of what was missing or what needs to be
added in order for the time entry to be considered complete and "eligible" to be saved.

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Quick Search Options

An easy to use search alternative to type-ahead is our added search option, which you can access by clicking the mag-
nifying glass next to the client, job, or task selector. After you click on the magnifying glass, a window containing all items
belonging to that category will pop up. Simply type in the name of the item you are looking for to search for it. Double
click on the item you want to select and it will be automatically inserted in your time entry row.

Zero Time Entries

If your company is configured to allow zero hour time entries, you can now use Week View to save zero hour time
entries. This may be needed or useful in case you want pre-enter a daily template/order for upcoming weeks, as a

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reminder of projects you need to work on. Another possible use for zero time entries is to show that a project you needed
to work on or a meeting you had scheduled was canceled, but you still need to track this information for billing or for
other purposes.

Show Running / Unsaved Stopwatches

Having running or unsaved stopwatches on Day View will no longer prevent you from using Week View. With this new fea-
ture, you will see an icon next to any time entries that have running or unsaved stopwatches. These time entries will be
grayed out. To edit them, click them and you will be taken to the corresponding Day View screen.

Personal Preferences

This section is dedicated to all the settings and personal preferences that a standard user, who doesn’t have any of the
managerial or administrative permissions, can edit on the pages that he or she has access to.

Obviously, any manager or administrator in the company has access to the same preferences as a standard user, under
the Personal tab.

How to Set Your Personal Preferences

To access your personal preferences page, click on the Personal tab and then click on “My Preferences” link. Every time
you want to edit your preferences, make sure you click “update” to save your changes. A confirmation message will
show up at the top of the page, saying: “Your preferences have been saved successfully.”

Most of the fields on this page are editable, with the exception of your email address, your employee number and the
division you belong to. To change any information that is hard-coded you have to contact your ClickTime administrator to
make appropriate changes. Since your email address is required for sign in, it can't simply be changed. To change your
email address you must contact your administrator. They will need to edit your account and replace your existing email
address with another one.

Here is a list of things you can edit on your preferences page:

Change Your Personal Information

My Preferences: you can edit your name. This may be helpful if your administrator added you to the system with a
wrong first or last name or with a spelling error. Bellow your name there are two un-editable fields, which display your
assigned employee number and the name of the division you belong to. These fields can be edited only by administrators
or managers with the right permissions.

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When logins using OpenID are allowed or required, an additional field will appear in the Personal Information section of
the My Preferences page. This field is not editable directly by the user. For security purposes, the OpenID value visible on
your Preferences screen can be entered/edited only by your account administrator. If you don't see an OpenID on your
Preferences screen and you would like to use OpenID to login to ClickTime, please contact your account administrator. If
your OpenID was entered incorrectly or you cannot login, ask your account administrator to make the appropriate cor-
rections.

Change Password: to change your password, click on the “change password" link at the top of the page. It will open a
window where you have to enter your existing password, the new password and a confirmation of your new password.
Click update. Next time you log in, you will use your new password. Make a note of it, as you will not receive an email noti-
fication reminding you of this change.

Change Your Timesheet Information

See "Timesheet Approver" on page 131

See "Preferred Time Entry" on page 131
See "Job Selection Method" on page 131
See "Default Task" on page 132
See "Ability to Skip Weekends  " on page 132
See "Ability to Show/Hide the Stopwatch " on page 132

Timesheet Approver
This information appears on your preferences page only if your company has access to the Timesheet Approvals mod-
ule. It is in read-only format, as you are not allowed to choose the approver for your timesheets. This information is pro-
vided to you, so that you know who is in charge of approving your timesheets.

Preferred Time Entry

Viewfrom the pull-down menu you can select between Day View, Week View and the enhanced Week View 2.0 (beta).
How is this helpful? You will continue to be able to have access to all three time entry pages, but every time you log in, the
first thing you will see is your preferred time entry page. Remember that if you are an administrator or manager, the first
page you see when logging in is the Quick View page. Also, please note that if you are using one of the browsers that
don’t support Week View, or if you are required to enter start and end times, you should probably select Day View as
your preferred time entry view.

Job Selection Method

From the pull-down menu you can choose between two methods of selecting jobs on Day View time entry page. The two
options for the job selection method correspond with the time-entry interfaces available to the company as defined in the

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company’s admin site settings. Thus the options would normally include: pop-down list and type-ahead. All users will
have this setting default to “pop-down list”

Minimum Entries per Day here you can specify how many rows of worked time you want to have on your Day View time
entry page. You can enter up to 99 rows, as the system won’t allow you to type in a three figure number.

Default Task
if you work every day on the same task, and whenever you enter time you have to scroll down on the tasks list to get to
your task, we have made things easier for you, by allowing you to select your default task. This means that the task you
choose in this drop-down menu will show up first on the tasks list (on both Day and Week View pages) from now on.Time
Format time format can be represented either in 24-hour or in AM/PM form. Make your choice based on which of these
two you are more familiar with or on the time format commonly used in the home country of your company.

Ability to Skip Weekends

If you choose to skip weekends, the following will occur: on Day view, when you use the left/right arrows to move
between days, you will jump from Friday to Monday. On Week View you will no longer see Saturday and Sunday in the
week view. Also, Quickweek will not copy time entries from the weekend that is not displayed.

Ability to Show/Hide the Stopwatch

This field allows you to decide whether you want to see the stopwatch timer on the Day View page for the current day.
There are certain circumstances when users may be required by their ClickTime administrator to always use stop-
watches to enter time. In those circumstances, you will not be able to hide the stopwatch from your Day View interface.

Change Your Expense Sheet Information

Your Expense Sheet Information:

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Expense Approver
This option shows up on your preferences page only if your company has access to the Expenses module. It is in read-
only format, as you are not allowed to choose the approver for your expense sheets. This information is provided to you,
so that you know who is in charge of approving your expenses.

Default Expense Type

This option shows up on your preferences page only if your company has access to the Expenses module. If you have a
recurring expense type (such as car rental, or hotel or internet service), you may want to set it as your default expense
type. Every time you add a new expense, the expense type field will be pre-populated with this item.

Default Payment Type

This option shows up on your preferences page only if your company has access to the Expenses module. If you always
use the same payment method (such as Visa card, cash or checks), you may want to set it as your default payment type.
Every time you add a new expense, the payment type field will be pre-populated with this item.

Editing Your Jobs List

On the submenu of the “Personal” tab, click on “My Jobs”.

You can select what jobs you want to see on the time entry pages. This is useful when you only work on a few jobs and
you are not interested in seeing items that you never add to your timesheet. Use this page to show or hide clients or jobs
from your list. Don't forget to hit "save" when you are done.

Editing Your Tasks List

On the submenu of the “Personal” tab, click on “My Tasks”.

You can select what tasks you want to see on the time entry pages. This is useful when you only work on a few tasks and
you are not interested in seeing items that you never add to your timesheet. Use this page to show or hide tasks from
your list. Don't forget to hit "save" when you are done.

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Timesheets

This section talks about timesheets and all the powerful time tracking tools that ClickTime offers you.
We will discuss simple timesheet review operations, incomplete timesheet reports, as well as advanced timesheet
approval functions, that are available only to companies that have access to the optionalTimesheet Approvals Module.

How to View Your Own Timesheets

How to View Your Own Timesheet

To view your timesheet for a particular week, simply go to the "Personal" tab, and click on "Timesheet View" in the upper
left corner of the screen (see #1 in the image below). The Timesheet View shows a summary of time entries. The number
of days displayed depends on your company’s timesheet model (weekly, biweekly, semi-monthly, monthly, or custom).

The Timesheet View displays both regular and time off time entries, as well as comments. The comments will be listed at
the bottom of the page (as in #3 in the image below) and they are displayed together with the date, job and time entry
they are associated with.

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Unfortunately, you can't enter time while in the "Timesheet View". To make any alterations to your timesheet you must
be working in the "Daily View" or "Week View." Clicking on any of the days in the timesheet (as you can see in the image
above, the days are highlighted with blue – which means they are links) will take you to your preferred time entry page
(Day or Week View).

The timesheet we are using in this image for demonstration purposes is in editable format. The Timesheet Status of an
editable timesheet is “Open” (see #5 in the image above). A timesheet is still editable also if its status is “Waiting for
Approval”. That is the case of a timesheet that has been submitted for approval, but has not been approved yet. While in
this “waiting state”, you can still edit time entries. Once the timesheet is approved, the status changes to “Approved” and
the timesheet will be displayed in read-only mode. That means you cannot make any changes to your time entries any-
more. Only companies with the Timesheet Approvals module will have access to this feature.

How to View Your Old Timesheets

To view older timesheets, you can do one of the following: enter the historical date you want to go to in the fields pro-
vided on the left top of the screen (see #2 in the image above) and click on “go”. If you want to return to the current time-
sheet, click on “current timesheet” in the same place.

Or, you can obtain a list of historical timesheets, by clicking the “More Timesheets” link (as in #4 in the image above).
This action will open a page similar to the image below. You will be able to select even further, by asking the system to dis-
play all timesheets, only approved or only rejected ones. First pick the type of timesheets you want to see, select a pre-
defined time frame or a more specific time frame (you can enter the exact dates) and click on “go”.

To see the detail page of any of the timesheets on the list click on the edit pencil next to the timesheet you want to open.

To view the timesheet history, click on the history notes icon next to the timesheet you are interested in. A popup window
will open, containing a record of all the status changes that have been performed on that timesheet (e.g. from “Open” to
“Waiting for Approval” to “Rejected” to “Waiting for Approval to Approved”; etc), with the most recent action recorded at
the top of the list.

The My Timesheets page will list all of your timesheets and their current approval status. You can check the history of a
timesheet to find any comments that were added to your timesheet (e.g. If your timesheet was rejected, the admin-
istrator/manager may have added the reason for your timesheet's rejection). You may make changes to your timesheet
and resubmit it for approval. 

How to Submit Your Timesheet for Approval

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To submit your timesheet for approval, go to the Timesheet View and locate the timesheet you want to submit. Click on
the "submit timesheet" button. You can only submit timesheets that have an "open" status. Note: Once you submit a time-
sheet, you are still able to modify any of the time entries within that timesheet until it is approved.

To check the current status of one of your timesheets, go to the Timesheet View and locate the appropriate timesheet.
Below the date of the timesheet, the "timesheet status" is displayed.

After you click on the "submit timesheet" button on the Timesheet View page, a new window will pop up. This window will
display the timeframe and the person responsible for approving your timesheet. You can also go to the "My Preferences"
section of the Personal tab to locate the approver of your timesheets.

All email addresses entered in the CC field will receive a copy of the timesheet notification alert. You can enter your own
email address and keep the email as a record of submitting your timesheet. If the person who approves your timesheet
is out of the office (sick, vacation, etc.) you may want to CC a different ClickTime administrator.

The timesheet history displays all historical actions and comments for that particular timesheet. For example, it will show
you when a timesheet was submitted for approval, as well as who approved it. If your timesheet was rejected, proceed
with the following instructions: under the Personal tab, click on Timesheet View. Next to the Date display, click on the
"More timesheets…" link.

The My Timesheets page will list all of your timesheets and their current approval status. You can check the history of a
timesheet to find any comments that were added to your timesheet (e.g. If your timesheet was rejected, the admin-
istrator/manager may have added the reason for your timesheet's rejection). You may make changes to your timesheet
and resubmit it for approval.

Once you submit a timesheet for approval, you will no longer be able to edit the timesheet unless you un-submit it first.
This will prevent any changes being made to a timesheet, by its owner, while it is in “waiting for approval” state. In other
words, the owner of a timesheet can edit his/her own time entries and comments only when the timesheet is in “Open”
state (or status). A manager or administrator who has permission to override that person’s timesheet may still edit it,
even if the timesheet is in “Waiting for Approval” mode. The same behavior applies to Expense Sheets. To read more
about submitting expense sheets for approval, please read more in the Expenses section.

How to Undo Timesheet Submission

If you accidentally submitted a timesheet for approval, go to the Timesheet View and locate the appropriate timesheet.
Click on the "undo approval submission" button. If you do not see that button, check the status of the timesheet. If your
timesheet has been approved, you cannot reverse the submission process. 

Once you submit a timesheet for approval, you will no longer be able to edit the timesheet unless you un-submit it first.
This will prevent any changes being made to a timesheet, by its owner, while it is in “waiting for approval” state. In other
words, the owner of a timesheet can edit his/her own time entries and comments only when the timesheet is in “Open”
state (or status). A manager or administrator who has permission to override that person’s timesheet may still edit it,
even if the timesheet is in “Waiting for Approval” mode. The same behavior applies to Expense Sheets. To read more
about submitting expense sheets for approval, please read more in the Expenses section.

How to View Your Timesheet Status History

The timesheet history displays all historical actions and comments for that particular timesheet. For example, it will show
you when a timesheet was submitted for approval, as well as who approved it. If your timesheet was rejected, proceed
with the following instructions: under the Personal tab, click on Timesheet View. Next to the Date display, click on the
"More timesheets…" link. 

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To view the timesheet history, click on the history notes icon next to the timesheet you are interested in. A popup window
will open, containing a record of all the status changes that have been performed on that timesheet (e.g. from “Open” to
“Waiting for Approval” to “Rejected” to “Waiting for Approval to Approved”; etc), with the most recent action recorded at
the top of the list. 

How to Select a Timesheet Model

Timesheets allow you to group people's time entries on a regular interval. For example, if your company requires people
to completely enter their time each week, you should use the "weekly" timesheet option.You can then use the Time-
sheets section to easily review, override, lock and run reports on people's timesheets.

The available timesheet models are:

● weekly (7-day period)

● biweekly (14-day period, e.g. starts every other Tuesday)
● semi-monthly (divides a month into halves, e.g. June 1-15 and June 16-30)
● monthly (e.g. May 1-31)
● custom (e.g. 8-day period)

When using the weekly or biweekly method, the "week starts on" option allows you to select the day of the week on which
your timesheets starts. This setting is also used when evaluating a person's time for completeness if the person's has a
minimum hour requirement per week (e.g. 40 hours per week).

The timesheet model setting is useful for locking individual person's timesheets. The timesheets model feature is optional
and is not required in order to use the ClickTime system properly. Only an administrator has the ability to select his/her
company’s timesheet model.

Go to Company > Preferences and in the “Timesheets” section, select a model type (weekly, biweekly, semi-monthly,
monthly, or custom). Remember to click on “Update” to save your settings.

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With a weekly timesheet model, for instance, you can lock a week of a person’s time entries at a time. With a monthly
timesheet model, you will lock that person’s entire month. Selecting the most appropriate timesheet model depends on
your company’s time entry evaluation and payroll regulations.

You cannot have multiple types of timesheet models active at the same time. Currently, our system will only accom-
modate one timesheet model per company. However, your company’s timesheet model can be changed anytime.

Please note that changing the timesheet model will cause all existing timesheet lock information to be lost and this action
cannot be undone. Actual time entries will not be affected. 

Basic Timesheet Actions

Some of the simplest timesheet actions are:

■ Reviewing a Timesheet
■ Locking a Timesheet
■ Unlocking a Timesheet
■ Locking and Unlocking Multiple Timesheets

How to Review a Timesheet

All administrators can review, override, lock and notify employees about due or overdue timesheets. Managers require
permission to review, override, lock and notify employees about due or overdue timesheets. To review and lock a time-
sheet go to Company > Timesheets and use the “Review Timesheets” section (see image below). On this screen you can
easily select the timeframe (current timesheet, last timesheet, etc.), the “view by” value (timesheet period or person),
the person or division, as well as the timesheet type (open, waiting for approval, approved, locked, rejected) that you
want to review. Click on “go” and the requested information will be displayed on the subsequent page.
If you can’t see “waiting for approval”, “approved” or “rejected” among the timesheet types, it means you don’t have
access to the optional Timesheet Approvals Module.

If the information on this page is not sufficient for you to review a person’s timesheet, click on “more options” and a page
looking like the image below will open asking you to select more detailed data. You have more flexibility in selecting a
specific time frame and you can also select only specific people in your company, either active or inactive or both. Click
on “continue” to view the requested timesheets.

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The easiest way to edit a person’s timesheet is by using the “Override Timesheet” function. However, you can also add
or delete time from a person’s timesheet when you are using the “Review Timesheets” function. The image below is a
demonstration of the way the page displaying the timesheets requested in the step above looks like. You can see a list of
people, the amount of time they entered for the selected timesheet, as well as the status of that particular timesheet
(open, locked, etc).

The image above shows the list of people selected to have their timesheets reviewed or locked. The color scheme high-
lights people with sufficient and insufficient time, as well as people that are exempt from having a complete timesheet or
people whose timesheets are not evaluated.

If you consider a person has entered insufficient time or too much time, you can edit his time entries by clicking on the
edit pen corresponding to that person. This will open a popup window with the timesheet view of that person. If you click
on any of the days in the timesheet, the Day View page for that particular day for the selected person will open; and you
can edit that person’s time entries. This page looks exactly the same as your own personal Day View time entry page.
The top of the page will remind you though that you are in override mode. (see image below)

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If you would prefer to notify people in bulk about due, overdue, or incomplete timesheets select those employees to
notify and set the drop-down, highlighted in the screenshot below, to "notify people about selected timesheets."

Set the "Email Template" field to the appropriate message, edit the subject and add a note if needed.

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If you are a ClickTime Administrator, after clicking "send," you will get a confirmation at the top of the page, shown in the
screenshot below. A ClickTime Administrator may automate the notification process for future timesheet periods by click-
ing this link or by navigating to the Company tab > Advanced > Automated Notifications feature. For more information
on configuring automated reminder messages please see the Automated Notifications page.

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How to Lock or Unlock a Timesheet

Lock a Timesheet

If you want to lock a person’s timesheet:

Go to Company > Timesheets > Review Timesheets; select the “Timeframe” and “View by” values, and click on “go.” Edit
the appropriate person. Click on the “lock this timesheet” button. (see image below). This method allows you to view and
lock each person’s timesheet at a time, and edit that his/her time entries, if necessary.

If you are unable to lock a timesheet, or you don’t see the “lock this timesheet” button on a person’s timesheet review
page, then one of the following two conditions are not met: First, the timesheet must have an "open" status. Second, on
the person's detail page, the checkbox for "This person's timesheet must be approved by" must be unchecked.

Unlock a Timesheet

Any administrator can unlock timesheets. Managers with the proper security settings, set by an administrator, can also
unlock timesheets. To unlock a timesheet:

Go to Company > Timesheets > Review Timesheets; select the “Timeframe” and “View by” values, and click on “go.” Edit
the appropriate person. Click on the “unlock this timesheet” button.

Incomplete Time Entry Reports

See "Company Preferences Settings for Incomplete Time Entry Reports" on page 143
See "Person Default Settings for Incomplete Time Entry Reports" on page 143
See "Running Incomplete Time Entry Reports" on page 143

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See "Exclude Users from Incomplete Time Entry Reports" on page 144
See "Notify Users of Incomplete Time Entry Reports" on page 144

Incomplete Time Entry Reports give the administrator the ability to alert selected people in the account of days or weeks
where they have incompletely filled out their time-tracking information. You have the option of running the incomplete
time entry report which will allow you to notify people of incomplete time, or you may create an incomplete time entry
export which will export the information to your desktop. You can also set up your account to organize employees with dif-
ferent requirements for minimum hours, i.e. contract employees, flextime, hourly.

There are two settings in your ClickTime account that you must configure before running accurate incomplete time entry
reports: your Company Preferences and Employee Detail pages.

Company Preferences Settings for Incomplete Time Entry Reports

First, click on "Preferences" under the Company tab and go to the General Company Information section. Choose the
day of the week that your company begins the work week. For most companies, it is either Sunday or Monday. If you
select a predefined date picker option when you run incomplete time entry reports, such as "Week to date," "Quarter to
date," "Last month," etc, the day of the week your week is set to start on will determine the dates the date picker will
choose to run the report for.

Person Default Settings for Incomplete Time Entry Reports

Now that you have set up your Company Preferences, you will need to edit each employee's detail page to reflect the
minimum hours they must work each week or day for it to be considered a "full or complete work day/week." On the per-
son’s detail page, go to the "Time Entry, Expense and Approval Requirements" section and specify when you want that
person's time entries to be classified as incomplete.

Note: if your company's Timesheet Model is set to any date range that is not divisible by 7, i.e. you are using a custom,
semi-monthly, or monthly timesheet model, and you have set employees' incomplete classification value to "incomplete
when less than _ hours per week" the Incomplete Time Entry Report will not evaluate these employees. If your company
uses one of the above mentioned timesheet models and would like to utilize the Incomplete Time Entry Report, change
the incomplete classification value to a "hours per day" evaluation in the "Time Entry, Expense and Approval Require-
ments" section of the Person Detail page.

Running Incomplete Time Entry Reports

To run reports on incomplete timesheets, go to Company > Timesheets and in the “Incomplete Time Entry Reports” sec-
tion, select the timeframe, the type of people, the division and the format in which you want the report to be generated.
You have two format options: HTML (a normal web page) and Excel spreadsheet (which you can either open or save on
your computer). Remember that the Excel format does not allow you to edit people’s time entries or notify them of time-
sheet incompleteness. The image below shows the HTML format of an Incomplete Time Entry Report.

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An "X" and a rose-colored background indicate a day or week is incomplete. A light-green background indicates sufficient
time has been entered for that particular week/day. A blank gray space indicates that the day was not evaluated (per-
haps taking into account start and end dates). Weekends are represented with gray spaces and dashes or gray space
with a question mark (to indicate that some time has been entered on the weekend).

Exclude Users from Incomplete Time Entry Reports

If you don't want a particular employee to show up in any incomplete time entry reports, when you edit the Person
Default settings for that employee in the "Time Entry, Expense and Approval Requirements" section, DO NOT CHECK the
box that classifies time as incomplete. When the report is generated, their name will not show up on the report.

The Extended Incomplete Time Entry Report includes the date of the last time a person was notified from an incomplete
time entry report. It also includes the date range for which the report was generated.

Notify Users of Incomplete Time Entry Reports

To notify employees of incomplete time entry, run an "incomplete time entry list" report. You may then select who you
want to notify and click the "notify" button. Set the "Email Template" field to the appropriate message, edit the subject
and add a note if needed.

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If you are a ClickTime Administrator, after clicking "send," you will get a confirmation at the top of the page, shown in the
screenshot below. A ClickTime Administrator may automate the notification process for future timesheet periods by click-
ing this link or by navigating to the Company tab > Advanced > Automated Notifications feature. For more information
on configuring automated reminder messages please see the Automated Notifications page.

How to Override a Timesheet

Overriding a person's timesheet by the administrator or by a manager is usually done to correct any mistake in any
aspect of the timesheet. This feature also allows a company administrator or manager to enter time for various people,

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in the case of independent contractors or use of paper timesheets. This option is accessible through the link on the main
page of the company tab.

To override an employee's timesheet, you can either go to Company > Timesheets or from the Quick View page, click on
"Override a User's Timesheet" link. Either of these paths will take you to the “Override Timesheets” section, where you
can select an employee and the date you wish to override. Click “go”. Simply edit the time entries in the same manner
that you would enter your own. Remember to save the changes.

You can override a person’s timesheet from the “Incomplete Time Entry Report” section by clicking on either the question
mark or the "X" for a specific date to override the time for that day or for that week.

If you are overriding a person who has an "hours per week"requirement, a new window will pop up to show you the dates
in that particular week. This window will provide you the minimum time required as well as give you the ability to override
that person's time. Click on the "override" link to adjust or edit the time for that day. Don't forget to click "Save." You will
be able to monitor the amount of time entered in the Incomplete Time Entry Detailscreen as you override dates.

If you are overriding a person who has an "hours per day" requirement, a new window will pop up with the time entry
screen for that particular date. You may edit the time for that date. Don't forget to click "save."

Bulk Add or Delete Time

With the Bulk Changes feature, an administrator can easily add or delete time from a group of ClickTime users. Note that
if your company requires DCAA compliance, Bulk Changes cannot be used. Also note that bulk additions and deletions
cannot be easily undone. To enter a Bulk Change:

● Click on the “Advanced” link (right-most menu tab) in Company view.

● Under Bulk Changes, select "Add time entries to timesheets" to add time or "Delete time entries from timesheets"
to delete time.
● Enter the date you want the entries (or deletions) to apply to.
● Select the Job and Task or Leave Type to apply.
● If adding time, Specify conditions if necessary.
● Next, select the people you wish the changes to apply to.
● Lastly, click the "save" button to save your changes.

Timesheet Approvals

Timesheet Approvals is an optional module.

If you haven’t selected access to this module during your signup process and still haven’t decided for it at the activation
of your account, you are not able to see and test any of the features discussed in this section. However, we invite you to
read this section and look at the demo images. Maybe you will realize your company needs “Timesheet Approvals” after
all.

If you would like access to the Timesheet Approvals module, please contact ClickTime Sales for more details.

Also, read the “DCAA Compliance” section, if you would like to set up your company for timesheet approvals and DCAA
compliance at the same time.

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How to Set Permissions for Approvals

First of all you need to configure what employees are permitted to evaluate and approve other people’s timesheets.
Administrators are by default allowed to approve everybody’s timesheets. They can approve timesheets for people,
even if they are not set up as the official approvers for those persons. Managers need to be given permission to approve
timesheets, by an administrator.

Configure Timesheet Approvers

To set up a person as timesheet approver, go to Company > People and click on that person’s detail page. Then go to the
“Security and Permissions” section and change that person’s security level from “Standard” to “Manager”. A new section,
called “Managerial Permissions” will show up. Among other important permissions, you will also see “lock and approve
timesheets”. Check that box and save your changes. Now, the name of the person will appear on the list of approvers.

Configure Users for Timesheet Approvals

Now you can configure each person to have his/her timesheet approved (or not) and you can also specify who the
approver for each person is. Within the "Company" tab, click on the "People" option to get a listing of the active people
who are using ClickTime (to view inactive people as well, click on the "show all" link). Click on the pencil next to the
people you wish to set up for approvals. Under the "Time Entry and Approval Requirement" section, check the check-
box for "This person's timesheet must be approved by." In the drop-down menu, select the person responsible for
approving the timesheet. Click "update."

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While you are here, you can also specify if you would like to prevent the user from submitting an incomplete timesheet
for approval. Before you do that, you have to select a minimum time entry requirement for the user, which is quantified
in number of hours per day or week.

Check Approval Configurations

You can find a list of employees whose timesheets are approved by a certain administrator/ manager by doing the fol-
lowing: Within the "Company" tab, click on the "People" option to get a listing of the active people who are using Click-
Time (to view inactive people as well, click on the "show all" link). Click on the pencil next to the person you wish to view.

Under the “Security and Permissions” section, you will see a link that says “Click here to see whose timesheets this per-
son is configured to approve.” Click on the link. A pop-up window will appear displaying a list of people alphabetically.
Remember that the person has to be an administrator or a manager. The “People” list will display the security level of the
user in a column left of the edit pen.

How to Submit Your Timesheet for Approval

See "Submit Your Timesheet From the Timesheet View Screen" on page 148
See "Submit Your Timesheet From the Week View 2.0 Screen" on page 149
See "View Your Timesheets Status" on page 150

Submit Your Timesheet From the Timesheet View Screen

To submit your timesheet for approval, go to the Timesheet View and locate the timesheet you want to submit. Click on
the "submit timesheet" button. You can only submit timesheets that have an "open" status.

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To check the current status of one of your timesheets, go to the Timesheet View and locate the appropriate timesheet.
Below the date of the timesheet, the "timesheet status" is displayed.

After you click on the "submit timesheet" button on the Timesheet View page, a new window will pop up. This window will
display the timeframe and the person responsible for approving your timesheet. You can also go to the "My Preferences"
section of the Personal tab to locate the approver of your timesheets.

All email addresses entered in the CC field will receive a copy of the timesheet notification alert. You can enter your own
email address and keep the email as a record of submitting your timesheet. If the person who approves your timesheet
is out of the office (sick, vacation, etc.) you may want to CC a different ClickTime administrator.

Once you submit a timesheet for approval, you will no longer be able to edit the timesheet unless you un-submit it first.
This will prevent any changes being made to a timesheet, by its owner, while it is in “waiting for approval” state. In other
words, the owner of a timesheet can edit his/her own time entries and comments only when the timesheet is in “Open”
state (or status). A manager or administrator who has permission to override that person’s timesheet may still edit it,
even if the timesheet is in “Waiting for Approval” mode.

Submit Your Timesheet From the Week View 2.0 Screen

This option is available only to accounts that have weekly timesheets. Having a weekly timesheet means your Week View
and Timesheet View will display the same data. Thus, you will no longer have to go to Timesheet View to submit your
timesheet for approval, you can do it directly from your Week View 2.0 time entry screen.

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To submit your timesheet from Week View 2.0, you will see a [submit] link in the lower left corner (as shown in image
above). This link will only be displayed if all your time entries on the page have already been saved. If you don't see the
link, it means either you have unsaved changes or your company's timesheet model is not set to be submitted on a
weekly basis.

The [submit] link will open the regular timesheet submission popup window, as described in the previous section. The sub-
mission process is unchanged. Once you click on this button, your time entries for the week you are viewing will be
locked. If you need to make any changes, you can unsubmit your timesheet. The [submit] link will change into an [unsub-
mit] link.

View Your Timesheets Status

The My Timesheets page will list all of your timesheets and their current approval status. You can check the history of a
timesheet to find any comments that were added to your timesheet (e.g. If your timesheet was rejected, the admin-
istrator/manager may have added the reason for your timesheet's rejection). You may make changes to your timesheet
and resubmit it for approval.

How to Undo Timesheet Submission

If you accidentally submitted a timesheet for approval, go to the Timesheet View and locate the appropriate timesheet.
Click on the "undo approval submission" button. If you do not see that button, check the status of the timesheet. If your
timesheet has been approved, you cannot reverse the submission process. 

Once you submit a timesheet for approval, you will no longer be able to edit the timesheet unless you un-submit it first.
This will prevent any changes being made to a timesheet, by its owner, while it is in “waiting for approval” state. In other
words, the owner of a timesheet can edit his/her own time entries and comments only when the timesheet is in “Open”
state (or status). A manager or administrator who has permission to override that person’s timesheet may still edit it,
even if the timesheet is in “Waiting for Approval” mode. The same behavior applies to Expense Sheets. To read more
about submitting expense sheets for approval, please read more in the Expenses section.

Approving or Rejecting a Timesheet

Timesheets can be approved or rejected by doing the following:

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After you sign in to ClickTime, if there are timesheets waiting for your approval, you will see a yellow highlighted link on
the Quick View page saying: "x timesheets are waiting for your approval." Clicking on it will take you to a list of time-
sheets under the Review Timesheets page. Select the checkboxes for the appropriate timesheets. Make sure that you
have selected the appropriate action (approve or reject selected timesheets) in the drop-down menu, and click on the
"go" button.

Note: You can also approve or reject each timesheet manually by clicking on the "edit" pencil to view the timesheet and
then clicking on either the “approve” or the “reject” buttons, as you can see in the image below.

You can undo the accidental approval of timesheets by performing the following steps: Click on the "Timesheets" link
under the Company tab. In the “Review Timesheets” section, select the appropriate options and click on "go." Select the
checkbox for that particular timesheet you want to edit. Make sure that you have selected "undo approval of selected
timesheets" in the drop-down menu, and click on the "go" button.

If you rejected a timesheet by mistake, this action cannot be undone. The rejected timesheet returns to its owner and
must be re-submitted for approval.

The timesheet history displays all historical actions and comments for that particular timesheet. For example, it will show
you when a timesheet was submitted for approval as well as when and who approved it.

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Rejecting a Timesheet

Timesheets can be rejected by doing the following:

After you sign in to ClickTime, if there are timesheets waiting for your approval, you will see a yellow highlighted link on
the Quick View page saying: "x timesheets are waiting for your approval." Clicking on it will take you to a list of time-
sheets under the Review Timesheets page.

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Select the checkboxes for the appropriate timesheets. Make sure that you have selected the appropriate action (reject
selected timesheets) in the drop-down menu, and click on the "go" button.

Note: You can also reject each timesheet manually by clicking on the "edit" pencil to view the timesheet and then clicking
on the “reject” buttons, as you can see in the image below.

You can undo the accidental approval of timesheets by performing the following steps: Click on the "Timesheets" link
under the Company tab. In the “Review Timesheets” section, select the appropriate options and click on "go." Select the
checkbox for that particular timesheet you want to edit. Make sure that you have selected "undo approval of selected
timesheets" in the drop-down menu, and click on the "go" button.

If you rejected a timesheet by mistake, this action cannot be undone. The rejected timesheet returns to its owner and
must be re-submitted for approval.

The timesheet history displays all historical actions and comments for that particular timesheet. For example, it will show
you when a timesheet was submitted for approval as well as when and who approved it.

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How to View Your Timesheet Status History

The timesheet history displays all historical actions and comments for that particular timesheet. For example, it will show
you when a timesheet was submitted for approval, as well as who approved it. If your timesheet was rejected, proceed
with the following instructions: under the Personal tab, click on Timesheet View. Next to the Date display, click on the
"More timesheets…" link. 

To view the timesheet history, click on the history notes icon next to the timesheet you are interested in. A popup window
will open, containing a record of all the status changes that have been performed on that timesheet (e.g. from “Open” to
“Waiting for Approval” to “Rejected” to “Waiting for Approval to Approved”; etc), with the most recent action recorded at
the top of the list. 

How to Approve Your Own Timesheet

If you are an administrator or manager, you may configure to have your timesheets approved by yourself.

Under the Personal tab, go to Timesheet View. Click on the Submit button. Once your timesheet is submitted, it will be
automatically approved. You will no longer be able to add, delete or edit time entries belonging to that timesheet.

If you would like to make changes to an approved timesheet, you have to unapprove it first. To do so, follow the same
steps as you'd do to unapprove another person's timesheet.

To read more about this, go to "Approving and Unapproving a Timesheet" .

Expenses

The optional ClickTime Expenses Module provides a convenient method of tracking expenses.

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A person creates an expense sheet in order to capture the various expenses incurred from work-related tasks and pur-
chases. Once completed, the person submits the expense sheet for approval.

An administrator or manager reviews the expense sheet, confirms that it has been completed satisfactorily, and marks
the expense sheet as “approved.” If an expense sheet is rejected, the expense sheet is returned to the person for cor-
rection.

If you would like to add the Expenses module to your account, please contact ClickTime Sales.

Customizing Your Expenses Module

The Expense Module is an optional ClickTime module. After activating this module, the first thing you should do is cus-
tomize its settings to meet the requirements of your company. Some of the features you can customize are: adding
expense types, payment types, specifying the company's currency, exchange rates or whether a payment type is con-
sidered reimbursable or not.

There are many other features, so please take your time and read this section before you proceed to use the Expenses
module.

Adding, Editing and Deleting an Expense Type

An Expense Type provides a method of categorizing expenses and can be added / edited, but not deleted. The ClickTime
Expense Module pre-populates certain default values for Expense Types. These default values are editable or can be
made inactive. You also have the ability to create new expense types for your company (e.g. airline tickets, client
lunches, rental car).

Adding an expense type

Expense type properties
Editing an expense type
Deleting an expense type

Adding an Expense Type

Only administrators are allowed to create new Expense Types. To add an expense type:

● Click the “Expenses” link on the main menu bar (under the Company tab).
● Click the “Expense Types” link.
● Click the “new expense type” link at the right-hand corner.

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● Enter the Expense Type name and select whether it is a Standard type or a Mileage type.
● For a Mileage expense type, in addition to selecting Standard or Mileage, you are required to fill out the Rate
(amount per mileage / kilometerage unit). If you change the rate per mileage unit, you can have the new rate be
applied only to new expenses or to all non-approved expenses (even in the past). The mileage unit that your com-
pany is using can be found under Company Preferences > Timesheet and Expense Information.
● The Description text field is used to add any notes or comments.
● Click “Save” once you are finished.

Expense Type Properties

● Name: general description of an expense (e.g. cab ride, hotel stay, etc.). Each expense type must have a unique
name.
● Description: description entered by admin/manager with a maximum of 2000 characters.
● Active status: active/inactive options. Only active types appear in pop-down lists.
● Type: standard (default) or mileage.
● Rate: used for mileage types. Corresponds to the rate used to calculate the reimbursable amount to the employee.
Thus, if the employee enters 20 miles as a quantity and the rate is $0.34, the total amount would be 20 x $0.34 =
$6.80. (see image below)

Editing an Expense Type

To edit an expense type, go to the Expense Type list page and click on the edit pencil icon for a particular expense type.
Be sure to save your changes.

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Deleting an Expense Type

An expense type cannot be deleted. We suggest that you inactivate expense types that are no longer applicable.

Adding, Editing and Deleting a Payment Type

A payment type provides a means for categorizing expenses with regard to how a person paid for the expense. The Click-
Time Expenses Module pre-populates certain default values (Visa, MasterCard, Cash, etc) for payment types. A company
may edit the default values and also create new payment types.

Adding a payment type

Payment type properties
Editing a payment type
Deleting a payment type

Adding a Payment Type

To add a payment type:

● Click the “Expenses” link in the navigation bar.

● Click the “Payment Types” link.
● Click the “new payment type” link at the right-hand corner.
● Enter the Payment Type name (this field is required and must be unique). The Description text field is used to add
any notes or comments.
● Click “Save” once you are finished.

Payment Type Properties

● Name: general description of a payment method (e.g. credit card, check, cash, etc.). Each payment type must
have a unique name.
● Accounting package payment type ID: this will appear when expenses are exported.
● Reimbursable: this status is used to identify if an expense is reimbursable and determine the amount that the
employee should be reimbursed.
● Status: active/inactive options. Only active types appear in pop-down lists.
● Description: description entered by admin/manager with a maximum of 2000 characters.

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Editing a Payment Type

To edit a payment type, go to the Payment Type list page and click on the edit pencil icon for a particular payment type.

Deleting a Payment Type

A payment type cannot be deleted. We suggest that you inactivate payment types that are no longer applicable.

Reimbursable Expenses

“Reimbursable Expenses” is a feature that allows you to mark a payment type as reimbursable or non-reimbursable. The
goal of this feature is to create a method for identifying expenses as being reimbursable or non-reimbursable. The reim-
bursable status of an expense is used to determine the amount that an employee should be reimbursed. If your company
has access to the Expenses optional module, than you will also have access to this feature.

When you log in for the first time, all pre-existing payment types are set to reimbursable. Also, when creating new pay-
ment types, they will default to being reimbursable. The payment types list contains an additional column in which all
reimbursable payment types are check-marked. To get a better understanding of this feature, look at the image below:

When you edit a payment type, upon changing the reimbursable value, additional options will appear prompting you to
apply the changes to new expenses or to all non-approved expenses. if you select the “all non-approved expenses”

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option, you will see a popup warning message informing you that this action will change the reimbursable status of all pre-
viously entered expenses associated with this payment type that haven’t been approved.

Activating the Audit Log will prevent your company from making reimbursable status changes for expense entries in the
past, unless you specifically select the bulk-change audit log option (see image below). To do so, go to Company Pref-
erences > Security Settings and check the box marked “allow changes (not logged) to billing rates, costs, etc. that affect
all non-locked time and expense entries (even in the past)”.

If you checkmark this option, you can make changes to the reimbursable status of payment types. In other words, the
audit log will record whether a payment type has been changed from “reimbursable” to “non-reimbursable”, but will not
log a list of all the historical non-approved expenses associated with this payment type, that are affected by this change.

If you leave this option unchecked, you will not be able to apply the reimbursable value change of a payment type to
non-approved historical expenses. The “all non-approved expenses (even in the past)” checkbox will appear in a non-edi-
table format.

On your personal Expense Sheet Detail, you will also get an overview of which expenses are reimbursable and which are
not, as well as a reimbursable total amount. Expenses that are considered to be non-reimbursable will have a double
asterisk (**) displayed after the payment type (see image below).

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Adding, Editing and Deleting an Expense Sheet

In order to effectively track your expenses, you will need to create an expense sheet. An expense sheet provides a
method for grouping various expenses together for the purpose of submitting them for approval. Please note that
expense sheets may be grouped by date or function. You may create expenses sheets for each month of the year or
based on specific functions (e.g. annual conference, spring recruiting). Contact your ClickTime administrator or manager
for your company’s expense sheet policies.

Creating a new expense sheet

Editing an expense sheet
Deleting an expense sheet

Creating a New Expense Sheet

Go to Personal > Expense Sheets. Click on the “new expense sheet” link at top right-hand corner. (see image above)
Enter a title and date for the expense sheet. As noted by the red asterisks, these fields are required.

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Tracking ID and Description are optional. The tracking ID is commonly used as a phrase or code which can be matched
with an expense envelope for receipts. The Description field may be used to enter comments or additional information
regarding the expense sheet. For example, if you are submitting an expense sheet for a business meeting, you may
enter the client information in the description field. Click “add” to create the expense sheet.

Editing an Expense Sheet

An expense sheet does not have to be created and submitted at the same time. People can create an expense sheet and
edit it as new expenses are incurred. For example, a person can create a new expense sheet titled “February 2004” at
the beginning of February and add new expenses throughout the month. At the end of the month, the person can review
his/her expenses, make appropriate changes if necessary, and then submit it for approval.

Unlike timesheets, expense sheets are categorized differently and allow overlap. For instance, you may have two dif-
ferent expense sheets titled “Client A Consulting” and “Client B Consulting.” You may create expenses that have the
same dates for both expense sheets. To edit an expense sheet:

● Click on the “Expense Sheets” link.

● Locate the appropriate expense sheet and click on the corresponding edit pencil icon.
● You may edit the properties of the expense sheet (title, date, allowing foreign currency, etc) by clicking on the “edit
properties” link.

Deleting an Expense Sheet

● Click on the “Expense Sheets” link.

● Locate the appropriate expense sheet and click on the corresponding edit pencil icon.
● Click on the trash icon.

WARNING: Once an expense sheet is deleted, this action cannot be undone. 

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Adding, Editing and Deleting an Expense Item

After creating an expense sheet, you will need to add expense items. An expense item is a single expense that an
employee needs to be reimbursed for. This could consist of a cab ride, hotel charge or mileage from driving to a work-
related function. Each expense item in the expense sheet must be entered individually.

Adding an expense item

Editing an expense item
Deleting an expense item

Adding an Expense Item

To create an expense item:

● Once an expense sheet has been created, go to the Expense Sheet Detail page.
● Click on the “add expense” link.
● Date – enter the date in which the expense took place. This field is required.
● Type – click on the pop-down list to select the expense type.
● Mileage – this field is only applicable if a mileage expense type was selected.
● Amount – the value of the expense; this must be a numeric value. This amount gets automatically calculated for a
Mileage Expense Type item based on the Expense Type’s rate and the number entered as a mileage. This field is
required.
● Payment Method – click on the pop-down list to select the payment method. This field explains how the expense
was paid.
● Description – Enter the description of the expense (e.g. lunch with Client A and Restaurant XYX).
● Click on the Notes icon to enter detailed notes. For example, if the expense was a client lunch, you may use the com-
ment section to enter a list of attendees.
● Job – a person may select a corresponding client/job that the expense is associated with. This pop-down list cor-
responds to a person’s My Jobs subscriptions.
● Bill to job – Check this checkbox if the expense type is billable to a client/job. Select the appropriate client/job in
the pop-down list.
● Click “Save” to add the expense item to the expense sheet.

(See following image for all the fields described above.)

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Editing an Expense Item

To edit an expense item:

● Click on the “Expense Sheets” link.

● Locate the appropriate expense sheet and click on the corresponding edit pencil icon.
● Roll your mouse over the expense item that you want to edit. The item will be underlined and you can click on it, to
open its detail page. You will know you are in edit mode by seeing the title “Edit Expense” at the top of the page (see
image above).
● You may edit any of the fields belonging to this expense item
● Click “Save” to preserve your changes.

Deleting an Expense Sheet

To delete an expense item, follow the steps you’d follow to edit an expense item. Once you get to the detail page of an
expense item, click on the trash bin icon. (highlighted in the image above). Remember that deleting is an irreversible
action.

Foreign Currency Expenses

See "Exchange Rate Configuration" on page 164
See "Creating Expense Sheets with Foreign Currencies" on page 165
See "Entering Expense Items with Foreign Currencies" on page 165

The Foreign Currency Expenses feature is available to all ClickTime customers who are subscribed to the Expenses Mod-
ule. When a person creates an expense sheet, he/she has the option to enable the Foreign Currency Expenses feature,
which will automatically convert foreign currency expense items into their company’s local currency. This feature is con-
venient for people who travel and incur expenses in various currencies.

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Exchange Rate Configuration

Currencies and exchange rates can be accessed by clicking the “Currencies” link in the Preferences menu.

Market Rate 

When a person enters a foreign currency expense item on their expense sheet, the exchange rate used is based on the
market rate of the day the entry is made (the current date). If the date entered for an expense item is set in the past,
ClickTime will not retrieve and apply a historic exchange rate. Only the rate from the current date (i.e. the market rate)
will be used.

Company Rate

However, administrators have the ability to override the market rate for a currency by entering a corresponding com-
pany rate (see image below). For example, Acme Designs is based in New York and uses a fixed exchange rate for all
Euro incurred expenses. The account administrator will enter a fixed rate in the "company rate" field corresponding to
the Euro currency.

If your company needs to update its preferences to an entirely different currency setting (e.g. from US Dollars to Euros),
there are significant issues regarding the effect on historical expense data. It is strongly recommended that you contact
ClickTime Support before changing your primary currency setting to a new currency value.

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Creating Expense Sheets with Foreign Currencies

To create an expense sheet with the foreign currency feature:

● Click on the “Expense Sheets” link.

● Click on the “new expense sheet” at top right-hand corner.
● Enter a title and date for the expense sheet.
● Tracking ID and Description fields are optional.
● Check the checkbox for “enable entry of foreign currency expenses”
● Click “add” to create the expense sheet.

After creating an expense sheet with foreign currency, you will need to add expense items with foreign currencies. Each
expense item in the expense sheet must be entered individually.

Entering Expense Items with Foreign Currencies

To create an expense item with foreign currencies:

● Once an expense sheet has been created, go to the Expense Sheet Detail page
● Click on the “add expense” link
● Enter the Date
● Select the Type of expense and enter the mileage (if applicable)
● Amount - Enter the expense amount in the foreign currency
● Currency - Select the foreign currency used for the expense item in the pop-down list
● Rate - The exchange rate can be entered manually (the rate of exchanging one unit of the foreign currency to the
local currency) or automatically by clicking on the rate “lookup” link. This will pop up a new window displaying the
current exchange rate between the foreign currency and your local currency. To accept the rate, click “use this
rate” (see image below) and it will be automatically entered into the Rate field
● Converted Amount – This field will be calculated automatically once the Amount and Rate fields are entered. This
amount is displayed in your local currency after applying the exchange rate.

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Select the Payment Method Enter a Description (optional) Job – select a job if applicable Bill to job – check box if
applicable Click “save” to add the expense item to the expense sheet When the Foreign Currency Expenses feature
is enabled, the Expense Sheet Detail page displays additional information. The Expense Sheet Detail page shows in
the “Payment” column the amount paid in the foreign currency and the exchange rate used for the conversion. 

How to Print Your Expense Sheet

To print an expense sheet:

● Click on the “Expense Sheets” link.

● Locate the appropriate expense sheet and click on the corresponding edit pencil icon.
● Click the “Printable version” link
● Click on the printer icon to print.

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The image below is a sample expense sheet printout.

Reviewing Expense Sheets

 If you are an approver or administrator, the Expense Sheet Review page conveniently displays all of the expense sheets
you have the permission to review.

The Expense Sheet Review page can be accessed in two ways. First, if you have expense sheets waiting for your
approval, simply click on the “# expense sheets are waiting for your approval” link upon signing in. The Expense Sheet
Review page can also be accessed by clicking on the Expenses link on the navigation bar, selecting the appropriate
options in the Expense Sheet Review section and clicking go.

In the pop-down list at the top left-hand corner, you have the ability to sort the Expense Sheet Review page to show cer-
tain groups of expense sheets (e.g. approved, rejected…). The expense sheet details for people are clearly shown with
their respective amount, creation date, current status, and pay status.

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The Expense Review page also simplifies the expenses approval process by allowing administrators and managers to per-
form various actions for a group of expense sheets. For example, if a manager wants to approve three separate expense
sheets, the manager simply checks the appropriate checkboxes for each expense sheet, selects “approve selected
expense sheets” in the pop-down list, and clicks “go.” The manager then enters a comment for the approved expense
sheets and clicks on the “approve” button. The page refreshes showing that all of the three expense sheets are
“approved.”

By clicking on the edit pencil icon of a particular expense sheet, a new window will pop-up displaying the expense sheet
summary including the person’s submission date and comments.

Expense Approvals

When people are finished recording their expenses, they submit their expense sheets for approval. Administrators and
managers have the option to approve, unapprove, or reject based on the expense sheet’s accuracy. If you have
expense sheets waiting for your approval, you will see the following screen upon signing in.

Before approving or rejecting the expense sheet, an administrator or manager can view the expense sheet’s history. At
the Expense Sheet Detail page, clicking on the “Status” will pop up a new window displaying all of the historical actions
and comments for that specific expense sheet along with their date and time.

Setting Up Expense Sheet Approvers

Administrator Permissions

All administrators can approve and reject any person’s expense sheet, even if the administrator is not specifically
selected as a person’s approver. An administrator may also override or submit any person’s expense sheet. In the Time
Entry and Approval Requirements area (located in the Person Detail page), administrators have the ability to configure
themselves as their own expense sheet approver.

Manager Permissions

In order for a manager to approve a person’s expense sheet, two different settings must be configured. First, the man-
ager must be given the permission to review expense sheets. This can be done by configuring the Managerial Per-

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missions area in the Person Detail page (see image below). If a manager is given the permission to review expenses,
he/she can also have the ability to approve expenses and/or override expenses.

Second, the manager must be specified as a particular person’s approver. All administrators and certain managers
(those with the appropriate permissions) may configure a person for expense approval. 

Waiting for Payment Notification

An email notification can be automatically sent to an administrator or manager once an expense sheet has been
approved and is waiting for payment. Instead of regularly checking the system for expense sheets awaiting payment,
this notification feature promptly notifies the administrator that an expense sheet is waiting for payment.

To select the administrator/manager who will receive the payment notification, simply go to the Company Preferences
page. In the “Timesheet and Expense Information” section, select an administrator/manager in the “notify this person
when an expense sheet is approved for payment” drop-down list. When a person is selected to be notified, he/she will
see an “expense sheets waiting for payment” link upon login. 

Configuring a User for Expense Approvals

 A person’s expense approval configuration can be edited by accessing the Person Detail page. In the Time Entry Require-
ments area, checking the “This person's expenses must be approved by” checkbox gives the person permission to sub-
mit expense sheets for approval. An expense sheet approver must then be selected from a pop-down list of all
administrators and any managers that are configured with the permission to approve expense sheets for the person’s
division or entire company. A person can be set up to approve his/her own expense sheet.

If your company requires an electronic submission of expense sheets, you must make sure that the checkbox for “This
person's expenses must be approved by” is checked and that an approver has been assigned. This permission allows a
person to submit expense sheets for approval.

If your company requires a manual submission (printed submission) of expense sheets, you do not need to check the
“This person's expenses must be approved by” checkbox. Once an expense sheet has been manually approved, you

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may locate the expense sheet in ClickTime and mark it as approved. Marking an expense sheet as “approved” prevents
it from being edited.

How to View Your Expense Sheets

The “My Expense Sheets” page conveniently displays a person’s expense sheets. To access the My Expense Sheets
page, simply click on the Expense Sheets link on the navigation bar.

In the My Expense Sheets page, a person has the ability to submit or un-submit a group of expense sheets simply by
checking the corresponding checkboxes, selecting an option in the pop-down list, and clicking “go.”

The pop-down list next to the word “Show” allows a person to sort the My Expense Sheets to show various expenses
sheets based on their approval status (Open, Waiting for Approval, Approved, Rejected). People may click on a History
icon to view the historical actions and comments for the corresponding expense sheet. If an expense sheets is marked as
“Approved” or “Waiting for Approval” it is no longer editable. A person can reset the status of an expense sheet that is
“Waiting for Approval” from un-editable to editable by un-submitting the expense sheet. Changes can then be made and
the expense sheet can be re-submitted for approval.

The reimbursable status of an expense item can now be viewed on “My Expense Sheets” page. The “total” column will dis-
play the total amount of an expense sheet, whereas the “reimbursable” column will show only how much of that total is
reimbursable money. A detailed breakdown of reimbursable expenses can be found by clicking on an Expense Sheet to
open the detail page of that expense sheet.

How to Set Default Expense Sheet Values

To make entering expenses easier and quicker, a default expense type and/or payment method can be set to frequently
entered items. To set a default payment type and/or payment method:

● Click on “My Preferences” link.

● Click on the pop-down list next to “default expense type” to choose a default expense type.
● Click on the pop-down list next to “default expense payment method” to choose a default payment method.

How to Submit an Expense Sheet for Approval

Depending on your company’s expense management policies, you may need to submit your expense sheets elec-
tronically or manually.

Electronic submission of expense sheets is completed by clicking on the “submit expense sheet for approval” button.
Once an expense sheet is submitted, the manager configured to approve the person’s expense sheet receives an email

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notifying him/her that an expense sheet is ready for approval. The manager then logs in to review the expense sheet and
has the option to approve or reject.

A manual method of submitting expense sheets is also available. Generally, the manual submission of expense sheets
involves printing the expense sheets and submitting them to the appropriate manager.

Submitting an Expense Sheet for Approval

● Click on the “submit expense sheet” link.

● A new window appears titled “Submit Expense Sheet for Approval.”
● The top of window shows the administrator/manager configured to approve the expense sheet.
● You may add comments if necessary.
● In the “CC” field, you have the option to add email addresses. You can add your own email address to keep a rec-
ord of expense sheet submissions. (Note: an email will be sent to your expense sheet approver once the “submit
for approval” button is clicked).
● Click “submit for approval” to submit the expense sheet.

Once you submit an expense sheet for approval, you will no longer be able to edit the expense sheet unless you un-sub-
mit it first. This will prevent any changes being made to an expense sheet, by its owner, while it is in “waiting for
approval” state. In other words, the creator of an expense sheet can edit his/her own expenses and comments only
when the expense sheet is in “Open” state (or status). A manager or administrator who has permission to override that
person’s expense sheet may still edit it, even if it is in “Waiting for Approval” mode. The same behavior applies to Time-
sheets. To read more about submitting timesheets for approval, please refer to the Timesheet Approvals
section of the help documentation .

Note: If you are an administrator or manager with the appropriate configurations, you may be able to submit/approve
your own expense sheet at the same time.

Unsubmitting an Expense Sheet for Approval

If you submit your expense sheet for approval and then realize that it is incorrect or incomplete, you may unsubmit the
expense sheet if it has not been approved yet. In other words, all approved expense sheets are locked and cannot be
unsubmitted.

To unsubmit an expense sheet:

● Click on the “Expense Sheets” link.

● Locate the appropriate expense sheet and click on the corresponding edit pencil icon.
● Click on the “undo approval submission” button.
● Click OK to the confirmation.

How to Approve and Undo Approval of an Expense Sheet

After a manager reviews an expense sheet and finds it to be complete, the expense sheet can be marked as “approved”
which prevents it from being edited. All approved expense sheets are locked and cannot be unsubmitted.

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Approving an Expense Sheet

1. Click on the Quick View link at the top left-hand corner of the screen.
2. Click on link displaying "# expense sheets are waiting for your approval." (see image below)
3. Select the checkboxes for the appropriate expense sheets. Make sure that you have selected "approve selected expense
sheets" in the drop-down menu, and click on the "go" button.

You can also approve each expense sheet manually by clicking on the edit pencil icon to view the expense sheet and then
clicking on the "approve this expense sheet” button. (see image below)

If an expense sheet has been marked as approved and an error is discovered, you must unapprove the expense sheet
before you are allowed to make any changes. Once an expense sheet has been approved, it is locked and cannot be
edited. An administrator can unapprove any approved expense sheet while a manager can only unapprove expense
sheets he/she personally approved.

Unapproving an Expense Sheet

● Go to the Expense Sheet Review page.

● Check the checkboxes next to the appropriate expense sheets.
● Select “unapprove selected expense sheets” from drop-down and click “go.”
● Note: You can also unapprove each expense sheet manually by clicking on the edit pencil icon to view the expense
sheet and then clicking on the "unapprove this expense sheet” button.

How to Reject an Expense Sheet

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Upon review of a submitted expense sheet, a manager can reject the expense sheet if it includes incomplete or incorrect
information.

To reject an expense sheet:

● Click on the Quick View link at the top left-hand corner of the screen.
● Click on link displaying "# expense sheets are waiting for your approval."
● Select the checkboxes for the appropriate expense sheets. Make sure that you have selected "reject selected
expense sheets" in the drop-down menu, and click on the "go" button.
● Note: You can also reject each expense sheet manually by clicking on the edit pencil icon to view the expense sheet
and then clicking on the "reject this expense sheet” button.

When an expense sheet is rejected, an email is sent to notify the person that one of his expense sheets has been
rejected. Note that once an expense sheet is rejected, the action cannot be undone. However, an administrator or man-
ager may still mark it as approved without the person re-submitting the expense sheet.

Mark an Expense Sheet as Paid or Unpaid

Once an expense sheet has been approved, an administrator or manager with the appropriate expenses permissions has
the ability to mark an expense sheet as paid.

To mark an expense sheet as paid:

● Go to the Expense Sheet Review page.

● Check the checkboxes next to the appropriate expense sheets.
● Select “mark selected expense sheets as paid” from drop-down and click “go.”

Note: Once an expense sheet has been marked as “Paid,” only an administrator can revert the status of the expense
sheet to “Unpaid.” This can be done on the Expense Sheet Detail page. Also, if a check number is entered when the
expense sheet is marked as paid, the number will be erased when the expense sheet is reverted to unpaid.

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Check the Status of an Expense Sheet

 The “My Expense Sheets” page conveniently displays a person’s available expense sheets. To access the My Expense
Sheets page, simply click on the Expense Sheets link in the navigation bar.

In the My Expense Sheets page, a person has the ability to submit or unsubmit a group of expense sheets simply by
checking the appropriate checkboxes, selecting an option in the pop-down list, and clicking “go.”

The pop-down list next to the word “Show” allows a person to sort the My Expense Sheets to show various expenses
sheets based on their approval status. People may click on a History icon to view the historical actions and comments for
the corresponding expense sheet. If an expense sheets is marked as “approved,” it is no longer editable.

Overriding Expense Sheets

An administrator or manager with the appropriate permissions may decide to override a person’s expense sheet in order
to make minor changes or to submit expense sheets on behalf of people who are sick or on vacation. The override per-
mission gives an administrator/manager the ability to override single expense items, submit the expense sheet for
approval, and unsubmit the expense sheet for approval. All of these actions are recorded accordingly in the expense
sheet’s history.

To override a person’s expense sheet:

● Click on the Expenses link in the navigation bar.

● Locate the “Override Expense Sheets” section.

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● Select the person you want to override and click on go.

● In Override mode, you may submit / unsubmit expense sheets.

Reporting on Expenses

An administrator or manager with the appropriate permissions may generate reports on expenses incurred over a period
of time. These reports provide an accurate summary of expenses sorted by person, job, or client. All reports on
expenses can be accessed by clicking on the Reports link in the navigation bar and then selecting the Expenses
category. 

You can read more about Expense reports here.

Estimates

ClickTime's Estimates feature gives a ClickTime Administrator or Manager the ability to set and compare estimated time
or billing amounts with actual time or billing amounts tracked in ClickTime's Timesheet. 

The Estimation Worksheet gives a ClickTime Administrator or Manager with permissions to edit job details a grid in which
they can view and edit estimates.

The Estimates feature in a basic job-model is free to all ClickTime accounts. If your company estimates time or billing
amounts in a different model, i.e. job by month or job by person, you may want to add the optional Advanced Job Esti-
mation Module.

If you would like to add the Advanced Job Estimation Module to your account, please contact ClickTime Sales.

Be sure to check out our Estimates Video Walk-through in our Screencast Library found here.

Estimates by Job

The basic estimation model in ClickTime is an estimate by job. If your company estimates its resources by job this will be
a useful tool for you. A ClickTime Administrator or Manager with permissions to edit job details may use this feature. For
more information on giving a manager permissions to edit job details see the help article for Managers.

Be sure to check out our Estimates Video Walk-through in our Screencast Library found here.

See "Estimates by Job" on page 176

See "Turning on Estimates by Job" on page 176
See "Changing the Estimates Model" on page 176
See "Selecting Jobs" on page 176
See "Changing the Worksheet View" on page 176
See "Estimates Options" on page 177
See "Editing Estimates" on page 177
See "Exporting to Excel" on page 177
See "Estimates Dashboard" on page 177

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Estimates by Job
To begin using this model click on the link to Estimates in the navigation menu. The estimation grid will open with your
estimated values next to your actual values for all active jobs.

Turning on Estimates by Job

In order to begin using the Advanced Job Estimates module you must have the box next to "enable job estimation fea-
tures" checked in your General Company Information area of your company preferences. Find your account's company
preferences from the Company Tab by clicking on "Preferences" in the navigation menu.

Changing the Estimates Model

From the Job Estimation area of the company preferences a ClickTime Administrator may change the value of estimation
from hours to amount billed. Find this preference from the Company Tab by clicking on "Preferences" in the navigation
menu.

Selecting Jobs
To change what jobs are visible in the worksheet click the first drop-down on the upper left hand side of the worksheet.
Clicking on "Active Jobs" will load the worksheet with all of your active jobs excluding any jobs that are marked as inac-
tive. Clicking on "Actual exceeds Estimate" will load the worksheet with jobs whose actual total is greater than the esti-
mate. Clicking on "Specific Jobs..." will pop-up a filter tool which will allow you to select your jobs by a number of different
criteria.

The criteria available for filtering your jobs varies based on your company preferences. Some of the ways to reduce the
number of jobs in the worksheet include but are not limited to:
● Filtering the jobs in your worksheet by active or inactive jobs
● Selecting jobs by their association to a client
● Selecting jobs by whether or not they are marked billable.

You may also use the search feature on the job tab of the pop-up to look for a specific job, job number or client. Addi-
tionally, from the client tab of the pop-up you can search for a specific client. Check the box at the far left next to the jobs
or clients you would like to add to your worksheet and click the "Apply to Worksheet" button to load your worksheet with
your specific jobs.

**Note: The Estimations Worksheet will display a maximum of 500 rows.

Changing the Worksheet View

The Estimates Worksheet will show your jobs in a number of different views. The pop-down menu to the right of the
project filter pop-down will allow you to change these views. The different views available are:
● Estimate & Actual - This view will show the actual hours worked tracked in ClickTime's timesheet next to the esti-
mated hours.
● Actual View - This view will show the actual hours worked tracked in ClickTime's timesheet.
● Estimate View (Editable) - This view allows you to enter or edit the estimates for your jobs. Be sure to click the box
to the right to "Allow Editing."

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Estimates Options
The Estimates Worksheet will automatically save your work every 10 seconds after an edit has been made. If you would
like to turn the auto-save feature off click on the "cog" icon for the options pop-down at the upper right of the worksheet
and un-check the "Auto-saving" box.

If you click on the "cog" icon for the options pop-down you will find the option "Highlighting - Actual Exceeds Estimate."
Checking this option will highlight any estimates that are less than your actual, if you are in the "Estimate View," or any
actual values that are greater than your estimates if you are using the "Actual View" or the "Estimate & Actual View."

Editing Estimates
To edit your estimates set the worksheet view to "Estimate View (Editable)" and check the box next to "Allow editing."
Enter estimate for your job directly into its corresponding cell. Much like the ClickTime timesheet, you must save your
changes. After editing an estimate you may notice the upper left corner of an estimate cell turns red. This is a reminder
that this has been edited but not saved.

If auto-save is turned on and you have edited an estimate and you are idle for seven seconds you will see a notification
countdown the last three seconds before your worksheet automatically saves itself. To turn off auto-save click on the
"cog" icon for the options pop-down at the upper right of the worksheet and un-check the "Auto-saving" box.

If you are on the "Estimate View (Editable)" and you are still unable to edit, double check that the box next to "Allow Edit-
ing" has been checked.

Exporting to Excel
If you would like to export your worksheet to Excel, from any Estimates view, click the icon in the upper right of the work-
sheet to export to excel. Allow the pop-up and choose to open the file in excel.

**Note: Only the current worksheet page is exported to excel.

Estimates Dashboard
If you are a ClickTime Administrator or a Manager with permissions to edit job details and your company uses Job Esti-
mation or the Advanced Job Estimation Module you will find the Estimates Dashboard on the Quick View Page of Click-
Time. For more information on how to turn on the Job Estimation feature see Turning on Estimates by Job.

Reading the Estimates Dashboard is very straightforward. Estimates will display in gray until there is worked time. As
your company approaches the estimate the bar turns green. A green bar with no gray has achieved the estimate and the
bar will turn red as it moves to the right and your time or amount billed exceed your estimate.

The estimation dashboard x-axis displays the company estimation units in either hours worked or amount billed. The esti-
mation dashboard graph y-axis displays the company estimate items and lists up to 8 items. The items are listed by the
percentage of estimate complete, with higher percentages bubbling to the top. To view more items you can click the
arrow icon in the upper right hand of the dashboard will open the Estimates Dashboard in a pop-up lightbox.

To view more detail on an estimate click on the estimate bar and a tool-tip will pop in which displays your actual and esti-
mated values as well as an estimate's percentage of the actual. Click "see in worksheet" to be taken to the Estimates
worksheet.

Hovering over the estimation dashboard title displays a tool-tip with the following text: "Go to estimation worksheet."

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The dashboard title links to the estimation worksheet.

Advanced Job Estimation Module

If your company estimates time or amount billed in a different model, i.e. job by month or job by person, you may want
to add the optional Advanced Job Estimation Module. If you would like to add the Advanced Job Estimation module to
your account, please contact ClickTime Sales. A ClickTime Administrator or Manager with permissions to edit job details
may use the Advanced Job Estimation Module. For more information on giving a manager permissions to edit job details
see the help article for Managers

Be sure to check out our Estimates Video Walk-through in our Screencast Library found here.

See "Turning on Estimates by Job" on page 178

See "Changing the Estimates Model" on page 178
See "Job by Month" on page 178
See "Job by Person" on page 178
See "Hours or Billing Amounts" on page 179
See "Selecting Jobs" on page 179
See "Sorting the Worksheet" on page 179
See "Changing the Worksheet View" on page 179
See "Estimates Options" on page 179
See "Editing Estimates" on page 180
See "Exporting to Excel" on page 180
See "Estimates Dashboard" on page 180

Turning on Estimates by Job

In order to begin using the Advanced Job Estimates module you must have the box next to "enable job estimation fea-
tures" checked in your General Company Information area of your company preferences. Find your account's company
preferences from the Company Tab by clicking on "Preferences" in the navigation menu.

Changing the Estimates Model

From the Job Estimation area of the company preferences a ClickTime Administrator may change the Estimation Model
and the value of estimation.

Job by Month

Selecting the "Job by Month" model allows you to estimate hours or billing amounts by job by month in the estimates
worksheet. In this model your estimates worksheet will have jobs as rows and months as columns. You will have an addi-
tional date-range picker in the upper left of the worksheet that will allow you to pick which months appear as columns in
your worksheet.

Job by Person

Selecting the "Job by Person" model allows you to estimate hours or billing amounts by job by person in the estimates
worksheet. In this model your estimates worksheet will have jobs as rows and people as columns. You will have an addi-
tional person picker in the upper left of the worksheet that will allow you to pick which people appear as columns in your
worksheet.

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If you open the "specific people" picker and select by Division and click "apply to worksheet" your worksheet will load in
alphabetical order from left to right. However, if you open the "specific people" picker and pick by person, the worksheet
will load with your people sorted by the order that you picked them.

Hours or Billing Amounts

In the company preferences you will find the setting to change whether your estimates will be in hours or billing amounts.
To estimate in billing amounts you must have checked the option to use ClickTime's billing features in the General Com-
pany Information area of your company preferences.

Selecting Jobs
To change what jobs are visible in the worksheet click the first drop-down on the upper left hand side of the worksheet.
Clicking on "Active Jobs" will rewrite the worksheet with all of your active jobs excluding any jobs that are marked as inac-
tive. Clicking on "Actual > Estimate" will rewrite the worksheet with those jobs that have a total Actual worked hours
greater than your estimate. Clicking on "Specific Jobs..." will pop-up a filter tool which will allow you to select your jobs by
a number of different criteria.

The criteria available for filtering your jobs varies based on your company preferences. Some of the ways to reduce the
number of jobs in the worksheet include but are not limited to:
● Filtering the jobs in your worksheet by active or inactive jobs
● Selecting jobs by their association to a client
● Selecting jobs by wether or not they are marked billable.
● Sorting jobs by client name, job number, or job name.
You may also use the search feature on the job tab of the pop-up to look for a specific job, job number or client. Or, from
the client tab of the pop-up you can search for a specific client. Check the box at the far left next to the jobs or clients you
would like to add to your worksheet and click the "Apply to Worksheet" button to re-write your worksheet with your spe-
cific jobs.

**Note: The Estimations Worksheet will display a maximum of 500 rows.

Sorting the Worksheet

Clicking on any of the field headers, "Client name," "Job Number," or "Job Name" will sort by that column. Clicking the
field header again will reverse sort the column.

Changing the Worksheet View

The Estimates Worksheet will show your jobs in a number of different views. The pop-down menu to the right of the
project filter pop-down will allow you to change these views. The different views available are:
● Estimate & Actual - This view will show the actual hours worked tracked in ClickTime's timesheet next to the esti-
mated hours.
● Actual View - This view will show the actual hours worked tracked in ClickTime's timesheet.
● Estimate View (Editable) - This view allows you to enter or edit the estimates for your jobs. Be sure to click the box
to the right to "Allow Editing."

Estimates Options
The Estimates Worksheet will automatically save your work every 10 seconds after an edit has been made. If you would
like to turn the auto-save feature off click on the "cog" icon for the options pop-down at the upper right of the worksheet

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and un-check the box.

If you click on the "cog" icon for the options pop-down you will find the option "Actual > Estimate Shading." Checking this
option will highlight any estimates that are less than your actual, if you are in the "Estimate View," or any actual values
that are greater than your estimates if you are using the "Actual View" or the "Estimate & Actual View."

Editing Estimates
To edit your estimates set the worksheet view to "Estimate View (Editable)" and check the box next to "Allow editing."
Enter your estimate for your job directly into its corresponding cell. Much like the ClickTime timesheet, you must save
your changes. After editing an estimate you may notice the upper left corner of an estimate cell turns red. This is a
reminder that this cell has not been saved.

If auto-save is turned on and you have edited an estimate and you are idle for seven seconds you will see a notification
countdown the last three seconds before your worksheet automatically saves itself. To turn off auto-save click on the
"cog" icon for the options pop-down at the upper right of the worksheet and un-check the box.

If you are on the "Estimate View (Editable)" and you are still unable to edit, double check that the box next to "Allow Edit-
ing" has been checked.

Exporting to Excel
If you would like to export your worksheet to Excel, from any Estimates view, click the icon in the upper right of the work-
sheet to export to excel. Allow the pop-up and choose to open the file in excel.

Estimates Dashboard
If you are a ClickTime Administrator or a Manager with permissions to edit job details and your company uses Job Esti-
mation or the Advanced Job Estimation Module you will find the Estimates Dashboard on the Quick View Page of Click-
Time. For more information on how to turn on the Job Estimation feature see above or read the help article on Estimates
by Job.

Reading the Estimates Dashboard is very straightforward. Estimates will display in gray until there is worked time. As
your company approaches the estimate the bar turns green. A green bar with no gray has achieved the estimate and the
bar will turn red as it moves to the right and your time or amount billed exceed your estimate.

The estimation dashboard x-axis displays the company estimation units in either hours worked or amount billed. The esti-
mation dashboard graph y-axis displays the company estimate items and lists up to 8 items. The items are listed by the
percentage of estimate complete, with higher percentages bubbling to the top. To view more items you can click the
arrow icon in the upper right hand of the dashboard will open the Estimates Dashboard in a pop-up lightbox.

To view more detail on an estimate click on the estimate bar and a tool-tip will pop in which displays your actual and esti-
mated values as well as an estimate's percentage of the actual. Click "see in worksheet" to be taken to the Estimates
worksheet.

Hovering over the estimation dashboard title displays a tool-tip with the following text: "Go to estimation worksheet."
The dashboard title links to the estimation worksheet.

Reports

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Available Reports

Click on the Reports tab. You will see that the reports are organized by People, Task, Job, Client, Expense and Mis-
cellaneous reports. The best way to start learning which reports work best for you is by viewing the report previews and
running test reports.

Currently, we offer 40+ reports including data export. If you don't see all 40+ options, you probably have the Basic fea-
ture set of ClickTime. If you would like access to all reports, please contact ClickTime Sales to upgrade your account.

If we do not offer a report that you would like to see, email ClickTime Professional Services with a detailed explanation of
the report you would like to see.

My Favorite Reports

In the image above, you probably noticed the “My Favorite Reports” section. This is a customizable section, to which you
can add the reports that you use most frequently. To add reports to your Favorites section, click on the report you want
to add, check mark the “one of my favorites” box (see image below) and continue to run the report. Next time you go to
your reports section, you will see the report in the Favorites section.

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In the following topics you can read more about all the  reports currently offered by ClickTime.

People Reports
ClickTime has a series of reports that have people as main reporting item. Go to Company > Reports and click on the
“People” report category. You will see the following list of reports:

See "Horizontal Timesheet" on page 182

See "Vertical Timesheet" on page 182
See "Task Summary" on page 182
See "Billable and Non-Billable Time Comparison" on page 182
See "Billing Summary with Client Detail" on page 182
See "Job and Task Summary" on page 182
See "Summary by Client" on page 182
See "Time Off and Accrual Detail (Excel)" on page 183
See "Time Off and Accrual Summary (Excel)" on page 183

Horizontal Timesheet

Useful for manager approval and a 16-day view of time allocation for specified employees. Shows breakdown of dates,
jobs, time, and comments.

Vertical Timesheet

Useful for manager approval. Shows a complete breakdown of dates, hours (including start and end times), jobs, tasks,
and comments. Maximum date range is one year.

Task Summary

Useful for a quick overview of each employee's time allocation to all tasks. Provides cumulative hours only.

Billable and Non-Billable Time Comparison

Useful for a comparison of billable and non-billable hours completed by each employee.

Billing Summary with Client Detail

Useful for viewing the billable and non-billable hours and associated rates by each person. Also provides a breakdown of
each person's hours by client.

Job and Task Summary

Useful for a quick overview of an employee's cumulative hours as well as the breakdown of time by jobs and tasks.

Summary by Client

Useful for a quick overview of an employee's cumulative hours as well as the percentage breakdown of time by client.

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Time Off and Accrual Detail (Excel)

Provides a detailed breakdown of all time off taken and accrued for specified people. Also provides the current balance
for each person and leave type (type of non-worked time).

Time Off and Accrual Summary (Excel)

Provides a summary of the current time off balances for specified people.

Client Reports
ClickTime has a series of reports that have clients as main reporting item. Go to Company > Reports and click on the
“Clients” report category. You will see the following list of reports:

See "Job Summary" on page 183

See "Detail By Employee" on page 183
See "Job, Employee and Task Summary" on page 183
See "Job, Person and Task Summary with Costs" on page 184
See "Client Billing Summary" on page 184
See "Billing Summary with Person Detail" on page 184
See "Employee Summary" on page 184
See "Job and Task Summary with Employee Detail" on page 184
See "Job and Task Summary with Comments" on page 184
See "Job, Task and Person Summary with Comments" on page 184
See "Client Billing – Job and Task Summary" on page 184
See "Client Billing – Jobs, Tasks & Costs" on page 184
See "Billing Detail By Person" on page 184
See "Profitability Summary" on page 184
See "Job and Division Summary" on page 185
See "Job, Division and Person Summary " on page 185
See "Job Summary with Comments" on page 185
See "Client Invoice (Excel)" on page 185

Job Summary

Useful for a quick overview of time allocation to specified clients. Provides a breakdown by job, and time is provided in
cumulative hours.

Detail By Employee

Useful for a detailed breakdown of all time entered for a specified client. Provides time allocation by job, employee, and
tasks.

Job, Employee and Task Summary

Useful for determining the billable hours and rates for specified clients. Provides detail of hours completed by each
employee.

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Job, Person and Task Summary with Costs

Useful for determining the billable hours, costs and rates for specified clients. Provides detail of hours completed by each
person.

Client Billing Summary

Useful for determining the billable hours and rates for specified clients.

Billing Summary with Person Detail

Useful for determining the billable hours and rates for specified clients. Also provides a breakdown by person for each
client.

Employee Summary

Useful for a quick overview of time allocation to specified clients. Provides a breakdown by employee with time provided
in cumulative hours as well as percentage breakdowns.

Job and Task Summary with Employee Detail

Useful for determining the billable hours and rates for specified clients. Provides summarization of tasks for each job and
the detail of hours completed by each employee.

Job and Task Summary with Comments

Useful for a detailed breakdown of all time entered for a specified client. Summarizes time by job and task.

Job, Task and Person Summary with Comments

Useful for a detailed breakdown of all time entered for a specified client. Summarizes time by job, task and person.

Client Billing – Job and Task Summary

Useful for determining the billable hours and amounts for specified clients. Provides summarization of tasks for each job.

Client Billing – Jobs, Tasks & Costs

Useful for determining the billable hours, costs and billing amounts for specified clients. Provides summarization of tasks
for each job.

Billing Detail By Person

Useful for determining the billable hours and rates for specified clients. Provides detail of hours completed by each per-
son.

Profitability Summary

Useful for determining the total hours, estimated costs, billing amounts and profit for specified clients. Provides detail of
hours completed by each person.

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Job and Division Summary

(Note: Report available only to Corporate accounts)

Useful for determining the billable hours and rates for specified clients. Provides detail of hours completed by each
division. Only time for people associated with a division will appear in this report.

Job, Division and Person Summary

(Note: Report available only to Corporate accounts)

Useful for determining the billable hours for specified clients. Provides detail of hours completed by each division and per-
son.

Job Summary with Comments

Useful for a detailed breakdown of all time entered for a specified client. Summarizes time by job.

Client Invoice (Excel)

This report allows you to create an invoice showing the hours and amounts for specified clients or jobs. It provides a sum-
marization for each job and displays the date, comment, hours and billable amount for each time entry. It is rec-
ommended to select only billable time when using this report.
To learn more about how to configure your ClickTime account in order to generate client invoice reports, please refer to
the Generating Client Invoices help topic.

Generating Client Invoices

See "Overview" on page 185

See "Availability" on page 185
See "Invoice Components" on page 185
See "Configuring Custom Fields" on page 186
See "Running Invoice Reports " on page 188
See "Best Practices" on page 189

Overview
The Client Invoice report can be found in the Client Reports category and it exports directly to a multi-tabbed Excel
spreadsheet. This report allows you to create an invoice showing the hours and amounts for specified clients or jobs. It
provides a summarization for each job and displays the date, comment, hours and billable amount for each time entry. It
is recommended to select only billable time when using this report.

Availability
Depending on the security permissions given to employees, this report is available to Administrators and Managers. Bill-
ing rates will be shown to a Manager only if he has permission to see them.

Invoice Components
This report generates one invoice per client for the specified date range. The report can be run for one or multiple clients
at a time. The generated Excel workbook will contain one worksheet for each client selected. Each worksheet will have its
own invoice number, based on the starting invoice number entered on the picker page. (For more info, please read the
"Running Invoice Reports" section below.)

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Each individual worksheet/invoice has the following components:

Invoice Header
● Company Name - will always be displayed
● Company Address - optional; depends on custom field configuration
● The word "INVOICE" - right-aligned
(Note: The invoice header is visible only on the printed document.)

Invoice Body
● Custom title - optional; allows for messages to be inserted at the top of the invoice (e.g. Reminder, Terms: Net 30
or Please Pay Promptly).
● Client's name and address - optional; depends on custom fields configuration
● Invoice Date - the day on which the report is run
● Invoice Number - optional; based on starting invoice number entered on the picker page
● Invoice Date Range - based on the date range selected on the picker page
● Invoice summary
● Invoice details - displays a breakdown by job

Invoice Footer
● Page numbering
(Note: The invoice footer is visible only on the printed document.)

Configuring Custom Fields

There are two sets of custom fields that must be configured, in order for the Invoice report to display all the components
described above. None of these custom fields are required, and the report will work properly, even if they are not con-
figured, or are left blank. To learn more about custom field configuration, please refer to the Custom Fields help topic
within the Company Preferences section.

Company Address Custom Fields

You can add up to 6 custom fields associated with the Company preferences page, that will be displayed in the invoice
Header. The new custom fields must be configured exactly as shown in the figure below, for them to be included in the
report properly. When creating any of these custom fields, it is very important to use the same Custom Field Name, Type
and Association as shown in the image below. You may change the Display Name to something else.

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Once you have created these fields, go back to Preferences (the first link under the Company Preferences section; as
shown in the image above) and enter your company's address. You don't need a field for your company's name, as this
will be automatically inserted in the invoice header.

The screenshot below shows how the custom fields would look like on the Company Preferences page:

Client Address Custom Fields

You can add up to 8 custom fields associated with the Client Detail page, that will be displayed in the invoice body. The
new custom fields must be configured as shown in the figure below for them to be included in the report properly. When
creating any of these custom fields, it is very important to use the same Custom Field Name, Type and Association as
shown in the image below. You may change the Display Name to something else.

The screenshot below shows how the custom fields would look like on the Client Detail page:

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(Note: The invoice will display the Billing Contact Name and Billing Contact Title before the address fields.)

Once you set up these custom fields, you can go enter the billing information for all your clients. Simply go to the Clients
list and click on a client name to open the Client Detail page. If you leave these fields blank for a client, the invoice that
will be generated for that client will display only the client's name.

Running Invoice Reports

To run this report, go to Reports > Client Reports and click on the Client Invoice (Excel) report. The following page con-
tains pickers that allow you to specify what data you want to run in the report. The following pickers are available for this
report:

● Custom Title: optional; allows for messages to be inserted at the top of the invoice (e.g. Reminder, Terms: Net 30
or Please Pay Promptly). You may leave this field blank if you would like to leave your invoices without a title.
● Time Frame Selector: The date range that you select here will define the data included in the invoices, as well as
the Invoice Date Range, which will be printed on the invoice.
● Billable Selector: Allows you to select all, billable or non-billable jobs
● Starting Invoice Number: In this field you can enter any number, which will be considered the starting invoice
number. If, for instance you entered #00001 and you ran the report for only one client, the number #00001 will be
the invoice number for that client. If you run the report for 3 clients, the report will automatically count the following
invoice numbers (e.g. #00002 and #00003) for the second and third clients. (Note: ClickTime is not meant to be
used as an accounting package software, therefore the invoice numbers are not stored anywhere in our sys-
tem. It is your responsibility to make sure you will not repeat invoice numbers when you generate another
batch of invoices.)
● Select by Approval Status: If your account opted for the Timesheet Approvals module, you may be able to specify
what type of time entries to include on the invoice: all time; only approved or locked time; not locked/not approved
time. If you don't have the Timesheet Approvals module, you can still use this picker to distinguish between
locked/not locked time.

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● Label the time entries used on the invoice using the "Mark exported entries as" selector. This is optional. You must
create Labels first before you can apply them to a report. For example, for this particular type of report you could
create a label called "Invoiced" and apply it every time you create new invoices.
● Exclude time entries from the invoice, that have already been marked with a label when you previously used this
report to create invoices. For example, if you have a label called "Invoiced", you may want to exclude all time
entries that have already been marked with this label, in order to avoid invoicing your clients twice for the same
work.
● Clients/Jobs Selector: this picker allows you to choose the clients you want to generate invoices for. You also have
the options to select only specific jobs for a client. For instance, let's say you are working on 3 jobs for the same
client, but only two of them are ready to be billed. By using the job picker, you can select only those two jobs, leav-
ing the third job to be billed at a later time.

Best Practices
Since ClickTime is not geared to be or replace robust accounting software, such as QuickBooks, using ClickTime for client
invoicing purposes involves some extra user training and awareness. Below are some basic "best practice" guidelines,
that will assist you in optimizing the use of the client invoicing functionality:

● Create Invoices for Locked or Approved Time Entries: We recommend generating invoices only for time entries
that have already been locked or approved. This will prevent any changes being made to time entries within a time
frame for which an invoice has already been created, thus leading to inaccuracies in your client billing records.
● Save The Invoice Files You Generated: We do not save the invoices that you generate. Therefore, you should
make a habit of saving the Excel worksheets that contain the invoices you previously generated. The filenames of
the generated invoices are such that if you store them in the same folder, they will automatically sort in chron-
ological order, making it easier for you to find them at a later time.
● Keep Printed Records / Backup Your Files: We also recommend you keep printed records of your invoices or make
sure you have backups of the invoice data stored on your machine. We have no way of retrieving those invoices for
you.
● Large Excel Files: For each client selected you will get a separate invoice in its own Excel worksheet within the
same Excel workbook. This makes batch-invoice generation and printing much easier. An Excel document can han-
dle more than 500 worksheets, however it may be slow when you open or save it. If you notice this kind of behavior
when you open an invoice report, try running the same report for fewer clients.
● Invoice Mailing: The default format of this invoice, printed on Letter-sized paper (without making modifications to
the layout after you generated the report) is designed to fit in a #9 double window Regular Business Envelope. The
#9 Envelope (3 7/8" x 8 7/8") is the standard envelope size used for all commercial business needs.

Known Issues
● Mac users: you must have MS Office 2004 or newer, in order for the Client Invoice Report to work properly.
● Mac and PC users: if you have clients with more than 150 jobs/projects, the Excel report will not be generated prop-
erly for those clients. This issue occurs in Office versions prior to MS Office 2007.

Job Breakdown Report

See "Overview " on page 190

See "Availability " on page 190
See "General Guidelines " on page 190

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Overview
This report is useful for determining the billable hours and amounts for specified clients with a breakdown by job. You can
drill-down further into each job to see details for each sub-level.

Availability
This feature is only available to accounts that have enabled the Multiple Job Levels Module. For more information on how
to activate this optional module in your account, please contact one of our sales representatives at ClickTime Sales.

General Guidelines
Go to Company > Reports > Client and select Job Breakdown to access this report. Once you have selected the report,
click the “Use this Report” button above the preview picture on the right hand side of the page. Select what you want to
include in your report and click on “Continue.” A report similar to the following should show up on your screen:

You can drill-down further to view more details about a client, such as all the jobs and their multiple breakdown levels by
clicking on “details…” to its right.

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Job Reports

ClickTime has a series of reports that have jobs as main reporting item. Go to Company > Reports and click on the “Jobs”
report category. You will see the following list of reports:

See "Job Summary" on page 191

See "Time Allocation by Employee" on page 191
See "Detail By Employee" on page 191
See "Employee and Task Summary" on page 191
See "Person and Task Summary with Costs" on page 191
See "Person and Task Summary with Costs" on page 191
See "Job Estimate Comparison" on page 191
See "Task Summary" on page 191
See "Billing Detail By Person" on page 192
See "Profitability Summary" on page 192
See "Client and Job Summary with Comments" on page 192
See "Division Summary by Week (Excel)" on page 192

Job Summary

Useful for determining time allocation to jobs only. Provides cumulative hours.

Time Allocation by Employee

Useful for comparing the percentage of time each employee applied towards a specified job.

Detail By Employee

Useful for a detailed breakdown of all time entered for a specified job. Provides time allocation by job, employee, and
tasks.

Employee and Task Summary

Useful for determining the billable hours and rates for specified jobs. Provides detail of hours completed by each
employee.

Person and Task Summary with Costs

Useful for determining the billable hours, costs and rates for specified jobs. Provides detail of hours completed by each
person.

Job Estimate Comparison

Useful for comparing time allocation vs. estimated amounts for jobs only. Provides cumulative hours.

Task Summary

Useful for determining cumulative time allocation to all tasks completed under specified jobs.

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Billing Detail By Person

Useful for determining the billable hours and rates for specified jobs. Provides detail of hours completed by each person.

Profitability Summary

Useful for determining the total hours, estimated costs, billing amounts and profit for specified jobs. Provides detail of
hours completed by each person.

Client and Job Summary with Comments

Useful for a detailed breakdown of all time entered for a specified job. Also summarizes time by client.

Division Summary by Week (Excel)

(Note: Report available only to Corporate accounts)

Useful for viewing the hours for specified jobs by week. Also provides a breakdown of each division's hours by week.

Task Reports

ClickTime has a series of reports that have tasks as main reporting item. Go to Company > Reports and click on the
“Tasks” report category. You will see the following list of reports:

Detail By Employee

Useful for a detailed breakdown of all time entered for a specified task. Provides time allocation by all employees and
jobs.

Task Summary

Useful for determining time allocation to tasks only. Provides cumulative hours.

Expense Reports

ClickTime has a series of reports that report by expenses. Go to Company > Reports and click on the “Expenses” report
category. You will see the following list of reports:

See "Expense Sheet" on page 193

See "Expense Summary by Client and Job" on page 193
See "Expense Job and Person Summary" on page 193
See "Job and Person Summary with Expense Detail" on page 193
See "Expense Type Summary (Excel)" on page 193
See "Expense Export" on page 193
See "Mileage Summary (Excel)" on page 193
See "QuickBooks Reimbursable Expense Export (beta)" on page 193

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Expense Sheet

Useful for manager approval and expense allocation for specified people. Shows breakdown of dates, jobs, expense
amounts, and comments.

Expense Summary by Client and Job

Useful for a quick overview of expenses for specified clients or jobs. Provides a breakdown by job. Expenses are shown
cumulatively.

Expense Job and Person Summary

Useful for determining the expenses for specified jobs or clients. Provides detail of expenses by each person.

Job and Person Summary with Expense Detail

Useful for determining the expenses for specified jobs or clients. Provides detail of expenses by each person and
expense type.

Expense Type Summary (Excel)

Useful for a quick overview of expenses for specified types of expenses. Expenses are shown cumulatively.

Expense Export

Useful for accounting purposes and gives you the ability to manipulate the data for your own records. It includes the reim-
bursable status associated with each expense. Exports to a text document. Allows you to label exported expenses, to pre-
vent export of data that has already been exported. Read How to Apply Labels to learn more about labeling reports.

Mileage Summary (Excel)

Useful for determining the mileage expenses for specified people.

QuickBooks Reimbursable Expense Export (beta)

(Note: report viewable only by companies that selected QuickBooks as accounting application on the Company Pref-
erences page)
Useful for exporting your reimbursable expense data to QuickBooks (U.S. versions only) for reimbursing employees and
billing purposes. Allows you to label exported expenses, to prevent export of data that has already been exported. Read
How to Apply Labels to learn more about labeling reports.

Miscellaneous Reports
The Miscellaneous reports category contains an array of data export reports, in various file formats (plain text, Excel,
XML, iif) and for different purposes, such as integration with other software or further data manipulations. Following is a
list of all the reports included in the Miscellaneous category:

See "Data Export (XML)" on page 219

See "Data Export (text only)" on page 219
See "Data Export (Excel)" on page 219
See "Data Export by Person (Excel)" on page 219

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See "Data Export by Client (Excel)" on page 219

See "Data Export by Job (Excel)" on page 219
See "Data Export by Task (Excel)" on page 219
See "Data Export by Leave Type" on page 219
See "Customizable Data Export" on page 219
See "QuickBooks Time Export" on page 220
See "QuickBooks Invoice Export" on page 221
See "Rate Card" on page 221
See "Export People List" on page 221
See "Export Job List" on page 221
See "Export Client List" on page 221
See "Export Division List" on page 221
See "Export Task List" on page 221
See "Timesheet Approvals Configuration" on page 221
See "Audit Log (Excel)" on page 221

Data Export (XML)

Useful for accounting purposes and gives you the ability to manipulate the data for your own records. Exports to an XML
document.

Data Export (text only)

Useful for accounting purposes and gives you the ability to manipulate the data for your own records. Exports to a text
document.

Data Export (Excel)

Useful for accounting purposes and gives you the ability to manipulate the data for your own records. Exports to an Excel
document.

Data Export by Person (Excel)

Useful for accounting purposes and gives you the ability to manipulate the data for your own records. Allows you to select
specific people whose data you want to export to an Excel document.

Data Export by Client (Excel)

Useful for accounting purposes and gives you the ability to manipulate the data for your own records. Allows you to select
specific clients whose data you want to export to an Excel document.

Data Export by Job (Excel)

Useful for accounting purposes and gives you the ability to manipulate the data for your own records. Allows you to select
specific jobs whose data you want to export to an Excel document.

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Data Export by Task (Excel)

Useful for accounting purposes and gives you the ability to manipulate the data for your own records. Allows you to select
specific tasks whose data you want to export to an Excel document.

Data Export by Leave Type

Useful for accounting purposes and gives you the ability to manipulate the data for your own records. Allows you to select
specific leave types whose data you want to export to an Excel document.

Customizable Data Export

Gives you the ability to specify which information to include when exporting time data. Exports to a tab-delimited text doc-
ument.

QuickBooks Time Export

(Note: report viewable only by companies that selected QuickBooks as accounting application on the Company Pref-
erences page)
Export your time data to QuickBooks (U.S. versions only) for accounting purposes. (Note that billing rate information is
not exported. Enter this information into QuickBooks.) All employees' time will be exported for the date range you select.

If you want to include class information on your QuickBooks time exports, simply attach a custom field to the item that
corresponds to your classes.
Go to Company > Preferences > Custom Fields and create a new custom field as shown in the image below. The custom
field name must be "QB_Export_Class" . The display name can be anything you want. In the example screenshot below,
the display name chosen was "Office" with "Person" association. The custom field type must be "pop-down". The asso-
ciation can be anything on the offered menu: Client, Job, Task, Person, Division or Company.

The items you enter in the pop-down list must be up to 30 characters, or else they will be truncated to 30 characters dur-
ing the export.

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NOTE: It's important to have only one "QB_Export_Class" custom field in use, to avoid confusion as to which one will be
attached to time entries in the QuickBooks Time Export report. When you export data to QuickBooks, the Class infor-
mation will be exported in a new column having the header PROJ. Each time entry row will be marked with the cor-
responding class information.

e.g. According to the example image above, if John is in the San Francisco office, meaning San Francisco has been
selected in the custom field Office on his Employee Detail Page, then all time entries made by John will be marked with
"San Francisco" in the QuickBooks Time Export report.

The Class information is not exported in the QuickBooks Invoice Export or any other report or export in ClickTime.

QuickBooks Invoice Export

(Note: report viewable only by companies that selected QuickBooks as accounting application on the Company Pref-
erences page)
Useful for exporting your data to QuickBooks (U.S. versions only) for invoicing purposes.

Rate Card

Lists all of your billing rates in one Excel file. Helpful for managing your billing rates and providing rates to customers.

Export People List

Exports your list of people to a tab-delimited text file. Use this data in your other accounting or HR software, or for admin-
istrative purposes.

Export Job List

Exports your job list to a tab-delimited text file. Use this data in your other accounting or HR software, or for admin-
istrative purposes.

Export Client List

Exports your client list to a tab-delimited text file. Use this data in your other accounting or HR software, or for admin-
istrative purposes.

Export Division List

(Note: Report available only to Corporate accounts)

Exports your division list to a tab-delimited text file. Useful for accounting and administrative purposes. Gives you the
ability to manipulate the data for your own records.

Export Task List

Exports your task list to a tab-delimited text file. Use this data in your other accounting or HR software, or for admin-
istrative purposes.

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Timesheet Approvals Configuration

(Note: report viewable only by companies that have access to the Timesheet Approvals optional module. Contact
ClickTime Sales to find out more about this module.)
Lists all of your timesheet approval settings in one comma-separated file which can be easily viewed in Excel. Helpful for
managing your timesheet approval settings.

Audit Log (Excel)

(Note: report viewable only by companies that enabled audit logging on the Company Preferences page under Secu-
rity Settings)
Provides a complete audit log for the date range specified, in Excel format. Because generating this report may take
some time, a link to the report will be emailed to you when it is complete.

Enhanced Reports

ClickTime's Enhanced Reports allow account administrators and managers to create their own reports that meet their
companies' specific needs. The Enhanced Reports can be easily found by going to Company and then clicking on the
Reports tab underneath. The Enhanced Reports category have their own section on the right side of the report menu.

Report Builder

The Report Builder is a useful tool for creating complex custom reports on the fly. It allows administrators to prepare and
export data from their ClickTime account in their desired format, be it a table, a chart or a graph. There are many ways
to manipulate your data, in order to obtain the right results. If you would like to read more about how to use the Report
Builder, please follow the links below.

Customizable Data Export

This report allows you to select what fields in ClickTime you want exported for integration with other software or for fur-
ther data manipulation. This report has a Simple and Advanced mode. It exports to a tab-delimited text document which

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can then be further processed in Excel or imported in various payroll or accounting software. If you would like to read
more about how to use the Customizable Data Export, please follow the links below.

Report Builder

The report builder enables you to create your own custom reports using multiple filters, sorting options, subtotals, charts,
graphs and other advanced tools.

See "How to create a new report" on page 198

See "Understanding the Report Builder Menu" on page 198
See "Formula Help" on page 204
See "How to edit existing reports" on page 205
See "How to save a report as a new report" on page 205
See "How to delete reports" on page 206
See "How to re-arrange listing order" on page 206

How to create a new report

To create a new report, go to the “Reports” section by clicking “Reports” under the “Company” tab and click on the “Run
Report Builder” link in the “Enhanced Reports” section. Clicking on any button on the Report Builder toolbar (see image
below) will open a contextual work field for that particular icon. You may have as many icons open at the same time as
you want.

After adding filters, sorting options, subtotals, charts, graphs and other advanced tools you want to the report, click on
the “save as” button.

Understanding the Report Builder Menu

Below is a step-by-step description of how to create a new report using the Report Builder. Every icon on the Report
Builder main menu is described in great detail.

Add Formula Column

When you open the Report Builder to create a new report, you will first see a fixed set of columns displaying a default
array of most commonly data fields in ClickTime. Starting from this default set you can customize the look of your report.
You can start by adding columns that you would like to see in your report. For instance, you may want to see an "Amount"
column that displays the result of multiplying worked hours by billing rates.

You can achieve this by using the "Formula Column" icon on the main toolbar of the Report Builder. Just click on the 'For-
mula Column" thumbnail on the menu. Enter a name for the new column that will be created. Insert the name of the col-
umn that will be part of the formula. To do that, select the column from the dropdown menu (see image below) and click
on the "Insert" button to its left. Manually add the formula that you want to use. The Report Builder uses the standard for-
mula symbols also used by Excel. If you need help with a formula, please read the Formula Help section below.

Enter the second column that is part of the formula the same way you added the first one. If you need to use more com-
plex formulas, the Report Builder will provide you more in-depth help.

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You can then specify the type and format of the data to be displayed in the resulting column. Click on "Add" to add the
new column to the report.

If you need to modify or delete a column you have previously added, you can always click on "modify" or "remove".

Create Report Layout

The layout icon allows you to specify what columns should be visible in the report and their order sequence. By clicking
the red left/right arrows you can move a column to the left or right, to show where in the sequence you want that column
to appear.

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Click on OK to save your changes. Clicking on the Layout button in the upper left corner (see image above) will close the
Layout menu.

Specify Sort Order

You can add as many sort orders as columns you have in a report. Click on the "Sort Order" icon on the main menu,
select a date column and a sort order direction. Click on "Add" to save the sort order that you just specified. If you want
to edit or delete a sort order, simply click on the corresponding "replace" or "remove" buttons (see image below).

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Add Filters
You can add as many filters as columns you have in a report. Click on the "Filter" icon on the main menu, select the col-
umn you want your data to be filtered by, select a comparison value and enter a term or value to filter by. . Click on the
"Add" button to save the filter you created. If you want to edit or delete a filter, simply click on the corresponding
"replace" or "remove" buttons (see image below).
Below is an example of a filter created by the "Task" column, displaying only rows of time entry that "contain" the
word/value "Research".

Add Groupings

Groupings will group data by a specified column. Data will be indented in the report and various shades of gray will be
used to better represent visually the data that has been grouped. Click on "Add" to save the groupings you have created.
Click on "Remove" to delete a grouping you no longer want.

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Add Subtotals

Create Charts

With the Report Builder you can also create different types of charts out of your data. The image below shows you how
you can create a pie chart that will display the allocation of hours by client.

The Label Column represents the slices in the pie chart. Select Client as your Label Column. The Data Column will deter-
mine how each label (i.e. Client) will be represented in the chart. Select Hours as your Data Column. Specify Sum as
aggregate. Click on Add to save the chart settings you just created. The pie chart will look similar to the image below.

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Create a Cross-Tab / Pivot Table

With the Report Builder you can create Cross-Tab reports. A Crosstab is also called Pivot Table. Each column of the Cross-
tab table is represented by the unique values in the Header Values column. Each row of the Crosstab table is represented
by the distinct values in the Label Values column. The "cells" are derived from the Aggregate Values column by adding,
counting, or averaging (depending on the Aggregate Function) all the values unique to each Crosstab and Label Column.

In the example below, you can see a crosstab report that calculates the allocation of hours worked by every person for
each client. The columns in the report represent people (employees). For that we selected the "Person" column in the
Report Builder as the Header Value.
The rows in the report represent clients. To obtain that we selected "Clients" in the Label Values dropdown menu. To
show that we wanted to calculate the number of hours worked by each employee for every client, we selected "Hours" in
the Aggregate Values Column and "Sum" from the Aggregate Function menu.

The resulted cross-tab report will look similar to the one shown in the image below and will be added after the report you
created with the Report Builder. You can add as many cross-tabs as you want. If you want to delete a cross-tab, click on
the "Remove" button next to it.

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Specify Report Paging

This section of the report builder allows you to specify the way you would like the report to be displayed on screen. If you
want to see the entire report at once, select "Show all rows". If you want to see it broken down by pages, select "Show
paging" and specify how many rows you want per page. With this option a page navigation menu will be added to your
report. Click OK to save your preferences.

Formula Help

Column Formula

Billable Amount IIF([Billable] = 1,[Billing Rate] * [Hours],0)

Month MonthName(Month([Entry Date])) & " " & Year([Entry Date])

IIF(Month([Entry Date]) <= 3,"Q1", IIF(Month([Entry Date]) >= 10,"Q4", IIF((Month([Entry Date]) >=
Quarter
7 And Month([Entry Date]) <= 9),"Q3","Q2") ) ) & " " & Year([Entry Date])

Past 30 Days IIF([Entry Date] >= DateAdd("d",-30,Date), 1, 0)

IIF([Entry Date] >= DateSerial(Year(DateAdd("m",-1,Date)),Month(DateAdd("m",-1,Date)),"1") And

Last Month
[Entry Date] < DateSerial(Year(Date),Month(Date),"1") , 1, 0)

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Past 90 Days IIF([Entry Date] >= DateAdd("d",-90,Date), 1, 0)

Profit ([Billing Rate] - [Cost]) * [Hours]

Billable Profit IIF([Billable] = 1,[Profit],[CostAmount] * (-1))

Cost Amount ([Cost] * [Hours])

How to edit existing reports

Editing elements of the report

To save changes to filters, sorting options, subtotals, charts, graphs and other advanced tools of an existing report, click
the “save” button next to the drop-down menu.

Editing report title and description

There are two ways to edit the report title and description of existing reports:

● Method 1: To edit title and descriptions of multiple reports from one location, go to the “Report Builder” Menu list of
saved reports by clicking on the “Manage my saved reports” link located in the “Reports” section under the “Com-
pany” tab. Hover the cursor over the specific report and click on the “Edit” link to open the Edit window. Make
desired changes to the report title and/or description and click “save.”

● Method 2: Open the existing report and select “Edit title and description” from the "Options" drop-down menu.
Make desired changes to the report title and/or description and click “Save.”

How to save a report as a new report

Report Builder has the ability to let you to save multiple versions of a report without needing to build the report from
scratch. Open the existing report and select “Save as new report” from the drop-down menu. Type in the desired title and
description for the new report and click “save.”

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How to delete reports

Warning: deleting a report is irreversible. You will not longer see this specific report you have built in lists of reports.

There are two ways to delete existing reports:

● Method 1: To delete multiple reports from one location, go to the “Report Builder” Menu list of saved reports by click-
ing on the “Manage my saved reports” link located in the “Reports” section under the “Company” tab. Hover the cur-
sor over the specific report, click on the “Edit” link to open the Edit window, and click on the “Delete this report” link.
Confirm that you want to delete this specific report by clicking the “delete” button.

● Method 2: Open the existing report and select “Delete report” from the pull-down menu. Confirm that you want to
delete this specific report by clicking the “delete” button.

How to re-arrange listing order

ClickTime.com allows you to customize the order that saved reports are displayed in the “Reports” section. To re-
arrange the listing order of saved reports, go to the “Report Builder” Menu list of saved reports by clicking on the “Man-
age my saved reports” link located in the “Reports” section under the “Company” tab. Click on the bullet to the left of the
report title, hold down the mouse button, drag the row to its desired location, and then release the mouse button.

Report Builder Demo

This demo will walk you step-by-step through building your own report with the Report Builder tool. Let's say you want to
build a report just like the one displayed in the image below. You want to break-down data by client first, then by Job and
finally by Task, with sub-totals for each of these categories. You also want to add an amount column, that calculates the
billable amounts for the worked hours.

Excel sample of report to be created with the Report Builder

Report Builder Menu

Steps to follow:
1. Go to Company > Reports. You will see a new section on the right side of the screen called "Enhanced Reports". In
this section run the Report Builder.
2. Click on Run Report Builder. The page will refresh displaying the menu for building reports and a preview of time
data in your account from the last 10 days. You will use this data as starting point to build your own custom report.
You may also select a date range by using the date range picker.
3. Click on the Layout icon in the Report Builder menu (second button from left - see image above)

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4. Visually inspect if all the columns that you need for your report (Client, Job, Date, Task, Hours and Amount) are
listed there. Make sure the "visible" box is checked against the columns you want. If there's a column you don't
see (e.g. Amount), don't worry, you will be adding that later.
5. Click OK.
6. Click on the Formula Column icon (first button from left). You are going to add the Amount column to your report.
7. Enter "Amount" as name for your new column.
8. Now we're going to create the formula that will calculate the value in the Amount column. To create this formula
we will multiply "Billing Rate" with "Hours" and then we will specify the formatting of the resulting value. First,
select Billing Rate and click on Insert.
9. Enter the Multiply sign (*).
10. Select the "Hours" column and click on Insert.
11. Specify Data Type as Number.
12. Specify Data Format as $###,###,##0.00.
13. Click on Add to save the new column and formula that you just created. When the page refreshes, you will see the
new column added to your report.
14. Go back to the Layout icon and re-order your columns to match the order you want for this report (as shown in
the Excel sample table above). Use the left/right arrows to move columns to the left or right.
15. Group your data. Again, you may want to group by Client, Job and then by Task. Click on the Group icon on the
main menu and select the column you want to group by. Click on Add. Repeat steps until you are done grouping
your data.
16. Create sub-totals for the groups you've just added. Click on the Aggregate icon on the main menu. Select the col-
umn type you want to add a sub-total for (e.g. Client). Select "Sum" as aggregate function. Click on Add. Repeat
steps for adding sub-totals for Jobs and Tasks.
17. Sort your data. You may want to sort data first by Client, then by Job, Task and lastly by Date. Click on the Sort
Order icon on the main menu. Select the column you want to sort data by and specify the order direction. Click on
Add. Repeat steps until you have added all sorting orders.
18. It's now time to save your report. Click on "Save As" on the top of the report page.
19. Enter a name and a description (optional) for your report. Click on Save.

Your report is now saved in the Report Builder list. You will be able to run this report any time you want using the same
configuration. If you need to make any changes to the report, you can edit the settings you have just created and/or re-
save the modified version under a different name.

Customizable Data Export Report

Gives you the ability to specify which information to include when exporting time data.

You may export your data in four different formats: as CSV (comma-separated), Microsoft Excel, plain text or XML.
Select the most appropriate output, depending on the final destination of your file.

You may also sort data by any of the columns selected. The preview section at the bottom of the screen will display your
sorting preferences in real time.

One of the advanced options on this report are filtering by the approval status type of the exported time entries.
Two other advanced options allow you to mark exported entries with a label and/or exclude from the report those time
entries that have previously been labeled.

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Saving a Customizable Data Export report with output to Excel as a favorite report can be then used for linking ClickTime
data with external/local Excel files. To find out more about this type of data integration, go to the Excel Linking section of
this online help.

My Reports

To view your own reports, click on "My Reports" on the navigation bar. The following reports are available to you:

Horizontal Timesheet
Provides a 16-day view of time allocation for you. Shows breakdown of dates, jobs, time, and comments.

Vertical Timesheet
Shows a complete breakdown of dates, hours (including start and end times), jobs, tasks, and comments. Maximum date
range is one year.

Incomplete Time Entry

Useful for determining which days you have not entered your minimum time.

Job and Task Summary

Useful for a quick overview of your cumulative hours as well as the breakdown of time by jobs and tasks.

Task Summary
Useful for a quick overview of your time allocation to all tasks. Provides cumulative hours only.

Expense Sheet
Useful for printing of an expense sheet and manager approval. Shows breakdown of dates, jobs, expense amounts and
comments. This report is available only if your account has access to the optional Expenses Module.

Time Off and Accrual Summary

Provides a quick summary of your current time off balances for specified leave types (types of non-worked time).
If no leave types are listed as checkbox options when running this report, contact your company's administrator about
configuring the time off and accruals settings.

Time Off and Accrual Detail

Provides a detailed breakdown of all time off taken and accrued as well as your current balance for specified leave types
(types of non-worked time).
If no leave types are listed as checkbox options when running this report, contact your company's administrator about
configuring the time off and accruals settings.

Report Viewing Options

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ClickTime provides the ability to create, view, export, and print various reports. Reports are viewed by one of three meth-
ods: PDF, ActiveX, and HTML Frame. Not all browsers and operating systems support all methods so we've provided
some suggestions. Depending on your computer and browser not all of these options will be available.

Report Viewers:

PDF:

Available for both Windows and Macintosh machines and requires the Adobe Acrobat reader. Compatible with Netscape
and Internet Explorer on Windows and Macintosh. If you do not have Adobe Acrobat Reader, you can download it for free
from Adobe's website . PDF is the preferred viewer, offering the most functionality. Also, reports look best when printed
in the PDF format.

ActiveX:

Provides the most efficient and best looking reports. It is available for Windows machines running Internet Explorer 5.0
or higher. When running an ActiveX report for the first time, your computer may display a security confirmation as your
computer starts to download the viewer application. You need to confirm that it is OK to download the software in order to
use the viewer.

If you are unable to run Active X reports on your PC, there is a possibility that you are running a different application on
your computer that uses a different version of Crystal Reports. You may need to run your reports with Java, instead, if
you are unable to delete the application from your system that uses Crystal reports. For more information on this, please
contact ClickTime Support .

HTML:

We offer plain-HTML reports for people who cannot view ActiveX reports. This viewer is limited to viewing reports
onscreen.

We suggest PDF or ActiveX for printouts and report export.

How to Print Reports

The best file format for printing reports is PDF. Select the PDF viewer before you run the reports if you want to print
them. 

How to Apply Labels

See "What are Labels" on page 210

See "How to Create a Label" on page 210
See "How to Apply a Label to an Export Report" on page 210
See "Supported Reports " on page 211
See "How to Access the Export History of a Label" on page 211
See "Video Tutorial on Labels" on page 212

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What are Labels

If you export ClickTime data on a regular basis in order to import it into QuickBooks or other accounting, payroll or
project management application, using Labels will assist you in organizing and simplifying your work. It is primarily use-
ful if you need to export data that has not been exported previously.

The process of using labels is simple: first, you have to create the labels. Then you have to apply them to the export you
are running.

How to Create a Label

To create a new label go to Company > Preferences > Labels. The screen you will get to should look like the image
below, but without the list of labels, if you have not created other labels previous to this one. Click on the "new label" link
in the upper right corner.

Specify a name for your label and click on "add". Your label will be added to the list as shown in the image above. Clicking
either the "edit" pencil, label name or the active/inactive text should take the user to the edit label page.

How to Apply a Label to an Export Report

Go to the export report you want to run. In the example below we used the QuickBooks Time Export report. Select the
time frame you want to export data for. Then specify the parameters for this data export. The steps described below are
just an example of what we used to describe this feature.

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a) Marking Time with Labels

The last two pickers in the image below allow you to apply labels and exclude labeled time from your data exports. Label-
ing time with one of the labels listed in the dropdown menu will add a "hidden" label to the time entries exported. This "hid-
den" label will not be a part of the actual export report. A record of running this report will be added to that label's history
panel. The record will contain information such as the date when the export was performed, the name of the label that
was applied, the number of individual time entries (i.e. rows in data export), the name of the person who performed the
export, the name of the report that was run and the date range selected in the report. For more information about the
label history, please read How to Access the Export History of a Label below.

b) Excluding Time Already Marked with Labels

The last two pickers in the image below allow you to apply labels and exclude labeled time from your data exports. The
last picker (Exclude Time Labeled) provides the ability to exclude time entries that are already associated with a specific
label. Thus, it prevents data that has already been exported under a certain label from being exported again under the
same label.

Supported Reports

The following reports support labeling of time entry data and the filtering/exclusion of already labeled data:

Data Export (XML)

Data Export (text only)
Data Export (Excel)
Data Export by Person (Excel)
Data Export by Client (Excel)
Data Export by Project (Excel)
Data Export by Task (Excel)
Data Export by Leave Type (Excel)
Customizable Data Export
QuickBooks Time Export
QuickBooks Invoice Export

How to Access the Export History of a Label

Go to Company > Preferences > Labels. Next to every label in the list you will see a "History" icon. Click on it and you will
be taken to a list of all actions performed for that label, meaning all reports that were exported and marked with that
label.

The history screen also has a menu at the top that allows you to refine your search for executed reports by label and date
range. You may see the history for only one label or all labels at once. The image below shows how the history screen
looks like when you requested to see all reports executed for all existing labels (both active and inactive).

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Video Tutorial on Labels

In a hurry? If you don't have the time or patience to sit through all the above instructions, watch our video tutorial
on labels. It will give you a quick overview on how to create and apply a label to a report.

How to Report by Time Status

A new picker has been added to ClickTime reports, where applicable. The "Select by Approval Status" picker allows you
to report only by time entries that are either locked/approved or not locked/not approved. This picker is available only to
accounts that have the Timesheet Approvals module. The filter will look at time entries that are either open/waiting for
approval or locked by the designated timesheet approver.

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The image above shows a standard ClickTime people report with the added approval status picker.

If you would like access to the Timesheet Approvals module, please contact ClickTime Sales for more details.

About Data Integration

In this section you will learn how to set up your ClickTime account, for future synchronization with accounting and payroll
applications or other data processing software, such as Excel.

See "Compatible Accounting Applications" on page 213

See "Compatible Payroll Applications" on page 214
See "Data Export Formats" on page 214
See "Data Export Reports" on page 214

Compatible Accounting Applications

To select the accounting and payroll applications your company is using, go to “Preferences” under the Company tab. In
the General Company Information you will see two drop-down menus with options to select the accounting and payroll

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applications you use. This will show special fields in reports, which are used for integrating ClickTime with your appli-
cation.

ClickTime currently allows you to select one of the following accounting applications:
● Great Plains
● Peachtree
● QuickBooks
● n/a (if you will not be using ClickTime for accounting integration)

Compatible Payroll Applications

ClickTime currently allows you to select one of the following payroll applications:
● ADP
● Ceridian
● Intuit
● Paychex
● Other
● n/a (if you will not be using ClickTime for payroll integration)

For example, the payroll type option for each person is used for integration with QuickBooks Pro. The payroll type option
is now listed in the "Accounting/Payroll Information" section when editing a person.

Data Export Formats

You may export data out of your ClickTime account in one of the following formats:
- Excel
- plain text
- XML

Data Export Reports

Export Reports for accounting purposes can be found under Company > Reports > “Miscellaneous” .

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NOTE: When setting up your account, be sure that values such as employee numbers, accounting ID numbers, and job
ID numbers correspond with those in your accounting software.

Integration with QuickBooks

ClickTime can send data to your QuickBooks software. The ability to export your date from ClickTime into QuickBooks
will save you time and money, since there's no double-entry of time information, and invoices/paychecks get calculated
sooner.

ClickTime does export data into QuickBooks Pro, US Versions 2002-2004. Our clients have reported success with import-
ing to other versions of QuickBooks, although they are not officially supported. We have recently updated our Quick-
Books export file, so please read these instructions for further information and directions on how to export your data.

ClickTime Account Configuration

When configuring your ClickTime account to correspond with information you have in place in QuickBooks, most people
have suggested that you NOT use the accounting ID numbers, as this often duplicates information and causes integration
problems when importing your data into QuickBooks.

Getting Started

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We recommend that you always work with a backup copy of your QuickBooks file. Please consult your QuickBooks user
manual or visit http://www.quickbooks.com for help on backing up AND restoring your QuickBooks data.

Account Configuration for Invoicing

If you are using QuickBooks simply for invoicing your clients, make sure that your information in ClickTime (Clients,
Jobs, Tasks, Employees) matches the information EXACTLY in QuickBooks, or the data may not import properly.

Change the information in either QuickBooks or ClickTime so that both match each other exactly. For example, if you
have a client in QuickBooks called Acme Corporation, but in ClickTime it is called Acme Co., you will need to change the
ClickTime entry to Acme Corporation or the QuickBooks entry to Acme Co. Otherwise, QuickBooks will create a new rec-
ord.

Account Configuration for Payroll

If you are using ClickTime data to create your payroll and to invoice your clients, follow these instructions in addition to
those instructions for invoicing only (provided above).

In each employee record in ClickTime, scroll through the "payroll item" list.

Choose either Salary, Hourly (Fixed Wage), Hourly (Wage Variable by Task), or Not Applicable, depending on how your
employees are paid”

● Not Applicable: If you don't generate employee payroll with ClickTime data, choose this value.

● Salary*: If the employee is a salaried employee and their paycheck is not dependent on what they enter in Click-
Time, choose Salary. The ClickTime QuickBooks export report will export the payroll item as "Salary."

● Hourly (Fixed Wage) If the employee receives a fixed Hourly wage (such as $10.00 per hour), regardless of what
jobs or tasks are completed, choose this variable. ClickTime will export the payroll item as "Hourly Regular Rate."

● Hourly (Wage Variable by Task) If the employee receives a variable hourly rate that is dependent on the task per-
formed, choose this variable. For example, Employee A receives $10.00 for answering the telephone but receives
$20.00 for a client meeting. ClickTime will export your Task list as the payroll items.

Configuring Your QuickBooks Account

Whether you are new to QuickBooks or have been using it for a long time, we provide instructions on how to setup your
brand new or your existing QuickBooks account.

New QuickBooks Accounts

If you are working with a new, clean QuickBooks account, you can use your ClickTime data to populate your QuickBooks
account. You can simply import the ClickTime report, and the ClickTime report will populate your lists of tasks (Note:
ClickTime's 'tasks' correspond to QuickBooks' 'Items' or 'Service Items'), jobs, clients, and employees.

In order for the import to work smoothly, you first need to create the corresponding payroll items in QuickBooks, that
ClickTime will export to:

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1. If ALL your employees are salaried, you will need to create a default payroll item called "Salary", so that when
your information is imported, QuickBooks will not ask you to apply a payroll item to each time entry that was
entered by your employees. You can always go back in and assign the correct salary to each employee.
2. If ALL your employees are paid a fixed hourly rate, you will need to create a default payroll item called "Hourly
Regular Rate". You can always go back in and assign correct rates to each employee after the initial import.
3. If you have a mixture of Hourly and Salary employees or have your employees set at "Hourly - Rates vary by
Task" in ClickTime, then you will need to set up your entire Employee List and your Payroll Item list before import-
ing ClickTime data into QuickBooks. Please read the instructions regarding Employee Lists in the section below.

Once your data has been imported, you will need to go back and enter all corresponding rates to your Task, Client,
Employee, and Job lists.

Existing QuickBooks Accounts

If you have an already established QuickBooks account and it is currently populated with your clients, jobs, tasks, and
employees, please follow the steps below to make sure your QuickBooks import file will work smoothly.

Match your data. Make sure that your information in ClickTime (Clients, Jobs, Tasks, Employees) matches the infor-
mation EXACTLY in QuickBooks, or the data may not import properly. Change the information in either QuickBooks or
ClickTime so that both match each other exactly. For example, if you have a client in QuickBooks called Acme Cor-
poration, but in ClickTime it is called Acme Co., you will need to change the ClickTime entry to Acme Corporation or the
QuickBooks entry to Acme Co. Otherwise, QuickBooks will create a new record.

Set up your Rates. It is assumed that you have already set up your task, client, and job rates in QuickBooks. This is
important for processing your invoices as the ClickTime export Report WILL NOT export rates. However, if your rates are
established in advance, QuickBooks will attach the appropriate rates when ClickTime data is imported.

Revise your Employee List/Payroll Item List. If you run payroll off data that you import from ClickTime, you will need to
set up your employee records prior to importing the data. When setting up the payroll item list for your employees, follow
these instructions:

● If your employees are either Salary or Hourly (with a fixed wage), create these two payroll items in your Quick-
Books account. They need to be created exactly as "Salary" and "Hourly Regular Rate."

● If your employees receive a paycheck based on the tasks they perform, create your payroll item list exactly as it
appears in your task list. When ClickTime exports the payroll item for these employees, it is going to duplicate the
task list in the payroll item list. Thus, your payroll item list could be quite extensive for employees paid by task. For
example, in ClickTime your task is "Administration". The payroll item you need to create is "Administration," and
you need to attach a rate to that.

● Either create or edit your employee list so that the correct payroll items are attached to their names. You should
attach a rate to each payroll item. If you don't, it will create a "$0.00" rate and your paychecks will not be gen-
erated properly.

NOTE: ClickTime will only export THREE payroll items: Salary, Hourly Regular Rate and your task list. If the payroll items
do not correspond, you will be asked to assign the correct payroll item in QuickBooks for each time entry.

Exporting ClickTime Data for QuickBooks

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We suggest you only import data from ClickTime into QuickBooks that is not going to be altered later. If you import
entries into QuickBooks that have already been imported once, you will get multiple entries in QuickBooks.

If you have your clients, jobs, tasks, and employees created in QuickBooks, with their appropriate rates, go to the
Reports Section of ClickTime.

Under the Miscellaneous Reports section, you will see a report called "QuickBooks Time Export." Select this option and
specify the dates you wish to export. A file called "qbexport.iif " will be saved to your desktop (some users will be
prompted to save the file- go ahead and save it where you can find it later when you import to QuickBooks).

● Start QuickBooks.
● Under "File," scroll down and choose "Utilities" and then click on "Import."
● You will be prompted to upload your "qbexport.iif" file. Click OK.
● You will be able to watch the progress as it uploads your data.
● Once it is uploaded and you have not experienced any errors in your upload, go back and confirm that your data
was uploaded correctly. You can either create a paycheck or an invoice to make sure the data corresponds with
ClickTime reports.

Note: As you add data to ClickTime, such as Clients, Jobs, Tasks, and Employees, ClickTime data should seamlessly
import into QuickBooks. You will need to make sure to assign new rates to each new item as ClickTime will not export
rates into QuickBooks.

If you have any questions about importing your data into QuickBooks or have any technical difficulties, please contact
ClickTime Support.

Miscellaneous Reports
The Miscellaneous reports category contains an array of data export reports, in various file formats (plain text, Excel,
XML, iif) and for different purposes, such as integration with other software or further data manipulations. Following is a
list of all the reports included in the Miscellaneous category:

See "Data Export (XML)" on page 219

See "Data Export (text only)" on page 219
See "Data Export (Excel)" on page 219
See "Data Export by Person (Excel)" on page 219
See "Data Export by Client (Excel)" on page 219
See "Data Export by Job (Excel)" on page 219
See "Data Export by Task (Excel)" on page 219
See "Data Export by Leave Type" on page 219
See "Customizable Data Export" on page 219
See "QuickBooks Time Export" on page 220
See "QuickBooks Invoice Export" on page 221
See "Rate Card" on page 221
See "Export People List" on page 221
See "Export Job List" on page 221
See "Export Client List" on page 221
See "Export Division List" on page 221
See "Export Task List" on page 221

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See "Timesheet Approvals Configuration" on page 221

See "Audit Log (Excel)" on page 221

Data Export (XML)

Useful for accounting purposes and gives you the ability to manipulate the data for your own records. Exports to an XML
document.

Data Export (text only)

Useful for accounting purposes and gives you the ability to manipulate the data for your own records. Exports to a text
document.

Data Export (Excel)

Useful for accounting purposes and gives you the ability to manipulate the data for your own records. Exports to an Excel
document.

Data Export by Person (Excel)

Useful for accounting purposes and gives you the ability to manipulate the data for your own records. Allows you to select
specific people whose data you want to export to an Excel document.

Data Export by Client (Excel)

Useful for accounting purposes and gives you the ability to manipulate the data for your own records. Allows you to select
specific clients whose data you want to export to an Excel document.

Data Export by Job (Excel)

Useful for accounting purposes and gives you the ability to manipulate the data for your own records. Allows you to select
specific jobs whose data you want to export to an Excel document.

Data Export by Task (Excel)

Useful for accounting purposes and gives you the ability to manipulate the data for your own records. Allows you to select
specific tasks whose data you want to export to an Excel document.

Data Export by Leave Type

Useful for accounting purposes and gives you the ability to manipulate the data for your own records. Allows you to select
specific leave types whose data you want to export to an Excel document.

Customizable Data Export

Gives you the ability to specify which information to include when exporting time data. Exports to a tab-delimited text doc-
ument.

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QuickBooks Time Export

(Note: report viewable only by companies that selected QuickBooks as accounting application on the Company Pref-
erences page)
Export your time data to QuickBooks (U.S. versions only) for accounting purposes. (Note that billing rate information is
not exported. Enter this information into QuickBooks.) All employees' time will be exported for the date range you select.

If you want to include class information on your QuickBooks time exports, simply attach a custom field to the item that
corresponds to your classes.
Go to Company > Preferences > Custom Fields and create a new custom field as shown in the image below. The custom
field name must be "QB_Export_Class" . The display name can be anything you want. In the example screenshot below,
the display name chosen was "Office" with "Person" association. The custom field type must be "pop-down". The asso-
ciation can be anything on the offered menu: Client, Job, Task, Person, Division or Company.

The items you enter in the pop-down list must be up to 30 characters, or else they will be truncated to 30 characters dur-
ing the export.

NOTE: It's important to have only one "QB_Export_Class" custom field in use, to avoid confusion as to which one will be
attached to time entries in the QuickBooks Time Export report. When you export data to QuickBooks, the Class infor-
mation will be exported in a new column having the header PROJ. Each time entry row will be marked with the cor-
responding class information.

e.g. According to the example image above, if John is in the San Francisco office, meaning San Francisco has been
selected in the custom field Office on his Employee Detail Page, then all time entries made by John will be marked with
"San Francisco" in the QuickBooks Time Export report.

The Class information is not exported in the QuickBooks Invoice Export or any other report or export in ClickTime.

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QuickBooks Invoice Export

(Note: report viewable only by companies that selected QuickBooks as accounting application on the Company Pref-
erences page)
Useful for exporting your data to QuickBooks (U.S. versions only) for invoicing purposes.

Rate Card

Lists all of your billing rates in one Excel file. Helpful for managing your billing rates and providing rates to customers.

Export People List

Exports your list of people to a tab-delimited text file. Use this data in your other accounting or HR software, or for admin-
istrative purposes.

Export Job List

Exports your job list to a tab-delimited text file. Use this data in your other accounting or HR software, or for admin-
istrative purposes.

Export Client List

Exports your client list to a tab-delimited text file. Use this data in your other accounting or HR software, or for admin-
istrative purposes.

Export Division List

(Note: Report available only to Corporate accounts)

Exports your division list to a tab-delimited text file. Useful for accounting and administrative purposes. Gives you the
ability to manipulate the data for your own records.

Export Task List

Exports your task list to a tab-delimited text file. Use this data in your other accounting or HR software, or for admin-
istrative purposes.

Timesheet Approvals Configuration

(Note: report viewable only by companies that have access to the Timesheet Approvals optional module. Contact
ClickTime Sales to find out more about this module.)
Lists all of your timesheet approval settings in one comma-separated file which can be easily viewed in Excel. Helpful for
managing your timesheet approval settings.

Audit Log (Excel)

(Note: report viewable only by companies that enabled audit logging on the Company Preferences page under Secu-
rity Settings)
Provides a complete audit log for the date range specified, in Excel format. Because generating this report may take
some time, a link to the report will be emailed to you when it is complete.

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Importing Invoice Data into QuickBooks

We recommend that you always work with a backup copy of your QuickBooks file. Please consult your QuickBooks user
manual or visit the QuickBooks website for help on backing up AND restoring your QuickBooks data.

We suggest you only import data from ClickTime into QuickBooks that is not going to be altered later. If you import
entries into QuickBooks that have already been imported once, you will get multiple entries in QuickBooks.

The QuickBooks Invoice Export is the quickest way to turn ClickTime entries into complete invoices in QuickBooks.

Remember to define your billing rates in ClickTime before you perform the export. In your Company Preferences, you
should have selected whether your company bills by person, by client, etc. Be sure the choice of billing method is correct
and that the billing rates defined for each person, client, etc. are accurate.

The QuickBooks Invoice export creates one new invoice for each job, and uses tasks to create the line-items cor-
responding to each item. Billing rates for each line item are calculated according to your company's preferences (job,
task, person, etc.)

Invoices will be entered as "Accounts Receivable", and will also be booked in a Revenue category called "Billable Time".
Each task corresponds to a Service Item, according to the Accounting ID you've established for each task in ClickTime.

If you want a customized Revenue Account to be used for a certain jobs, you can create a custom field in ClickTime called
"QB_Invoice_Rev_Accnt" in ClickTime, and enter the Revenue Account in that field. It must exactly correspond to the
Revenue Account you've defined in QuickBooks.

ClickTime can also export your hours to QuickBooks Pro using the QuickBooks Time Export function. This is useful if you
are using QuickBooks to calculate hourly payroll or other functions. However, you should not create invoices with the
time export if you are also exporting invoices.

NOTE: A bug in QuickBooks may prevent the address from being entered on the invoice. To fix this, do the following while
viewing an invoice in QuickBooks:

● Note which job the invoice is being created for

● Select another job
● Now re-select the original job.
● The address for the invoice should now appear, provided you've entered the address for this client in QuickBooks.

We suggest you only import data from ClickTime into QuickBooks that is not going to be altered later. If you import
entries into QuickBooks that have already been imported once, you will get multiple entries in QuickBooks.

If you have your clients, jobs, tasks, and employees created in QuickBooks, with their appropriate rates, go to the
Reports Section of ClickTime.

Select the Miscellaneous reports

You will see a report called "QuickBooks Invoice Export"

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Select this option and specify the dates you wish to export. A file called "QB_InvoiceExport.iif " will be saved to your desk-
top (some users will be prompted to save the file- go ahead and save it where you can find it later when you import to
QuickBooks).

● Start QuickBooks.
● Under "File," scroll down and choose "Utilities" and then click on "Import."
● You will be prompted to upload your "qbexport.iif" file. Click OK.
● You will be able to watch the progress as it uploads your data.
● Once it is uploaded and you have not experienced any errors in your upload, go back and confirm that your data
was uploaded correctly. You can either create a paycheck or an invoice to make sure the data corresponds with
ClickTime reports.

Note: As you add data to ClickTime, such as Clients, Jobs, Tasks, and Employees, ClickTime data should seamlessly
import into QuickBooks. You will need to make sure to assign new rates to each new item as ClickTime will not export
rates into QuickBooks.

If you have any questions about importing your data into QuickBooks or have any technical difficulties, please contact
ClickTime Support.

NOTES:

*ClickTime understands that if all your employees are Salaried, you are not using ClickTime to generate their paycheck.
The Salary option is provided to simply help you organize your employee lists, particularly if you have a mix of hourly
and salaried employees.

**Note on Accounting ID sections: If you choose to use the Accounting ID sections in ClickTime, enter exactly what is
stored in QuickBooks. For example, if you have someone's name in QuickBooks as John T. Smith, but in ClickTime he is
entered as John Smith, you may enter John T. Smith in the "accounting package user ID" field and QuickBooks will use
this to sync with ClickTime. The person's name will remain John Smith in the ClickTime system. Also, if you use numbers
or codes in QuickBooks, but you use names in ClickTime, you may enter the numbers or codes in the Accounting ID fields
for exporting purposes while retaining the names that you are used to in ClickTime.

Exporting Expense Data for QuickBooks (Beta)

We recommend that you always work with a backup copy of your QuickBooks file. Please consult your QuickBooks user
manual or visit http://www.quickbooks.com for help on backing up AND restoring your QuickBooks data.
We suggest you only import data from ClickTime into QuickBooks that is not going to be altered later. If you import
entries into QuickBooks that have already been imported once, you will get multiple entries in QuickBooks.
The QuickBooks Expense Export is the quickest way to turn reimbursable ClickTime expenses into checks in QuickBooks.

When you transfer expenses to QuickBooks, expense sheets are represented as CHECKS, with line-items broken down
as split items on the check. Only reimbursable items are transferred to QuickBooks for reimbursement and only reim-
bursable items will be booked to clients in QuickBooks.
Known Issues: Due to a bug in QuickBooks, an unrecognized CLIENT:JOB will be automatically created as a new Quick-
Books vendor. If this occurs, simply re-select the correct Client:Job in the check detail.
Export your Expenses into QuickBooks:

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● If you have your clients, jobs, and people created in QuickBooks and have configured your ClickTime account for
use with Expenses as described in Section A, go to the Reports section of ClickTime.
● Under the Expenses reports section, you will see a report called "QuickBooks Reimbursable Expense Export."
● Select this report and specify the dates you wish to export. A file called "QB_ExpenseExport.iif" will be created and
you will be prompted with instructions for saving the file--go ahead and save it where you can find it later when you
import to QuickBooks.
● Start QuickBooks.
● Under "File," scroll down and choose "Utilities" and then click on "Import."
● You will be prompted to upload your "QB_ExpenseExport.iif" file. Click OK.
● You will be able to watch the progress as it uploads your data.
● Once it is uploaded and you have not experienced any errors in your upload, go back and confirm that your data
was uploaded correctly.

If you have any questions about importing your data into QuickBooks or have any technical difficulties, please contact
ClickTime Support.

QuickBooks Connector
See "Prerequisites for Running the QuickBooks Connector " on page 225
See "Time Integration" on page 225
See "Expense Integration" on page 225
See "Secure Login " on page 226
See "Linking Entities" on page 226
See "Video Tutorial on the QuickBooks Connector" on page 226

The new QuickBooks Connector tool provides seamless integration for your time and expenses tracked in ClickTime by
bridging the two applications together. Here are some of the main highlights of what this new ClickTime feature has to
offer:

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Prerequisites for Running the QuickBooks Connector 

● You cannot run it with a completely blank QB account.

● Your QB company file need to have at least one Employee
● Your QB company file need to have at least one Client and one Job
● Your QB company file need to have at least one Service Item
● You must turn on payroll in Company Preferences > Employee Center > Manage Employee Information > Change
New Employee Default Settings > Make New Item in Earnings box

Time Integration

● The QuickBooks Connector writes to Employee, Employee’s timesheet, Clients and Jobs.
● It imports time in QuickBooks by Person or Employment Type.
● After synchronization it labels time in ClickTime as “exported to QuickBooks”.

Expense Integration

● Writes to Bills
● Labels expenses in ClickTime as “exported to QuickBooks” after synchronization

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The following types of expenses are being exported through the QuickBooks Connector:
- approved expenses
- reimbursable expenses
- expenses linked to active jobs / projects. (NOTE: Expenses linked to deleted projects are not exported.)

Secure Login

The QuickBooks Connector uses the same login credentials as ClickTime

Linking Entities

● The QuickBooks Connector links Jobs, Tasks, and People through an intuitive interface.
● It reads existing Jobs, Tasks and People in both ClickTime and QuickBooks.
● It intelligently suggests possible matches in existing lists.
● It allows users to write new values when a matching value is not found.
● It clearly illustrates what values have been linked.

Video Tutorial on the QuickBooks Connector

In a hurry? If you don't have the time or patience to sit through all the above instructions, watch our video tutorial
on the QuickBooks Connector.

For more information about the QuickBooks Connector please contact ClickTime Support.

Integration with Excel

ClickTime offers a method to easily integrate your ClickTime data with your pre-existing Excel reports. This method
allows Microsoft Excel to be able to request and retrieve data from the ClickTime system without using the standard web
application login and graphical user interface.

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Linking Excel to Customizable Data Export

See "General Information about Excel Linking" on page 227

See "Excel Linking Requirements" on page 227
See "Using the Customizable Data Export for Excel Linking" on page 227
See "How to Link Excel to Your ClickTime Account " on page 228
See "Security Concerns" on page 230

General Information about Excel Linking

If your company already uses an internal reporting system based mainly on Excel reports, charts, pivot tables, etc., and
some of the existing ClickTime reports do not fully match or replace the complexity of your custom reporting, Excel Link-
ing is the solution for you.

Excel Linking allows your company to update your Excel spreadsheets with fresh data from your ClickTime account. This
new functionality will provide the ability to request a saved Customizable Data Export report via a single HTML request
without logging into ClickTime using the standard web application login interface.

This is a multi-step process during the stage of set up, and becomes a simple one-step update action once all the settings
are configured properly. This power tool involves advanced Excel skills on the part of the account administrator/manager
in charge of setting it up.

Excel Linking Requirements

The following requirements and restrictions apply to accounts that want to use the Excel Linking feature:
- Excel linking is included in the Corporate feature set.
- Excel linking is available to accounts with the basic feature set that have access to the Web Services optional module. If
you would like to find out more about how to add the Excel Linking functionality to your account, please contact Click-
Time's Professional Services.
- Excel Linking supports integration of time entry data. It does not support integration of expense information.
- Excel Linking works for Excel versions installed on PC platforms. It does not include support for Mac versions of Excel.
- A secure connection (SSL/https) is required to use this feature. To find out more about setting up your account for
secure connections, please read the Security Settings help topic.
- Only one "link" to ClickTime can be established per Excel workbook. However, you can have multiple saved Cus-
tomizable Data Export reports and multiple Excel links per account.

Using the Customizable Data Export for Excel Linking

- The starting point for Excel Linking is the Customizable Data Export report. Only administrators and managers with per-
missions to access reports in your ClickTime account can configure and save a Custom Export.
- To create a Customizable Data Export for Excel Linking, go to Company > Reports > Miscellaneous > Customizable
Data Export.
- Any field currently available through the Customizable Data Export selector interface can be exported and used in your
Excel spreadsheet.
- Any field that is currently not available through the Customizable Data Export may not exist in the ClickTime system to
begin with. Such fields can be accommodated by creating custom fields as needed. Any custom fields that are created
will automatically be added to the Customizable Data Export selector interface.

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- Select the fields you need to further manipulate in your external Excel spreadsheets and save the report settings as a
favorite report by specifying a title.
- The screenshot below illustrates the report settings. You must select XML as export format, if you are going to use this
saved report for Excel Linking. Other file formats may work as well, but we recommend using XML for optimal data manip-
ulation results in Excel.

NOTE: For the purpose of Excel Linking, the exported entries in the saved Customizable Data Export should not be
marked with a label. Any labels will be ignored when data is retrieved by your Excel spreadsheet. However, time entries
previously marked with a label via another report in your ClickTime account can be excluded from this report by using
the picker "mark exported entries as".

Once you've saved the report as your favorite, go back to Company > Reports and click on your saved report. At the bot-
tom of the report picker screen you will notice a link/URL. You will use this URL to link your external Excel spreadsheet to
your ClickTime account. The following help section provides information on how to link your Excel spreadsheet to Click-
Time.

How to Link Excel to Your ClickTime Account

While still in ClickTime, copy the URL provided to you in the saved Customizable Data Export. Read the section above to
find out how to obtain this URL.

Data Import Instructions for Excel 2003

- Open an Excel workbook.

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- Go to a blank worksheet.
- Go to Data > XML > Import (as shown in the screenshot below).
- In the popup dialog box that opens you will be asked to select the file that you want to import.
- Instead of searching for a file on your local computer, paste the URL you copied from ClickTime into the "File Name"
field.
- Click Open. In the subsequent screen click on Import. You will be then asked where in your workbook you would like to
import data. Make the appropriate selections.
- Your data will be successfully imported into your Excel Sheet. Save your Excel spreadsheet.
- To update data in the sheet with fresh new data from your ClickTime account, go to Data > XML > Refresh XML Data.

Data Import Instructions for Excel 2007

- Open an Excel workbook. 

- Go to a blank worksheet.
- Click the Microsoft Office Button , and then click Excel Options.
- In the Popular category, under Top options for working with Excel, select the Show Developer tab in the Ribbon check
box, and then click OK.
- Note The Ribbon is a component of the Microsoft Office Fluent user interface.
- On the Developer tab, in the XML group, click Import. The Import XML dialog box is displayed.
- Instead of searching for a file on your local computer, paste the URL you copied from ClickTime into the "File Name"
field.
- Click Open. In the subsequent screen click on Import. You will be then asked where in your workbook you would like to
import data. Make the appropriate selections.
- Your data will be successfully imported into your Excel Sheet. Save your Excel spreadsheet.
- To update data in the sheet with fresh new data from your ClickTime account, go to the Developer tab, in the XML group
and click Import.

NOTE: Your Excel file will retrieve data from your ClickTime account via the saved Customizable Data Export report,
only for the date range that was originally specified in the saved report. If you need to change the date range, go to your

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saved report in ClickTime first, edit the date range and re-save the report. Then proceed to refresh your Excel spread-
sheet.

Security Concerns

Excel Linking allows an administrator or manager to access ClickTime data without having to log in to the ClickTime appli-
cation, simply by updating the linked Excel file. When updating the Excel file, no other extra security checks are being per-
formed. Any person with access to the file will be able to update it and see all type of data available in the report.

IMPORTANT: The URL provided in the saved Customizable Data Export is based on the login information of the user
who created the report. If for some reason the user changes his/her login email and/or password, the URL will no longer
work and the linked Excel file will no longer connect to ClickTime to retrieve data. If you are the creator of such a report
and have any security concerns or are afraid the Excel file is being accessed by unauthorized users, simply change the
password you use to access your ClickTime account. Similarly, if you change your password by mistake, the link
between Excel and ClickTime will no longer work.

If you have additional questions or need assistance with Excel Linking, please contact ClickTime's Professional Services.

Time Off Tracking

About Time Off

An administrator or manager can select or create “Leave Types” (non-worked time such as vacation, sick leave, or com-
pany holiday) that are available to all the people in the company. Once they are available, an administrator or manager
adds hours to each person in the company who gains accrued hours.

People in the company can then enter time against these Leave Types on their timesheet.

Automated Accruals are available as an optional module. With Automated Accruals, it is not necessary for an admin-
istrator or manager to manually add monthly accruals (i.e. 8 hours per month for vacation). Please contact
ClickTime Sales for more information.

How to Create New Leave Types

In order for your company to use Accruals, at least one Leave Type must be active.

To activate a Leave Type:

● Click on the “Preferences” link under the Company tab.
● Click on the “Leave Types” link. From here you can edit the properties of an existing leave type by clicking on the
pencil icon. You can also click on “new leave type” to create a new Leave Type. Leave Types cannot be deleted.
Remember to click the “update” button (editing) or the “add” button (adding) to save your changes.
● To allow your employees to enter time for a Leave Type, it must be “active”. To disallow hours to be entered
against a Leave Type, it must be “inactive”. In the Leave Type detail view, you can set the default starting balance a
person receives as well as the maximum amount that can be accrued.

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Adding and Editing Time-Off for a User

Scenario 1 : Add non-worked time

John Higgins has been working for your company for one month now and has earned 8 hours of sick leave. You want to
enter these hours for this user. Follow these steps.

To add to a person’s accrued hours:

● In Company View, click on “People”.

● Locate the person whose accrued hours you want to add or edit. Click on the pencil icon to edit that person’s
details.
● Click on the pencil icon next to the appropriate Leave Type (e.g. sick leave) to add hours.
● Enter the appropriate hours (e.g. 8 hours), and set “add” as the action.
● Click on the “update” button to save your changes.

Scenario 2: Edit non-worked time

You made a typo when entering an employee’s sick hours this month and you need to re-enter them.

To edit a person’s accrued hours:

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● In Company View, click on “People”.

● Locate the person whose accrued hours you want to add or edit (e.g. Joe User). Click on the pencil icon to edit that
person’s details.
● Click on the pencil icon next to the appropriate Leave Type (e.g. sick leave) to edit hours.
● Enter the number of hours to add or deduct for Joe User’s balance and select the appropriate action (“add” or
“deduct”) from the pull down field. You can also reset a person’s sick hour balance entirely by choosing “set” as the
action. (Note: Hours for the leave type entered before the set date will not affect the balance after the set date.)
● Click on the “update button” to save your changes.

Scenario 3: Override non-worked time

A user has entered too many vacation hours, giving him a negative balance. You want to take off 2 sick hours he entered
on his timesheet. Note: in most cases, a supervisor would confer with the employee about sick leave taken.

To override the Non-Worked hours that a person has entered on a timesheet:

● In Company View, click on “Timesheets”.

● In Override Timesheets, select the person that you wish to change as well as the entry date you want to override.
● Select the appropriate Leave Type and enter the correct number of hours, or check the delete box to the left of the
entry.
● Click on the “save” button to save your changes.

Time-Off Reports

An administrator or manager with the appropriate permissions may generate reports on accruals incurred and used over
a period of time. These reports provide an accurate summary of accrued and used time-off and export to Excel files.

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Reports on Accruals by person can be accessed by going to Company > Reports > People reports. Two reports are cur-
rently available in this category:

1) Time Off and Accrual Detail (Excel)

2) Time Off and Accrual Summary (Excel)

You can read more about these reports in the People Reports section.

How to Enter Your Own Time-Off

Your company must have active Leave Types in order to enter non-worked time. If you’re unsure about your company’s
time off policies, please consult your ClickTime or payroll administrator. To enter non-worked time:

● In Personal View, click on Day View or Week View.

● Use the pop-down menu “Time Off” to choose an appropriate Leave Type.
● Enter the appropriate number of hours in the same row. You can also enter a note.
● Click on the “save” button to save your changes.

How to View Your Own Time-Off Reports

To run a report to find out your non-worked hours utilization and balance:

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● In Personal View, click on My Reports.

● Select either “Time Off and Accrual Summary” or “Time Off and Accrual Detail”.
● Click on the “use this report” to run either report.

Automated Time-Off Accruals

Having automated accruals allows for the automatic addition of non-work hours for a Leave Type at a specified rate. This
rate can be set by default and changed for each person. Automated accrual is an optional module.

If you would like to obtain access to automated accruals, please contact ClickTime Sales.

Setting Default Accrual Rates

Scenario: Most employees in your company earn two weeks of paid vacation per year. This works out to 6.67 hours per
month (80 hours divided by 12 months). To set this accrual rate for your company, follow these steps.

To set a default Accrual Rate for a certain leave type:

● Click on the “Preferences” link in Company view.

● Click on the “Leave Types” link.
● Click on the pencil icon next to the Leave Type that you want to set a rate for (e.g. Vacation).
● In the Leave Type detail view, enter the starting balance (e.g. 0), accrual rate (e.g. 6.67), and maximum accrual (
80). See image below for what the page should look like. Make sure the Leave Type is set to “active” so that it is
available to the people in your company
● Click the “update” button to save your changes.

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Setting Individual Accrual Rates

People in your company will accrue time-off based on the default accrual rates specified by the system administrator on
the Leave Type detail page. However, you may want to override those default values and specify different accrual rates
for each individual. You can do that either when you add a new person to your ClickTime account, or by editing the profile
of an existing person.

Automated Accruals for New Users

We’ll start off by showing how to specify individual accrual rates for new users. Let’s say you want to add a new
employee by the name of Martha Smith to your ClickTime account. Start by going to People and click on New Person. On
the New Person page, you will see a section called “Time Off Balances & Accrual Information” (see image below).

The “Time Off Balances & Accrual Information” section will have this distinct “initial setup” look only when you add a new
person, adopting an “editing” look for existing users. The “new user” look allows you to quickly enter all necessary
accrual data in one step. You will see a table with all active leave types and two main blocks of data: starting balance
information and accrual information.

Starting balance allows you to add time already accrued by your employees before they were added to the ClickTime
account. Let’s assume you signed up for a ClickTime account in February and you start setting up the account and adding
users in February. Your employees already accrued time-off for the year-to-date. The time-off accrued by an employee
before he/she became a ClickTime user can be entered as starting balance.

Accrual information is the section where you can specify the accrual rate (in hours / month) for different time-off types
(such as Sick Leave, Vacation, etc), the date when the automated accruals start accumulating time and the maximum
accrual balance.

For example, Martha accrues 8 hours/month of Vacation time, starting on 2/7/2006, with a maximum balance of 96
hours. Provided she has a starting balance of 8 hours (for January 2006), on 3/7/2006 she will accrue 8 hours and her cur-
rent balance will now be 16 hours. (starting balance + accrued time for February). Accrued time is automatically added to
a person’s balance at monthly intervals, depending on the chosen start date. Time is not accrued retroactively. In this
example, if Martha’s start date is 2/7/2006, she will not accrue time for the month between 1/7/2006 – 2/6/2006. Time
will start accruing only on 3/7/2006.

Automated Accruals for Existing Users

Scenario: John Smith is a senior partner in your company. He gets 3 weeks of paid vacation, earning 10 hours per month
instead of the company’s usual 6.67 hours per month. To set an accrual rate for a specific person follow these steps.

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To change the accrual rate for an existing user:

● In Company View, click on “People”.

● Locate the person whose accrual rate you want to modify (e.g. John Smith Smith). Click on the pencil icon to edit
that person’s details.
● Click on the pencil icon next to the appropriate Leave Type (e.g. vacation) to edit that leave type for that person.
● Enter the appropriate accrual rate for that person (e.g. 10). – see image above
● Enter the maximum accrual amount (optional)
● Click on the “update” button to save your changes.

DCAA Compliance

Important Information Before Activating the DCAA Compliance Module

Please read this section prior to activating the DCAA Compliance Module. Please note that the following ClickTime fea-
tures are disabled when the DCAA Compliance module is used:

● Desktop Application
● Bulk Changes
● Billing Rate and Cost changes that affect all non-locked time entries
● The use of the QuickDay and QuickWeek buttons

Your company’s timesheet model information (weekly, bi-weekly, etc, and week start date) must be set before the DCAA
Compliance Module is activated as the timesheet model cannot be changed after the module is activated. Your com-
pany’s timesheet model information is accessible from the Company Preferences page.

Configuring Timesheet Approvals

You must have the Timesheet Approvals Module enabled in order to use DCAA Compliance. DCAA Compliance applies
only after timesheets have been submitted for approval.

Please note that Timesheet Approvals must be set up for every employee whose timesheet must be DCAA compliant,
unless you have already done so when you made your initial account configuration. This means that every DCAA-

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compliant person must be configured to have his timesheets approved by a designated person, as described in the fol-
lowing instructions:

● Within the Company tab, click on the “People” link to get a listing of the active people who are using ClickTime. To
view inactive people as well, click on the "show all" link.
● Click on the pencil next to the person you wish to configure for approvals.
● Under the "Time Entry, Expense and Approval Requirement" section, click the checkbox next to "This person's time-
sheet must be approved by." In the drop-down menu, select the person responsible for approving the timesheet.
Only administrators and mangers with proper permissions can approve timesheets.
● Click "update” to save your changes.

For more detailed information about Timesheet Approvals, please read the Timesheets section.

 Additional Responsibilities

The ClickTime DCAA Compliance Module makes ClickTime a DCAA compliant service. However, it is the responsibility of
ClickTime administrator, managers, and users to enter pertinent comments to explain changes to submitted timesheets.
Without these comments, your timesheets will not comply with DCAA guidelines.

Comments are required whenever:

● A timesheet is approved (timesheet approvers)

● A timesheet is rejected (timesheet approvers)
● A timesheet is un-submitted (timesheet submitters)
● A timesheet is re-submitted (timesheet submitters)
● A timesheet has time added or subtracted after being submitted (timesheet approvers and submitters)

Activating DCAA Compliance

To activate DCAA Compliance:

● Within the Company tab, click on the Preferences link.

● Check the box marked “enable DCAA compliance".
● Note the warning message that appears when checking the box.
● Click the “update” button to save your changes.

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Timesheet Changes

All actions performed on submitted timesheets are logged. Comments pertaining to the nature of the changes are
required for DCAA compliance. Below are a few examples of where comments are entered.

Comments are required whenever:

● A timesheet is approved (timesheet approvers)

● A timesheet is rejected (timesheet approvers)
● A timesheet is un-submitted (timesheet submitters)
● A timesheet is re-submitted (timesheet submitters)
● A timesheet has time added or subtracted after being submitted (timesheet approvers and submitters)

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DCAA Log

Timesheet approvers can also download a DCAA Audit Log when reviewing timesheets. Logs are created for each individ-
ual timesheet. The DCAA audit log and be accessed through the Timesheet Review screen.

After clicking on the DCAA audit log link, follow the on-screen instructions to download the log.
If you have any support inquires, please send an email to ClickTime Support.

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Audit Logging

About the Audit Log

The Audit Log gives you the ability to track down the entire history of an item belonging to your ClickTime account. For
instance, you can see the entire history of a job, from the moment it was created, including all changes that have been
made to that job’s profile and changes to the billing rates associated with the job, if your company’s billing rates are set
by job.

Activating the Audit Log

To activate Audit Logging you first need to obtain access to ClickTime’s optional Advanced Logging module. If you would
like to add this module to your ClickTime service, please contact ClickTime Sales.

Once you have access to Advanced Logging, take the following steps:

● Within the Company tab, click on the Preferences link.

● Click on “Security Settings”
● Check the box marked “enable audit logging (reduces application performance)"
● Click the “Update” button to save your changes.

Restrictions to Audit Logging

Audit Log will record data from the point you activate this feature on. It will not show you any historical changes you have
made to your ClickTime account, prior to activating audit logging. If you deactivate and then later re-activate this fea-
ture, none of the actions performed while the feature was deactivated will be logged in.

Activating the Audit Log will prevent your company from making billing rate and cost (pay rate) changes that affect all
non-locked time entries in the past, unless you specifically select the bulk-change audit log option.

To do so, go to Company Preferences, Security Settings and check the box marked “allow changes (not logged) to bill-
ing rates, costs, etc. that affect all non-locked time and expense entries (even in the past)”. You will be able to make

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billing rate and cost changes to historical non-locked time entries. However, audit logging will record only the actual
change of cost and billing rate. The audit log will not provide a detailed log of all historical time entries affected by these
changes.

Audit log report is available only to administrators. Managers, regardless of their permission setting, cannot generate
and view audit log reports.

Audit Log Reporting

There are several ways for an administrator to access audit log data. You can either run the report called “Audit Log”
under the “Miscellaneous” category in the Reports section. There are also various links on specific pages for viewing a
limited portion of the audit log results. Audit Log reports are available in Excel format and can be downloaded to your
computer. Here is a list of the pages where you can download Audit Log reports:

● Person Detail page

● Client Detail page

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● Job Detail page

● Task Detail page
● Division Detail page
● Employment Type Detail page
● Timesheet Review Popup Pages
● Expense Sheet Review Popup Pages
● Expense Type Detail page
● Payment Type Detail page

In the image below you can see the location on a person’s detail page of the link where you can download the audit log
for that person. The link is located in the same place on the Client, Job, Task, Division, Employment Type, Expense Type
and Payment Type detail pages.

When you click any of these “Audit Log” links, a popup window will show up, where you can open or download the report
you wanted to see. The popup detailed instructions for downloading the Excel file. In the background of the popup win-
dow you can still see the item (task, job, person, etc) for which you run the audit log report.

Audit Logs will record the following type of information:

● When adding a new item (new time entry, people, clients, jobs and tasks), all form and default values pertaining to
the item are stored in the log with the corresponding field names.
● When editing an existing item, all changes that have been subsequently made to that item, showing the original and
the new values of the fields that have been changed. Thus, if you edit a task and change the task name, task code,

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accounting package task ID and add a new comment in the “Notes” field pertaining to that task, the log entry should
reflect that the corresponding fields have changed.

For identification purposes, the following fields will be recorded in the audit log; depending on what page the audit log is
downloaded:

● User ID of person who performed the action

● Full name of person who performed the action
● Date and time the change occurred
● Description of action taken (setting a value or updating a value)
● Item description and item ID (e.g. task, person, job, etc)
● Timesheet ID
● Date range of the timesheet
● User ID of person whose timesheet was affected
● Full name of person whose timesheet was affected
● Time Entry ID
● Time Entry changes (with original and new values)
● Expense sheet ID
● Date of expense sheet
● User ID of person overriding the expense sheet
● Expense Item ID

The values for custom fields are recorded when editing or adding a person, client, job, etc. They will be identified in the
log by the “custom field name” that the customer entered when originally creating the custom field.

An “Audit Log Export (Excel)” report has been added to the “Miscellaneous” report category. You will be able to select
the time frame for the report, which will be in an Excel file and include all audit log records for the specified date range.

The Desktop Application

What is the ClickTime Desktop Application?

A few words about this handy application: ClickTime Desktop Application is a small and light piece of software that easily
installs on your personal computer, either a desktop or a laptop, a PC or a Mac.

Security Settings: Allowing Use Of the Desktop Application

Access to downloading the Desktop Application can be controlled by account administrators. On the Company Pref-
erences page, in the Security Settings category, you can see a checkbox followed by the text: “permit people to down-
load and enter time with the ClickTime Desktop Application. Checking this box will cause the Download tab to show up on
every standard user’s web interface. (see image below). Remember to click on the “update” button to save your
changes.

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Un-checking the box will make the Download tab disappear from the standard users web interface, preventing people
from downloading it in the future. If users have already downloaded and installed the Desktop Application on their com-
puters, they will not be able to use it anymore. When users try to login, they will get a message informing them that their
company does now allow use of the Desktop Application.

Downloading and Installing the Desktop Application

To download the ClickTime Desktop Application, first click on the Download tab. You will be taken to a page that looks sim-
ilar to the image below. The ClickTime Desktop Application is a free download for ClickTime subscribers on the Basic or
Corporate Plan.

Desktop Application - Version 2.0

The application is available for Windows and Mac OS X operating systems. Before downloading the latest version of the
Desktop Application, you will first need to uninstall the old version. Please read the "How to Uninstall the Desktop Appli-
cation " section for more details.

Installation Instructions for Windows Users

Simply expand the ClickTimeWin.zip file and drag the "ClickTimeWin" folder to your hard drive, in the location you prefer.
You may create a shortcut to the application on your desktop or in your Startup Items folder if you wish. You must keep
all files in this folder together.

Installation Instructions for Mac OS X Users

After downloading the ClickTime Desktop Application, do the following:

1. Mount the disk image file by double-clicking on the "ClickTimeMac.dmg" file (your web browser may do this auto-
matically for you).
2. Open the mounted disk image by double-clicking it.
3. Select and drag the "ClickTime 2.0" application icon into your Applications folder.
4. You may create an alias/shortcut to the application on your desktop if you wish.

Upgrading Your Desktop Application

If you are upgrading to a new version of the Desktop Application, and you have been working in “offline” mode, you need
to switch to “network” mode before downloading the newer version of the application. This step is necessary for the fol-
lowing reason: when you work in “offline” mode, all your time entries are stored locally on your computer. When you
work in “network” mode, your data is transmitted to the online ClickTime system and stored there. If you uninstall the old
version Desktop Application after you have worked “offline”, all the time entries that were stored locally on your com-
puter will be lost.

To uninstall an old version of the Desktop Application follow the instructions provided in the “How to Uninstall the Desk-
top Application” section.

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Network Mode vs Offline Mode

“Network” is intended for people with an active connection to the Internet, either through a modem, wireless connection
(WiFi) or a LAN.

“Offline” is for people who have no connection to the Internet. For example: people on an airplane, out of the office, or
with no access to a modem. If you are uncertain, you should attempt to use the “Network” mode first. If that fails, and
you are certain you have no network connection, sign in with “Offline” mode selected.

The “Offline” mode allows people to sign time even when there is no network connection whatsoever. However, a person
must have signed in at least once in the past 30 days for the “Offline” mode to be available. This permits the program to
keep a local copy of jobs and tasks on the local hard drive, which will be synchronized with the server during the next
sign in. If a person enters time in “Offline” mode, and there is also time stored on the server for the same day, the entries
will be combined.

Logging In and Signing Out

The first time you sign in with the Desktop Application, you must do so in “Network” mode, so the Desktop Application can
download your company’s job and task information from the web site. After that, you can use the desktop application in
“Offline” mode. Keep in mind, however, that the information stored on your local hard drive will need to be synchronized
with the ClickTime server once in a while. The synchronization is done by signing in with “Network” mode. During syn-
chronization, your time entries are “uploaded” on the server, while your Desktop Application is “refreshed” with an
updated list of jobs and tasks that matches the one you see when you log in with the web interface.

Use your full email address and password to log in. The email address and password must be the same as the ones you
use to log in with the web interface. If, after login, you can’t see the place where you can input time, it’s because the appli-
cation has the ability to collapse, taking up less space on your screen. Click on the ClickTime logo and the application
should expand, revealing the time entry area.

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To avoid typing your email address every time you log in, click on Preferences and check the box that says “Remember
my User Name”. The application will remember your email address, but you will still have to provide your password to log
in. If you type in an incorrect password, the following message will be displayed on your screen: “An error has occurred.
Login not found”. If you forgot your password, go to the online login page and use the “forgot your password?” link to
have your password emailed to you.

If you are working in “Network” mode and are not able to connect to the server, please contact your company’s IT per-
son. You might need to enter a proxy server IP address. This can be done on the Preferences page of the Desktop Appli-
cation, as shown in the image to the right.

To log out of the Desktop Application, you can do one of the two following things: either click the close button or the “Quit”
button. Before quitting, the application will ask you to confirm this action. This prevents logging out by mistake or leaving
incomplete time entries.

For extra security, your Desktop Application will log you out automatically 48 hours after you logged in. You will be
logged out at midnight, after 48 hours have passed. All your non-saved time entries will be automatically saved before
you get logged out. This behavior allows for constant synchronization with the website, updating the job and task lists
that are displayed on your Desktop Application or informing you of new Desktop Application versions available for down-
load.

Time Entry with the Desktop Application

The main time entry mode for ClickTime is through online timesheets. What if you don’t have an Internet connection at
your place of work or your job entails a lot of travel? ClickTime offers you an alternative to entering time through its web
interface. This alternative is entering time through the ClickTime Desktop Application. Next time your computer is con-
nected to the internet, your time entries are transmitted from the Desktop Application to your online account. So, when
you log in through the web interface, you will see all your time entries showing up on the corresponding days. 

Entering, Saving and Deleting Time

See "Adding a Time Entry" on page 246
See "Saving Your Time Entries" on page 247
See "Deleting Your Time Entries" on page 248

Adding a Time Entry

To enter time, you must click on the first job row. You will not be allowed to enter time on other rows, if there are blank
rows above them. Select a job from the pull-down list. In the task field, select a task from the pull-down list of available
tasks.

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Click on the corresponding time field. You will see a pop-down with all possible time entries available, depending on your
company’s allowable time increments. In the example to the right, the person is allowed to enter time with 15 minute
increments.

The ClickTime Desktop Application allows employees to enter a maximum of 14 entries per day. If you need to enter
more than 14 entries on a day (or on a regular basis); you must use ClickTime’s web-based interface.

Also, if you entered more than 14 entries of time on the web, the desktop application will only display 14 entries. How-
ever, the total number of hours will match the total on the website. If you notice there is a difference between the total
number of hours displayed and the actual entries you have, it is most likely because you have more time entries on the
website.

Saving Your Time Entries

a. To save your time entries, click on the "save" button on the upper right side. This button is disabled when all your
time entries are saved. The moment you start adding a new time entry, the button will become active.
b. You can also save your time entries by clicking on the left and right arrows preceding and following the current
date at the top of the application. The date are will temporarily change to say “Submitting data…”. This means that
your time entries are being synchronized with the server.

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c. Another way of saving time entries is to click on the preceding or following days or on their corresponding “sum-
mary” fields. The same “Submitting data…” message will briefly appear to confirm the successful transmission of
your data.
d. Quitting the application will also save your data. The system also automatically saves your time, if it detects any
changes you made to the data you previously entered.

Deleting Your Time Entries

To delete time entries, simply click on the red delete button (marked with a red cross) that shows up on the left end of
time entry rows. The process is similar to deleting time entry rows on the web interface.

Using the Stopwatch Timer

The Desktop Application allows you to record worked time more accurately, by providing a stopwatch that works very
much like its web-based counterpart.

In the image to the left you can see a yellow icon with a stopwatch painted on it. This icon will show up only for one row at
a time, since you can’t run more than one stopwatch at a time. To make it appear on a specific row, you have to roll your
mouse over that row.

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Click on the stopwatch icon and the timer bar will show up at the top of the application. The selected row will be high-
lighted to remind you what job / task you are entering time for. The start, stop and pause buttons are similar to the stand-
ard ones used in any software / hardware that involves a timeline.

Make sure you save your time entries the same way you would when you enter them without using the stopwatch.

Using the Calendar

 If you want to move in-between days that are far apart from each other, or check time entries from the past, you can
use the calendar. To access the calendar, click on the date at the top of the application. It will open a popup window
where you can select the date in the past or today’s date, in case you are coming back from a date in the past.

The image below is an example of how the calendar looks like.

Choose a Custom Term

The desktop application supports custom terms for "jobs" and "tasks". For more information about this, please read the
"Custom Terminology" section. 

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Desktop Application Usage Restrictions

Access to the ClickTime Desktop Application will not be permitted in the following situations:

1. If DCAA compliance is enabled (on the Company Preferences page).

2. If the user's ClickTime account is set to require start and end times (on the Person Detail page).
3. If your company's administrator disabled the right to download and use the ClickTime Desktop Application (on the
Company Preferences page, under Security Settings).
4. If your company's ClickTime account is configured to restrict task availability by client or job selected (on the
Company Preferences page, under Task List Settings).
5. If your company is set to enter time only through the “type-ahead” job selection method on the Day View page,
meaning that your company cannot use the standard “pop-down list” interface. For more information about this,
please contact your company’s ClickTime administrator.
6. If the company has enabled the use of multiple job levels (phases and sub-phases).
7. If your company is configured to require login with OpenID, users are not allowed to log in and use the Desktop
Application.

How to Uninstall the Desktop Application - Version 2.0

Uninstall Instructions for Windows Users

Drag the "ClickTimeWin" folder into your Recycle Bin.

Uninstall Instructions for Mac OS X Users

First, drag the "ClickTime 2.0.app" application icon from your Applications folder to your Trash. Next, find your "Clicktime
2_0 Prefs" folder (to locate this folder, go to your hard drive, open the "Users" folder, double-click on the user you are
currently logged-in as, open the "Library" folder, then open the "Preferences" folder) and drag it to your Trash.

ClickTime Mobile Edition

We’ve developed a special version of ClickTime just for Palm Treo, Windows Mobile, Sidekick and Blackberry web users.
Just point your mobile device’s web browser to http://clicktime.com and login to add and edit time and expenses.

Configure Your Mobile Browser Settings

The web browser on your mobile device must support and have cookies and must be JavaScript enabled. To read more
about how to configure the browser settings of your mobile device, go to the "Optimize Your ClickTime Mobile Device"
section.

Forgotten Login Email and/or Password

If, at some point in the future, you are unable to login on your mobile device, go to www.clicktime.com on a desktop com-
puter or laptop and try to login there. If you still have problems, use the “forgot your password” link. Your password will
be emailed to you. You can also try contacting your ClickTime account administrator, who can supply your login email
and/or password.

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How to Enter Time with ClickTime Mobile Edition

See "Adding time entries with ClickTime Mobile Edition " on page 251
See "Editing time entries with ClickTime Mobile Edition" on page 252
See "Deleting time entries with ClickTime Mobile Edition" on page 252
See "Adding time-off with ClickTime Mobile Edition " on page 252
See "How to save your entries and changes " on page 253
See "Navigation tips " on page 253
See "Search tips " on page 254

Adding time entries with ClickTime Mobile Edition

First, make sure you have selected the correct date. By default, the Mobile Edition takes you to the current day, if you
login with the "Time" selection checked. There are two ways to add time: selecting a recently used job or creating a new
time entry. The Time screen clearly displays the two options.

a. Adding time to a recently used job: select "to a recent job" (see image below) and click on "next", then choose a
task, enter hours and a comment and click on “finish” to save your entry.
b. Making a new time entry: select “to a different job”, then choose the client, job, task, enter hours and a com-
ment and click on "finish" to save your entry.

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Editing time entries with ClickTime Mobile Edition

If you want to edit a time entry, you must click on the job part of the time entry (see image above). As you can see from
the image above, the job part is the only clickable part of a time entry. Clicking on it will take you to a sequence of steps
where you can change the client, job, task, time entry or comment. Make sure you save your changes by clicking on the
"done" button (see image below).

Deleting time entries with ClickTime Mobile Edition

To delete an existing time entry, simply click on the hours field and replace the value with a 0 (zero). Make sure you click
on the “Finish” button to save your changes.

Adding time-off with ClickTime Mobile Edition

First, make sure you have selected the correct date. Read the navigation tips to learn about all the different ways to
select a date. To add time-off, such as vacation, holiday or sick leave, use time entry method b) described above. You

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will be taken to the Client selector page (see image below) where you will be asked if you want to add "Time Off" instead.
Click on the link to go to the Time Off entry page.

On this page (see image below) you can select the Leave Type (sick leave, vacation, holiday, etc), and enter the number
of hours and a comment. Clicking on the "finish" button will save your time entry and will display a confirmation message
that your changes were saved properly.

How to save your entries and changes

To accommodate the screens of handheld devices, creating or editing a time entry consists of a succession of steps. The
last step in such a succession will always display a “finish” button. Clicking this button, followed by the confirmation mes-
sage “Saved changes” will save your work. Navigation between pages in the application will not automatically save your
time entries. Closing the application will also not save a time entry if you were in the middle of creating or editing one.

Navigation tips

After you login, you will be taken to the time entry page for the current day. The date is displayed at the top of the page.
You can use the right and left arrows to navigate to the previous and next day. The calendar at the top of the page is
another useful navigation tool to jump to a specific page. The two main tabs allow you to easily switch between the Time
Entry and Expense Entry interfaces. If you don't see the Expenses Entry tab, contact your ClickTime Administrator or
write to ClickTime Sales about activating the Expenses tracking module.

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Search tips

When you make a time entry and you have to select a client and a job, you have the option to use a drop-down hotlist
that contains the most recently used jobs in your list. However, if the item you are trying to add is not part of the hotlist,
you can search for it in your general list of items. For example, if you are on the Choose a Client page and you don't see
your client on the hotlist, click on the “Find more clients” link. You will be redirected to the “Find client” page. The results
of the search query are based on the letters you type in the search box.

How to Enter Expenses with ClickTime Mobile Edition

See "Adding expense sheets and expenses " on page 254

See "Editing expenses " on page 254See "Adding expense sheets and expenses " on page 254
See "Deleting expenses" on page 254
See "Expense sheet properties " on page 255
See "Foreign currency expenses " on page 255
See "Navigation tips " on page 255

Adding expense sheets and expenses

You can add a new expense to an existing expense sheet or to a new expense sheet. You can add expenses to existing
expense sheets only if their status is Open or Rejected. If the status is Waiting or Approved, the expense sheet is locked.
Click on an expense sheet, then, on the following page, click on “add item” (see image below). If you want to add
expenses to a new expense sheet, you must first create the expense sheet. Click on “add sheet” on the main page. After
you’ve created the sheet, you are taken to the “Add Expense Item” page.

Editing expenses

To edit an expense, from the main page first open the expense sheet that contains the expense item you want to edit.
Click on the expense item you want to edit, make the necessary adjustments and click on “next”. Your changes are
saved and on the next page you can also add another expense item on the fly.

Deleting expenses

To delete an expense, follow the same steps above for editing an expense. At the bottom of the Edit Expense Item page
you will notice a “delete item” link. You will get prompted with a confirmation request before you delete the expense, to
avoid accidental deletions. To delete an entire expense sheet, click on the “delete this sheet” link (see image above),
located at the bottom of the screen. You cannot delete an expense sheet that has been locked or is waiting for approval.

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Expense sheet properties

When you create a new expense sheet, you will be first asked to specify its properties, such as title, date, foreign cur-
rency conversion, etc. These properties can be edited at any time later by clicking on the “edit properties” link at the bot-
tom of an expense sheet, unless the expense sheet is waiting for approval or approved. Clicking on the title of an
expense sheet will also take you to the expense sheet properties page.

Foreign currency expenses

If you would like to enter expenses with foreign currencies, you must first enable the foreign currency functionality on
the expense sheet properties page. If an exchange rate was found for the currency you selected, this rate will auto-
matically be used. If no exchange rate was found, you have to manually enter one, in order for your time entry to be con-
sidered valid and saved.

Navigation tips

By default, every time you log in to ClickTime's Mobile Edition, you will see only active expense sheets from the last 90
days, with the most recent expense sheet at the top (see image below). One of the navigation menus at the top allows
you to view either active (meaning open or rejected) or all (open, waiting for approval, approved and rejected) expense
sheets. In the other navigation drop-down you can select to view last 90 days, last year to date or all expense sheets.

Clicking on an expense sheet will take you to the expense sheet detail for that particular expense sheet. The Expense
Sheet Detail page contains all expenses entered on that expense sheet. If you want to edit the properties of the expense
sheet, click on the “edit properties” link situated at the bottom of the page. The two main tabs allow you to easily switch
between the Time Entry and Expense Entry interfaces. If you don't see the Expenses Entry tab, contact your ClickTime
Administrator or ClickTime Sales about activating the Expenses tracking module.

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Optimize Your ClickTime Mobile Edition

See "Secure Login and Connection" on page 256

See "Compatibility with BlackBerry Devices" on page 256
See "Compatibility with Palm Treo Devices" on page 256

Secure Login and Connection

Your devices must support SSL in order for you to be able to use ClickTime Mobile. ClickTime Mobile has a secure login
process. If your device is too old to support SSL connections, then you won't be able to login to ClickTime Mobile Edition,
nor use it when the full secure connection is required by the company settings. For more information about secure con-
nections, please read the "Security Settings" help topic.

Compatibility with BlackBerry Devices

If you are running ClickTime Mobile on a BlackBerry device, you may want to make sure the browser on your device is
properly configured. To configure the browser on your device. open the browser and click the track-wheel. Click Options
and select Browser Configuration. In this menu make sure the following settings are checked:

● Support HTML Tables

● Use Foreground and Background Colors
● Support JavaScript
● Support Style Sheets

Note: You might be restricted from changing your BlackBerry device browser settings. Contact your system admin-
istrator for more information.

Compatibility with Palm Treo Devices

If you are running ClickTime Mobile on a Treo device, the best viewing options are under the following browser con-
figurations:

● Open Blazer (your device's default web browser)

● Go to Menu > Options and check Wide Page Mode and your default viewing mode
● Also under Options, go to Font > Font Size and select Small as your default display font

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● Then go to Options > Preferences > General and make sure the following options are NOT checked: disable
cookies, disable Javascript, disable cascading style sheets, don't download images!

Supported Handheld Devices

Among the devices that you can ClickTime Mobile Edition on, here are some that we have tested and support:

From the BlackBerry family

BlackBerry 6280 BlackBerry 7100v BlackBerry 7290

BlackBerry 6750 BlackBerry 7100x BlackBerry 7520
BlackBerry 7100i BlackBerry 7105t BlackBerry 7780
BlackBerry 7100g BlackBerry 7130e BlackBerry 8700c
BlackBerry 7100r BlackBerry 7130e-v BlackBerry 8700g-blue
BlackBerry 7100t BlackBerry 7250 BlackBerry 8700r

From the Palm family

Treo 650 - with Palm OS 5.4 platform

Treo 700p - with Palm OS 5.4 platform
Treo 700wx - with Windows Mobile 5.0 platform
Treo 700w - with Windows Mobile 5.0 platform

Devices that run on Windows Mobile

ClickTime Mobile was sucessfully tested on devices running Windows Mobile 5.0 operating system. We have tested our
application on various Pocket PC devices and Smart Phones. 

From the Sidekick/Hiptop family

Sidekick 3

Restrictions to Using the Mobile Edition

Some features you may be accustomed to using on the ClickTime website are not available with the ClickTime Mobile Edi-
tion. Following is a list of features that ARE available on the main website, but not on the Mobile Edition.

See "Administrative Functions" on page 257

See "Standard User Functions" on page 258
See "Other Restrictions" on page 258

Administrative Functions

None of ClickTime's administrative functions and permissions are available for use with the ClickTime edition that was
created especially for handheld devices. If you would like to add people, clients, jobs, assign managerial permissions to
certain users, review, approve or reject timesheets, change your company's settings, etc., you will have to log in to Click-
Time on a laptop or desktop computer.

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Standard User Functions

ClickTime Mobile is especially designed for people who need to save their time entries on the fly. It is built to provide max-
imum functionality with minimum effort and time consumption on the part of the user. Most features available on the
standard user interface are also accessible through the Mobile interface. However, there are a few tasks that can be per-
formed only through a standard web browser. Following is a list of functions that ARE available on the main site, but not
on the Mobile Edition:

■ entering time on a weekly view screen

■ copying yesterday’s time entries with one click (QuickDay)
■ using a stopwatch timer
■ viewing your current and past timesheets
■ submitting your timesheet for approval
■ checking timesheet approval status
■ changing your default task
■ submitting an expense sheet for approval

To use any of the previously mentioned features, please log in to www.clicktime.com on your laptop or desktop com-
puter.

Other Restrictions

1. If your company has enabled the use of multiple job levels (phases and sub-phases), then users will no longer be
able to log in to the Handheld Application on their mobile devices. Upon login, they will get a corresponding error
message, explaining the reason why they can't log in.
2. If your company is DCAA compliant, and has turned on the DCAA compliance feature on the main site, then
access to the Mobile Edition will not be permitted. For more information, please refer to the DCAA compliance
help section .
3. If you are trying to use ClickTime Mobile on a device running Windows Mobile 5.0, you will have to log in using our
"Standard" mode. Secure logins are not possible due to the fact that ClickTime uses Wildcard certificates, which
Microsoft does not support for its Windows Mobile 5.0 edition. Secure logins should work properly with devices run-
ning Windows Mobile 6.0.
4. If your company is configured to require login with OpenID, users are not allowed to log in with the Mobile Edition.

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Frequently Asked Questions

If you are a standard user and are looking for answers regarding your time entry screens, your own timesheets and
expenses, please click on the "User" link.

If you are a ClickTime administrator or manager and you need answers for questions regarding your account
configuration, timesheet approvals or reporting issues, follow the "Administrator" link.

User FAQs
This section contains only questions and answers pertaining to time entry issues or personal settings. For questions
regarding ClickTime administrative features and controls, please refer to the Administrator FAQ section.

Login Questions - FAQ

Click on a question to read its answer:

See "Login Questions - FAQ" on page 259
See " I have had my password sent to me, and I am sure that I am typing it in correctly. I am still getting this error:
"The email address or password is invalid." " on page 259
See " Can I call you and get my password over the phone? " on page 259
See " How do I log in to ClickTime with my OpenID? " on page 259
See " Where do I sign out of my ClickTime account? " on page 260
See " I can access the website, but I can't access my account. How do I get in? " on page 260
See " I am having difficulty accessing the web version of ClickTime. " on page 260

I can't remember my password. How do I recover it?

If you do not know your password or if the password you are trying is being denied:
1. From the login page, click the "forgot your password?" link.
2. Enter your email address, and click "send my password."
3. The password for this account will immediately be sent to that email address.
I have had my password sent to me, and I am sure that I am typing it in correctly. I am still getting this error: "The email address or
password is invalid."

1. Chances are the password is either incorrect or mistyped. Passwords are also case-sensitive. Make sure you
don't have your caps-lock on.
2. Check with your administrator to make sure you have not been inactivated. Have them re-add you, if that is the
case.
3. Error occurs if your Demo account has expired. If you suspect that this is the case, please contact
ClickTime Sales to discuss re-activating your account.
Can I call you and get my password over the phone?

No. We do not have access to your passwords, so the only way to get it is over the web.

How do I log in to ClickTime with my OpenID?

If your account administrator enabled OpenID login for your account, you should be able to see a link in the upper corner
of your login window (see image below). This link allows you to toggle between logging in with your OpenID or with your
email address and password.

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If you are required to log in only with your OpenID, you will not have the option to use your email and password any-
more. If you have any issues or questions regarding logging in with your Open ID, please contact your account admin-
istrator.

Where do I sign out of my ClickTime account?

Click the "Sign Out" link in the upper and bottom right-hand corner.
*Note: For security purposes, if there is no activity to ClickTime for 2 hours, you will be signed out automatically. (The
length of time may vary depending on your company's settings.)

I can access the website, but I can't access my account. How do I get in?

If the password you are trying is being denied, chances are the password is either incorrect or mistyped. To determine if
this is the problem, try the following steps:
■ Go to home page (http://www.clicktime.com).
■ Click on the "forgot your password" link that is under the sign in field.
■ On the following page, enter the email address that you use to sign in.
■ The password for this account will immediately be sent to that email address.

If you have already attempted "forgot password," there are several other reasons why you may not be able to access
your account:
1. Your administrator has altered your account and perhaps made you "inactive." If you think this may be the case,
check with your administrator.
2. Your demo account has expired and has been inactivated. If you know that you are past the 30 days allowed for
the demo, please contact ClickTime Sales to discuss the reactivation of your account.
3. You have cookies disabled in your browser or your JavaScript turned-off. Please check your browser preferences
for these two things.

I am having difficulty accessing the web version of ClickTime.

It could be your internet connection. Check some other websites to see if you have any difficulty accessing them. If you
do, consult your IT department. If you can access other websites but not ClickTime, please contact ClickTime Support. 

Personal Preferences - FAQ

Click on a question to read its answer:

See " How do I change my password?" on page 261
See " How do I change my email address? " on page 261

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 ClickTime Web Timesheet - Administraton Guide - Version 6.0

See " How do I edit my OpenID? " on page 261

See " My name was entered incorrectly by my administrator. How do I correct it? " on page 261
See " There are only 5 fields in which to enter my time. How can I increase the number of fields I see so that I can
enter more time?" on page 261
See " How can I change my division? " on page 261
See " How do I change my default task? " on page 261
See " What is the "Preferred time entry view" option?" on page 262
See " My company uses the 24-hour time format, can I update my personal preferences? " on page 262
See " Why doesn't type-ahead work in my Safari browser? " on page 262

How do I change my password?

From the "Personal" tab, navigate to the "My Preferences" page. To change your password, click on the "change pass-
word link" at the right top corner of the page. This new page will require you to enter your existing password, the new
password and a confirmation of the new password. Click update. The next time you log in, you will use your new pass-
word. Make a note of it, because you will not receive an email notification reminding you of this change.

How do I change my email address?

Since your email address is required for sign in, it can't be simply changed. You need to contact the administrator of your
account in order to change your email address. All information from the old email address will be available under the new
email address. No data is compromised.

How do I edit my OpenID?

For security purposes, the OpenID value visible on your Preferences screen can be entered/edited only by your account
administrator. If you don't see an OpenID on your Preferences screen and you would like to use OpenID to login to Click-
Time, please contact your account administrator. If your OpenID was entered incorrectly or you cannot login, ask your
account administrator to make the appropriate corrections.

My name was entered incorrectly by my administrator. How do I correct it?

You can correct your name by going to your "My Preferences" page and editing the full name field in the Personal Infor-
mation section.

There are only 5 fields in which to enter my time. How can I increase the number of fields I see so that I can enter more time?

Go to "My Preferences" and change the number of time entries you wish to see. You may add up to 99 time entries per
day. This setting applies only to the number of rows you see on the Day View time entry screen.

How can I change my division?

To change any information that is displayed in a read-only format, you must to contact your ClickTime administrator.
Only an account administrator or manager can make these changes.

How do I change my default task?

Please follow the instructions below to change your default task:

1. Click on "My Preferences" at the top of the screen.
2. Click on the default task drop down menu and select the task you want to be your default task.

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3. Click "update."
What is the "Preferred time entry view" option?

The "Preferred time entry view" option allows you to select your destination after sign in. You will either be taken to the
Daily View or Week View time entry page.

My company uses the 24-hour time format, can I update my personal preferences?

In the My Preferences section, there are two options for time format: AM/PM and 24-hour (e.g. 18:45). Select the time
format you prefer and click "Update" to save your changes.

Why doesn't type-ahead work in my Safari browser?

Some browsers, such as Safari, do not support the type-ahead feature. To verify that, go to My Preferences, and check if
you see a message saying: "Note: Your browser does not support the type-ahead feature." If you are accessing Click-
Time from your Mac computer, try using a different Internet browser, such as Mozilla Firefox, which will allow you to ben-
efit from the type-ahead functionality.

Day View Time Entry Screen - FAQ

Click on a question to read its answer:

See " What is the maximum number of time entries I can enter per day? " on page 262
See " When I am entering time, I see a button on the left called "Quickday." What does that do? " on page 262
See " Every time I try to enter a note for a time entry, I am logged out of ClickTime. " on page 263
See " There are only 5 fields in which to enter my time. How can I increase the number of fields I see so that I can
enter more time? " on page 263
See " I'm trying to enter time for a client/job, but it's not on my job list. Where is it?" on page 263
See " Why doesn't type-ahead work in my Safari browser? " on page 263
See " How do I enter zero hour values? " on page 263

What is the maximum number of time entries I can enter per day?

You can now enter 99 time entries per day.

When I am entering time, I see a button on the left called "Quickday." What does that do?

The Quickday button will enter the last saved day that you have entered time for. This is a useful tool for people who do
the same or similar jobs and tasks everyday. After clicking the Quickday button, your jobs, tasks, and hours will show up
in their respective fields. Don't forget to click "save."
*Note: The Quickday confirmation will only appear for the first two months after a new user is created.

Every time I try to enter a note for a time entry, I am logged out of ClickTime.

The issue you are describing involving the "notes" feature is typically caused by Internet Explorer's security settings.
Here are a number of steps we recommend to "tune up" your browser for use with ClickTime. (Not all of these steps are
necessary, but they cover all the most common issues.)

■ Turn off any add-on popup blockers. These include Google Toolbar, Yahoo! toolbar, and others provided by ISPs
such as SBC Global or AOL.

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■ Add ClickTime to your list of Trusted Sites. To do this: - Open Internet Explorer - Click on "Tools" on the menu bar -
Select "Internet Options..." - Click on the "Security" tab - Click on the "Trusted sites" icon - Click on the "Sites..." -
Add "http://*.clicktime.com" (without quotes) to this zone and click OK.
■ Allow Internet Explorer to receive cookies from ClickTime. To do this: - While in the Internet Options menu (from
step 2) click on the "Privacy" tab - Click on "Sites..." - Enter "clicktime.com" (without quotes) in the top field, then
click "Allow"
■ Disable Internet Explorer's popup blocker for ClickTime. To do this: - In the Privacy tab (same as step 3) click on
"Settings..." to edit the popup blocker settings - Type "*.clicktime.com" (without quotes) in the top field and click
"Add"
■ Lastly, empty your browser's cache (Temporary Internet Files). To do this: - In the Internet Options menu, click on
"Delete Files". Check the box marked "Delete all offline content" and click OK.

There are only 5 fields in which to enter my time. How can I increase the number of fields I see so that I can enter more time?

Go to "My Preferences" and change the number of time entries you wish to see. You may add up to 99 time entries per
day. This setting applies only to the number of rows you see on the Day View time entry screen.

I'm trying to enter time for a client/job, but it's not on my job list. Where is it?

Either you're not subscribed to it, or your administrator hasn't created it yet. First, see if that client/job exists and that
you're subscribed to it. Sign into ClickTime and go to "My Jobs" in your menu bar. Click on the client and click on
"some..." to show the list of jobs. If the client and/or job are not visible, you need to ask your administrator to add that
client and/or job. If they are visible, you need to check the checkbox next to the name of the job in order for it to appear
in your job list.

Why doesn't type-ahead work in my Safari browser? 

Some browsers, such as Safari, do not support the type-ahead feature. To verify that, go to My Preferences, and check if
you see a message saying: "Note: Your browser does not support the type-ahead feature." If you are accessing Click-
Time from your Mac computer, try using a different Internet browser, such as Mozilla Firefox, which will allow you to ben-
efit from the type-ahead functionality.

How do I enter zero hour values? 

Depending on what industry your business belongs to, your employees may need to mark down time entries associated
with zero hour values. For instance, in a therapy center, counselors will want to record when patients cancel or don't
show up for appointments. With zero hour time entries, these missed appointments will be recorded in the system, with-
out affection the therapist's total number of hours on his/her timesheet and without impacting cost and billing amounts. 

To have this feature turned on for your account, please contact your ClickTime administrator.

Week View Time Entry Screen - FAQ
Click on a question to read its answer:
See " What is the Week View feature? " on page 264
See " What is Quickweek? " on page 264
See " Why is Quickweek not copying my weekend entries? " on page 264
See " Why has the QuickWeek button on my Week View page disappeared?" on page 264
See " I now have to enter comments before I save my time entries. How did this happen? " on page 264
See " Every time I try to enter a note for a time entry, I am logged out of ClickTime." on page 265
See "  What is the "(+) more tasks..." item in the Task drop-down on my "Week View" page?" on page 265

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See " I am trying to enter time for a client/job, but it's not on my job list. Where is it? " on page 265See " I am trying
to enter time for a client/job, but it's not on my job list. Where is it? " on page 265

What is the Week View feature?

With Week View, you can conveniently enter time for the entire week on one page.

What is Quickweek?

Quickweek is a convenient feature that acts much like Quickday. It copies the last week of time was entered into the cur-
rent week without copying comments.
Note: The Quickweek confirmation will only appear for the first two months after a new user is created.

Why is Quickweek not copying my weekend entries?

Under your Personal Preferences, if you chose the option to “hide weekends,” Quickweek will not copy your weekend
entries.

Why has the QuickWeek button on my Week View page disappeared?

The QuickWeek button is automatically hidden from view in one of the following two situations:

■ If you are required to enter mandatory comments with every time entry. In standard circumstances, QuickWeek
does not copy comments associated with copied time entries. If mandatory comments are required, QuickWeek
would have to copy last week's comments along with the time entries. Then users would have to manually edit
and/or delete some of the comments that were copied, but are not relevant anymore. As an alternative to using
QuickWeek, QuickDay remains enabled, even when mandatory comments are required.
■ If your company has enabled the DCAA compliance feature.

I now have to enter comments before I save my time entries. How did this happen?

It appears that your company administrator has enabled a ClickTime feature that makes comments mandatory for every
time entry. If you have more questions about why this is a requirement, please contact your ClickTime administrator.
This functionality can be turned on or off only by an authorized person, such as an administrator.

Every time I try to enter a note for a time entry, I am logged out of ClickTime.

The issue you are describing involving the "notes" feature is typically caused by Internet Explorer's security settings.
Here are a number of steps we recommend to "tune up" your browser for use with ClickTime. (Not all of these steps are
necessary, but they cover all the most common issues.)

■ Turn off any add-on popup blockers. These include Google Toolbar, Yahoo! toolbar, and others provided by ISPs
such as SBC Global or AOL.
■ Add ClickTime to your list of Trusted Sites. To do this: - Open Internet Explorer - Click on "Tools" on the menu bar -
Select "Internet Options..." - Click on the "Security" tab - Click on the "Trusted sites" icon - Click on the "Sites..." -
Add "http://*.clicktime.com" (without quotes) to this zone and click OK.
■ Allow Internet Explorer to receive cookies from ClickTime. To do this: - While in the Internet Options menu (from
step 2) click on the "Privacy" tab - Click on "Sites..." - Enter "clicktime.com" (without quotes) in the top field, then
click "Allow"

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■ Disable Internet Explorer's popup blocker for ClickTime. To do this: - In the Privacy tab (same as step 3) click on
"Settings..." to edit the popup blocker settings - Type "*.clicktime.com" (without quotes) in the top field and click
"Add"
■ Lastly, empty your browser's cache (Temporary Internet Files). To do this: - In the Internet Options menu, click on
"Delete Files". Check the box marked "Delete all offline content" and click OK.

What is the "(+) more tasks..." item in the Task drop-down on my "Week View" page?

The tasks dropdown list is predefined to display only the tasks that you entered time against on the current and/or pre-
vious week. It assumes that you are working more frequently on these tasks than on others in the overall company task
list. If you want to see the whole task list, select the “(+) more tasks...” item. If you want to see the whole task list by
default, please contact your ClickTime administrator or send an email to ClickTime Support.

I am trying to enter time for a client/job, but it's not on my job list. Where is it? 

Either you're not subscribed to it, or your administrator hasn't created it yet. First, see if that client/job exists and that
you're subscribed to it. Sign into ClickTime and go to "My Jobs" in your menu bar. Click on the client and click on
"some..." to show the list of jobs. If the client and/or job are not visible, you need to ask your administrator to add that
client and/or job. If they are visible, you need to check the checkbox next to the name of the job in order for it to appear
in your job list.

My Time Off - FAQ

Click on a question to read its answer:

See " How do I check how many vacation and/or sick hours I've accumulated? " on page 265

How do I check how many vacation and/or sick hours I've accumulated?

If you company has this feature available, you can run a Time Off and Accrual Summary report or Time Off and Accrual
Detail report under "My Reports".

My Timesheets - FAQ

Click on a question to read its answer:

See "What is the Timesheet View? " on page 266
See " How do I view my timesheet for a particular week? " on page 266
See " How do I view my timesheet for a particular date? " on page 266
See " How do I generate my timesheet for a particular period?" on page 266
See " Can I run a report which will display my timesheet with the start and end times for each time entry? " on page
267
See "How do I check to see if I have incomplete timesheets? " on page 267
See " How do I enter time while in the "Timesheet View"? " on page 267
See " How do I submit my timesheet? " on page 267
See " Where can I check the current status of a timesheet? " on page 267
See " Who approves my timesheet? " on page 267
See " When submitting my timesheet, why do I have the option to CC someone?" on page 267
See " I accidentally submitted a timesheet for approval, can this be undone? " on page 267
See " What's a timesheet history? " on page 268
See " My timesheet was rejected, what do I do now? " on page 268
See " Why am I not able to submit my timesheet anymore? " on page 268

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See " I have submitted my timesheet for approval and it appears to be locked." on page 268

What is the Timesheet View?

The Timesheet View shows a summary of time entries. The number of days displayed depends on your company’s time-
sheet model (weekly, biweekly, semi-monthly, monthly, or custom).

How do I view my timesheet for a particular week?

To view your timesheet for a particular week, simply click on the "Personal" tab, and click on "Timesheet View" in the
upper left corner of the screen. By default, the Timesheet View will display the current week. Otherwise, you can always
go back to the current week by clicking on the "current timesheet" button on the upper right side of the screen.

How do I view my timesheet for a particular date? 

To view your timesheet for a particular date:

1. First, you must go to Personal > Timesheet View
2. To switch between consecutive days, click on the blue arrows on either side of the date.
3. In the calendar in the upper left corner, click on the date you would like to review. To switch between months,
click on the arrows on either side of the month.
4. Enter the date in the "Enter Date" field that is on the left side of the screen and click "go."
How do I generate my timesheet for a particular period?

Click on My Reports. You can choose a horizontal timesheet which will give you a 16-day overview of time entered or a
vertical timesheet which will give you all time entered during a specific time period. You can use either report for man-
ager sign-off. The incomplete time entry report will generate and indicate the days where you have not entered your mini-
mum hours for particular days.

Can I run a report which will display my timesheet with the start and end times for each time entry?

Yes. Simply go to the My Reports page and select to run the Vertical Timesheet report. The Vertical Timesheet report dis-
plays your time entry details including start time and end time.

How do I check to see if I have incomplete timesheets?

You can run an Incomplete Time Entry report under "My Reports" to determine on what days you still need to enter time.
You may also email yourself the results of the report by clicking the "notify" button.

How do I enter time while in the "Timesheet View"?

Unfortunately, you can't enter time while in the "Timesheet View". To make any alterations to your timesheet you must
be working in the "Daily View" or "Week View."

How do I submit my timesheet?

Go to the Timesheet View and locate the timesheet you want to submit. Click on the "submit timesheet" button. You can
only submit timesheets that have an "open" status. Note: Once you submit a timesheet, you are still able to modify any of
the time entries within that timesheet until it is approved.

I was told that there was an option to 'Submit for Approval' but I can't find this option.

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Go to "Timesheet View" and view your current timesheet. The button "Submit for Approval" can be found in the upper
right corner of your timesheet. If it's not there, please contact your ClickTime administrator and ask if you are currently
configured for timesheet approvals. Your administrator can look at your user profile and configure timesheet approvals
for you.

Where can I check the current status of a timesheet?

Go to the Timesheet View and locate the appropriate timesheet. Below the date of the timesheet, the "timesheet status"
is displayed.

Who approves my timesheet?

After you click on the "submit timesheet" button on the Timesheet View page, a new window will pop up. This window will
display the timeframe and the person responsible for approving your timesheet. You can also go to the "My Preferences"
section of the Personal tab to locate the approver of your timesheets.

When submitting my timesheet, why do I have the option to CC someone?

All email addresses entered in the CC field will receive a copy of the timesheet notification alert. You can enter your own
email address and keep the email as a record of submitting your timesheet. If the person who approves your timesheet
is out of the office (sick, vacation, etc.) you may want to cc a different ClickTime administrator.

I accidentally submitted a timesheet for approval, can this be undone?

Go to the Timesheet View and locate the appropriate timesheet. Click on the "undo approval submission" button. If you
do not see that button, check the status of the timesheet. If your timesheet has been approved, you cannot reverse the
submission process.

What's a timesheet history?

The timesheet history displays all historical actions and comments for that particular timesheet. For example, it will show
you when a timesheet was submitted for approval as well as who approved it.

My timesheet was rejected, what do I do now?

Under the Personal tab, click on Timesheet View. Next to the Date display, click on the "More timesheets…" link. The My
Timesheets page will list all of your timesheets and their current approval status. You can check the history of a time-
sheet to find any comments that were added to your timesheet (e.g. If your timesheet was rejected, the admin-
istrator/manager may have added the reason for your timesheet's rejection). You may make changes to your timesheet
and resubmit it for approval.

Why am I not able to submit my timesheet anymore?

If you can't see a "submit" button on your timesheet anymore, and you were able to submit your timesheets for approval
until now, contact your ClickTime Administrator or your timesheet approver and have him/her check your start and end
dates. When start and/or end dates have been entered for a person, that person can only submit timesheets for approval
that fall within the range defined by the start and end dates.

I have submitted my timesheet for approval and it appears to be locked.

Timesheets that have been submitted to your supervisor for approval are locked from further edits when submitted. Lock-
ing the timesheet is an inherent part of submitting it for approval. If you need to make changes to your timesheet, undo

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the submission and your timesheet will become editable again.

My Reports - FAQ

Click on a question to read its answer:

See " When I try to run a report with Active X, I get a blank screen or an error. How do I get the report to run under
Active X? " on page 268
See " How do I generate my timesheet for a particular period? " on page 269
See " Can I run a report which will display my timesheet with the start and end times for each time entry?" on page
269
See " When I try to run a report with Active X, I get a blank screen or an error. How do I get the report to run under
Active X? " on page 269
See " When I open my Excel report, I get a strange error when I have non-allocated jobs (-na) appear. How can I pre-
vent this from happening?" on page 269
See " I need to email my manager my timesheet. How do I export it to my desktop?" on page 269
See " Can I use the Desktop Application to run my reports? " on page 269

When I try to run a report with Active X, I get a blank screen or an error. How do I get the report to run under Active X?

If you are unable to run Active X reports on your PC, there is a possibility that you are running a different application on
your computer that uses a different version of Crystal Reports. You may need to run your reports with Java, instead, if
you are unable to delete the application from your system that uses Crystal reports. For more information on this, please
contact ClickTime Support.

How do I generate my timesheet for a particular period?

Click on "My Reports." You can choose a horizontal timesheet which will give you a 16-day overview of time entered or a
vertical timesheet which will give you all time entered during a specific time period. You can use either report for man-
ager sign-off. The incomplete time entry report will generate and indicate the days where you have not entered your mini-
mum hours for particular days. Note: If you are on a Limited Account, you will only have access to the horizontal
timesheet and the Incomplete time entry report.

Can I run a report which will display my timesheet with the start and end times for each time entry?

Yes. Simply go to the My Reports page and select the run the Vertical Timesheet report. The Vertical Timesheet report dis-
plays your time entry details including start time and end time.

When I try to run a report with Active X, I get a blank screen or an error. How do I get the report to run under Active X?

If you are unable to run Active X reports on your PC, there is a possibility that you are running a different application on
your computer that uses a different version of Crystal Reports. You may need to run your reports with Java, instead, if
you are unable to delete the application from your system that uses Crystal reports. For more information on this, please
contact us at ClickTime Support.

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When I open my Excel report, I get a strange error when I have non-allocated jobs (-na) appear. How can I prevent this from hap-
pening?

Open the Excel export file by using the "Open" command in Excel. You will be prompted with the "tab-delimited" option.
Choose this option, then change the formatting of the client short name column from "General" to "Text." The -na will be
displayed properl,y without any errors.

I need to email my manager my timesheet. How do I export it to my desktop?

1. If you are running a PDF report: After generating the PDF report, click on the save icon (the disk icon). You will be
prompted to save the document to your computer/desktop.
2. If you are running a non-PDF report using PC/Internet Explorer, PC/Netscape, Mac/Internet Explorer: After gen-
erating a report (such as the horizontal timesheet), click on the envelope icon (located to the right or the printer
icon). You will be prompted to save the document to your computer/desktop.
3. If you are running a non-PDF report using Mac/Netscape: Due to compatibility issues, an export button is not avail-
able under these configurations. You will need to generate a PDF report and save it to your computer/desktop.

Can I use the Desktop Application to run my reports?

ClickTime reports are available only through the ClickTime web site.

My Expenses - FAQ

Click on a question to read its answer:

See "  How do I track my mileage expenses?" on page 270

How do I track my mileage expenses?

ClickTime allows two types of expenses to be entered: standard and mileage. Mileage expense-types must be set up by a
ClickTime administrator before they can be used. The administrator must first specify a rate per mile to be used when cal-
culating mileage-expense types that are entered by users.
To enter a mileage expense type, simply go you your Expense Sheets, click on an existing expense sheet or create a
new one, and add a new expense item. From the expense type drop-down menu select mileage. Enter the number of
miles (or kilometers, depending on your company's settings). The total amount will be automatically calculated.

My Jobs - FAQ

Click on a question to read its answer:

See " My job lists are way too long - I don't work on most of my company's clients and jobs. Can I fix this? " on page
270
See " Why can't I see "My Jobs" page anymore?" on page 270
See " What is the "non-allocated" option in my job list used for? " on page 270
See " How do I select the jobs that I want available for me in my job list? " on page 270
See " I won't ever work with a certain client. Can I set it up so that new jobs for that client won't show up in my job
list? " on page 271
See " I'm trying to enter time for a client/job, but it's not on my job list. Where is it? " on page 271

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My job lists are way too long - I don't work on most of my company's clients and jobs. Can I fix this?

Absolutely. Sign in and go to "My Jobs". You'll see a list of all clients and you can choose to include all, none, or some of
them in your timesheet's job list. You can make your list as long or as short as you like.

Why can't I see "My Jobs" page anymore?

If your company is using "Job Availability" settings and is limiting which jobs its employees can view, certain users will
not have the "My Jobs" option under the "Personal" tab. You may not see the "My Jobs" page because your company's
security restrictions have changed. Please speak with your administrator if you would like to have the "My Jobs" tab avail-
able or if you don't have access to any jobs at all.

What is the "non-allocated" option in my job list used for?

This option allows you the option to select a job for an "unspecified client". This can be looked at as a "space holder" in
the case that the administrator has not added the client or for reasons specified by the company administrator. Some
companies use this for internal tasks for the company. If this option does not show up in your job list, it is because the
account administrator has not included this option in your company preferences.

How do I select the jobs that I want available for me in my job list?

Under the "My Jobs" tab, choose the "select jobs" link next to the client that you wish to work with. Check off any jobs that
you want included in the job list. To select all or none of the jobs for that client, click on the appropriate button.

I won't ever work with a certain client. Can I set it up so that new jobs for that client won't show up in my job list?

Under the My Jobs tab, click on the "select jobs" link next to the client you want to "cancel out." Simply check the box
located in the top right-hand corner labeled "ignore future jobs for this client". Or, you may simply choose, "hide all".

I'm trying to enter time for a client/job, but it's not on my job list. Where is it? 

Either you're not subscribed to it, or your administrator hasn't created it yet. First, see if that client/job exists and that
you're subscribed to it. Sign into ClickTime and go to "My Jobs" in your menu bar. Click on the client and click on
"some..." to show the list of jobs. If the client and/or job are not visible, you need to ask your administrator to add that
client and/or job. If they are visible, you need to check the checkbox next to the name of the job in order for it to appear
in your job list.

My Tasks - FAQ

Click on a question to read its answer:

See " Where has "My Tasks" page disappeared?" on page 271
See " How do I change my default task? " on page 271
See " What is the "(+) more tasks..." item in the Task drop-down on my "Week View" page? " on page 271

Where has "My Tasks" page disappeared?

If your company is using "Task Availability" settings and is limiting which tasks its employees can view, certain users will
not have the "My Tasks" option under the "Personal" tab. You may not see the "My Tasks" page because your company's
security restrictions have changed and are now controlling which tasks are visible based on the client or project selected.
Please speak with your administrator if you would like to have the "My Tasks" tab available or if you don't have access to
any tasks at all. 

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How do I change my default task?

Please follow the instructions below to change your default task:

1. Click on "My Preferences" at the top of the screen.
2. Click on the default task drop down menu and select the task you want to be your default task.
3. Click "update."
What is the "(+) more tasks..." item in the Task drop-down on my "Week View" page?

The tasks dropdown list is predefined to display only the tasks that you entered time against on the current and/or pre-
vious week. It assumes that you are working more frequently on these tasks than on others in the overall company task
list. If you want to see the whole task list, select the “(+) more tasks...” item. If you want to see the whole task list by
default, please contact your ClickTime administrator or send an email to ClickTime Support.

Desktop Application - FAQ

Click on a question to read its answer:

See " How many entries can I sign per day?" on page 272
See " Why am I not able to add/edit my time entries?" on page 272
See " I entered 24 entries of time on the web and not all of them are showing up on the desktop application. Where
is my time?" on page 272
See " I am in Offline mode and I can't see any of the time I have entered previously on Network mode. Where is my
information?" on page 272
See " If I enter information in Network Mode and then in Offline mode for the same day, will I override any infor-
mation?" on page 272
See " How many weeks may I use the desktop application, before I "fill" it?" on page 273
See " My company requires that I fill in my hours including my start and end time. Can I use the desktop application
for my time entries?" on page 273See " My company requires that I fill in my hours including my start and end time.
Can I use the desktop application for my time entries?" on page 273
See "Can I use the Desktop Application to run my reports?" on page 273
See " Why can't I log in to the Desktop Application anymore? " on page 273
See " Why can't I download the Desktop Application? " on page 273
See " I am using the Desktop Application, how do I know that my information is saved?" on page 273
See " I am working from the Desktop Application. My program shows my time, but the administrator doesn't see my
time in reports. What should I do?" on page 273

How many entries can I sign per day?

The ClickTime desktop application allows employees to enter a maximum of 14 entries per day.

Why am I not able to add/edit my time entries?

If you see a "lock" icon next to the date, that means the day has been locked. Contact your ClickTime administrator or
manager regarding the locked date(s).

I entered 24 entries of time on the web and not all of them are showing up on the desktop application. Where is my time?

The desktop application only shows 14 entries. It will indicate that not all entries are shown if there are more than 14
entries entered into our system. It will show the total amount of time, but you will need to sign into the website to see all
entries.

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I am in Offline mode and I can't see any of the time I have entered previously on Network mode. Where is my information?

The offline mode allows people to sign time even when there is no network connection whatsoever. This permits the pro-
gram to keep a local copy of jobs and tasks on the local hard drive, which will be synchronized with the server during the
next sign in. If you enter time in offline mode, and there is also time stored on the server for the same day, the entries
will be combined.

If I enter information in Network Mode and then in Offline mode for the same day, will I override any information?

You can possibly add more than 24 hours for a given day if you enter information in both Network and Offline mode. Be
sure to check your entries online or in Network mode to ensure that the data is correct. If you mistakenly add more than
24 hours in combination of Offline and Network mode, any entry after the 24th hour will not show up once you sign into
the web version of ClickTime.

How many weeks may I use the desktop application, before I "fill" it?

The desktop application can hold about a month of data without being connected. Once you connect to network mode or
to the web version, the data is automatically transferred to our secure servers, and your desktop application is "emp-
tied."

My company requires that I fill in my hours including my start and end time. Can I use the desktop application for my time entries?

The current version of the desktop application does not support start and end time entries. Our development team is in
the process of developing an improved desktop application which includes features such as the time entries with start
and end time. Please check our News page for the latest updates.

Can I use the Desktop Application to run my reports?

ClickTime reports are available only through the ClickTime web site.

Why can't I log in to the Desktop Application anymore?

Your company's account settings may not allow you to log in to the Desktop Application. The error message displayed
after a failed login explains the reason why you can't log in anymore. For more information regarding this, click here.

Why can't I download the Desktop Application?

Your company's account settings may not allow you to log in to the Desktop Application. When you click on the "Down-
load" tab, the download links for the application should be grayed out and a message will explain the type of restriction
that applies. For more information regarding this, click here.

I am using the Desktop Application, how do I know that my information is saved?

If you are in Network mode, your time entries are saved by moving between days or by quitting the application. The sys-
tem also automatically saves your time if it detects any change in the data you have entered. If you are in Offline mode,
your data is saved locally in the same manner. To make sure that your Offline data is saved to our network, you should
sign into the web version, or sign up under Network mode.

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I am working from the Desktop Application. My program shows my time, but the administrator doesn't see my time in reports. What
should I do?

● First of all, make sure you are in "Network" mode. If you are in "Offline" mode, your data is being stored locally on
your computer and will not show up in the web version of the ClickTime system.
● Once you are in "Network" mode, you must either "quit" the application or move between days in order to update
the data from your desktop application to our system.
● Make sure that you are not saving time entries for a day that has been locked by your administrator/manager. You
can check whether a day is locked by signing in to the web version of ClickTime.

ClickTime Mobile Edition - FAQ

Click on a question to read its answer:

See " I can't seem to get ClickTime to work on my Blackberry. What can I do?" on page 274
See " What devices are compatible with ClickTime Mobile Edition?" on page 274

I can't seem to get ClickTime to work on my Blackberry. What can I do?

You can send us an email specifying the model of your device and the wireless service provider you are using. Because
Blackberry support requires the participation of different carriers with different models of hardware, we aren't always
able to offer the option to our BlackBerry-equipped customers.

What devices are compatible with ClickTime Mobile Edition?

During our testing period, we have found ClickTime Mobile Edition to be compatible with most handheld devices available
on the market today. Obviously, more recent models are likely to be more compatible with ClickTime Mobile than older
models, that have minimal Internet browsing capabilities. If you would like to read more about this, please refer to the
help topic "Supported Devices" .

Administrator FAQs
This section contains only questions and answers pertaining to ClickTime administrative features and controls. For ques-
tions regarding time entry issues or personal settings, please refer to the User FAQ section.

Account Setup - FAQ

Answers to the following questions may be found below:

What are the System Requirements?
What do Timesheets, People, Clients, Jobs, Phases, Tasks, Divisions, and Preferences mean?
How do I enter zero hour values?

What are the System Requirements?

The system requirements can be found here.

What do Timesheets, People, Clients, Jobs, Phases, Tasks, Divisions, and Preferences mean?

Your company may set up this information any way you choose. However, we suggest you set them up along these guide-
lines:
■ Timesheets -Select a timesheet model to lock individual person's timesheets. You can select a timesheet period of
weekly, biweekly (every other week), semi-monthly (e.g. 1-15 and 16-30), monthly, or a custom defined period.
Note: Changing your company's timesheet model at a later time will erase all records of notes and approvals.

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Actual time entries (hours) will not be affected.

■ People - your employees. You will establish their email addresses, rates, divisions, employee numbers, security lev-
els, etc.
■ Clients - the person or company you are working for on a particular project.
■ Jobs - the projects that you are working on (a particular advertisement, law case, building, etc.).
■ Phases - the levels into which a job/project can be broken down into. Phases are part of an optional module avail-
able to Corporate accounts. To learn more about Phases, please read the Phases section of the help manual.
■ Tasks - the specific action that the employee is doing (graphic design, layout, research, programming, framing,
administrative, etc.).
■ Divisions - the separate departments in your organization (sales, administration, marketing, accounting, etc.).
Divisions are not required; however, they need to be set up before setting up your people list.
■ Preferences - your basic account information. Establish your company name, billing method, minimum hours, and
time increments.

How do I enter zero hour values?

Depending on what industry your business belongs to, your employees may need to mark down time entries associated
with zero hour values. For instance, in a therapy center, counselors will want to record when patients cancel or don't
show up for appointments. With zero hour time entries, these missed appointments will be recorded in the system, with-
out affection the therapist's total number of hours on his/her timesheet and without impacting cost and billing amounts. 

To have this feature turned on for your account, please contact ClickTime Support.
When zero hour time entries are allowed, the following ClickTime components are affected:

● The Week View Time Entry screen is in read-only format. Time can be entered only through the Day View interface.
● The Desktop Application is disabled for those users who downloaded it already. Downloading the Desktop Appli-
cation will also be disabled.
● Access to ClickTime through a mobile device is also disabled.

Account Cancellation - FAQ

How do I cancel my ClickTime Account?

If you want to cancel your paying ClickTime account, please follow the steps listed below. In order that we can process
your request to cancel, WE NEED YOU TO FOLLOW these steps. Email can sometimes be forged or spoofed, and the last
thing we want to do is cancel a legitimate account because of a fraudulent or malicious action by an unauthorized person.
For this reason, we need to ensure that the cancellation is verified. To do this, please FAX or SEND us on your letterhead
the following information:

● Your name
● Company name
● Requested cancellation date
● Reason for canceling (if you are comfortable sharing this)

We are not trying to make the cancellation process difficult, and we apologize for the extra step of having to send a fax,
but it is imperative that we only cancel accounts that have passed a second level of authentication. Our fax number is
+1.415.684.1099.

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PLEASE NOTE THAT UNTIL WE RECEIVE AN OFFICIAL CANCELLATION, YOUR ACCOUNT WILL STILL BE CON-
SIDERED ACTIVE AND CONTINUE TO ACCRUE CHARGES. ONE MORE INVOICE WILL BE ISSUED UPON CAN-
CELLATION AS OUR SYSTEM BILLS IN ARREARS.

If you have any questions, please feel free to contact ClickTime Billing.

Company Preferences - FAQ

Click on a question to read its answer:

See " I would like to make changes to our company's credit card and billing information. Where can I find that? " on
page 276
See " I would like to make changes to our company's credit card and billing information. Where can I find that? " on
page 276
See " What is the lock date? " on page 276
See " How does the lock date relate to our billing rates? " on page 276
See " What are the Job List Controls? " on page 276See " How does the lock date relate to our billing rates? " on
page 276
See " What is SSL and what does it do for me and my company? " on page 276
See " What is SSL and what does it do for me and my company? " on page 276See " What is SSL and what does it do
for me and my company? " on page 276See " Our company uses a date format of day/month/year. Where can we
specify this setting? " on page 276
See " How can I modify the terminology used throughout ClickTime, such as "Client" and "Job"? " on page 277See "
Our company uses a date format of day/month/year. Where can we specify this setting? " on page 276

I would like to make changes to our company's credit card and billing information. Where can I find that?

To make modifications to your account settings, you have to log into ClickTime as an account administrator. From the
"Company" tab, select the "Preferences" link. The "update credit card and payment information" link will direct you to a
page where you may update billing settings. If you would like to make billing inquiries regarding credit card info,
charges, and account expiration, please direct them to ClickTime Billing or simply phone us at 415-684-1180.

What is the lock date?

he lock date allows you as the administrator to set a date that "locks out" adjustments to time before a specific date. For
example: You want to close out Q1 time entries because all the data has been recorded in your accounting. You don't
want anyone to go back and make adjustments to Q1 time. So you set the lock date as March 31, 2006. All data entered
on and before March 31, 2006 will be read-only information.

How does the lock date relate to our billing rates?

If you wish to change your billing rates for a specific task, client, job, or employee, setting your lock date to the last date
before the new rate applies will allow you to apply billing rates retroactively. If you wish to utilize the lock date, make
sure that you choose the option of applying billing rates to all non-locked time entries. Otherwise, rate changes will only
apply to new time entries.

What are the Job List Controls?

The Job List Control feature offers two methods for limiting which jobs are available for people. This feature gives admin-
istrators the ability to control which users can enter time and expenses against a particular job. Note: The Job List Con-

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 ClickTime Web Timesheet - Administraton Guide - Version 6.0

trols feature is available only to Corporate accounts. Please contact ClickTime Sales if you would like to upgrade your
account. For more information, please read the Job List Controls section of the help manual.

What is SSL and what does it do for me and my company?

SSL stands for Secure Sockets Layer, and it provides secure connections for you and your employees while submitting
data. While using SSL is more secure, your employees will notice a slower ClickTime experience. For more information
on SSL, go to http://webopedia.internet.com/TERM/S/SSL.html.

Our company uses a date format of day/month/year. Where can we specify this setting?

You may change your date format under the Preferences tab. From the pop-down list next to "date setting" you may
choose the following date formats: month/day/year and day/month/year.

How can I modify the terminology used throughout ClickTime, such as "Client" and "Job"?

You may change the terminology used throughout ClickTime under the Preferences tab. In the "Terminology" section,
you can customize terms to replace Client, Job, Task, and Division. Once the changes are saved, the custom terms will
be updated for the entire company. If the current terminology used in ClickTime (Client, Job, Task, and Division) fits your
company's needs, we recommend that you do not use custom terms.

Divisions - FAQ

Answers to the following questions may be found below:

How many divisions can I enter?
What if I don't see the "Divisions" tab?
How do I delete a division?
How do I reactivate a division?
How do I export my entire division list?
How do I assign a division to an employee?

How many divisions can I enter?

You can create as many divisions as you need for organizing and tracking your time.

What if I don't see the "Divisions" tab?

Divisions can be found under the Company tab. If you can’t see the Divisions tab (between Tasks and Preferences), your
company has a Basic Account. If you wish to have the ability to organize your employees by Division, please contact
ClickTime Sales for an upgrade to a Corporate Account.

How do I delete a division?

For protection purposes, you cannot delete divisions in ClickTime. Instead, you may inactivate them:
1. Go to the list you want by clicking on "Divisions".
2. Click on the pencil icon next to the data you wish to inactivate.
3. Change it from active to inactive.
4. Click "update."

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How do I reactivate a division?

Click on the "show all" link at the top of the page of the divisions list to see previously inactivated entries. Once you find
the entry you wish to reactivate, click on the pencil next to the entry, and click "active."

How do I export my entire division list?

Exporting your list of divisions is simple:

1. Click on the "Reports" tab.
2. Click on the "Miscellaneous" reports heading.
3. Choose the "Division Export" report. You'll be prompted to choose the date range for the export.
ClickTime will export all ACTIVE and INACTIVE divisions for the specified date range into a text document. You may then
use the document for your own purposes.

How do I assign a division to an employee?

While you are adding an employee to your "people" list, you can choose the division you wish them to belong to by choos-
ing from the "division" list. If you don't see the department in the list that the employee belongs to, simply add the
division under the division tab. You can also go back to previously added person accounts and assign them a division.

General Settings for Employees- FAQ

Click on a question to read its answer:

See " How many employees can I add to my account?" on page 278
See " Can I assign a new employee's password?" on page 278
See " How do I change the email address of an employee?" on page 278
See " How do I inactivate a person?" on page 278
See " How do I reactivate a person? " on page 279
See " How do I delete an existing person?" on page 279
See " I deleted a person but he or she still shows up in my reports. " on page 279
See " Why would I need to enter a start and end date for a person?" on page 279
See " How do I track changes made by employees to their records? " on page 279
See " How do I change an employee's security level?" on page 279
See " What is the employment type option used for?" on page 279

How many employees can I add to my account?

The ClickTime system is designed to support up to one thousand employees per account.

Can I assign a new employee's password?

While you are adding an employee to your "people" list, you will see two text fields titled "password" and "confirm pass-
word." You must enter the same password in those two fields.

How do I change the email address of an employee?

Click on the "People" tab and find the name of the person whose email needs to be changed. Click on the pencil next to
their name to edit their account. You may change their email address on this screen. Changing the email address does

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 ClickTime Web Timesheet - Administraton Guide - Version 6.0

not alter the account. The person will need to sign in with the new email address as soon as you have updated their
account.

How do I inactivate a person?

For protection purposes, we suggest you inactivate your people. By inactivating the person, you are allowing yourself to
run reports and access information previously entered for that person. To inactivate a person:
1. Go to the list you want by clicking on People
2. Click on the pencil icon next to the data you wish to inactivate.
3. Change it from active to inactive.
4. Click "update."
How do I reactivate a person?

You will need to click on the "show all" link at the top of each category to see previously inactivated entries. Once you find
the entry you wish to reactivate, click on the pencil next to the entry, and click "active."

How do I delete an existing person?

WARNING: Deleting a person is irreversible. By deleting a person, you will no longer see the person in your person list or
in report lists; however, where he/she has entered time towards active clients, jobs, and tasks, the person will show up in
reports.
1. Go to your people list you want by clicking on People.
2. Click on the pencil icon next to the person you wish to delete.
3. Click on the "delete person" link at the bottom of the page.
4. Click on "OK" once you have confirmed you wish to delete the person.
I deleted a person but he or she still shows up in my reports.

The person you deleted will no longer show up in your ClickTime account. Time entries made by that person, however,
will still exist in the system. These time entries will continue to appear in reports to preserve the accuracy of reports by
client, person job and/or task. The deleted person will appear in reports as "Person's Name_Deleted000"."

Why would I need to enter a start and end date for a person?

Entering a start and/or end date for a person is optional. However, entering either of these dates helps to further organ-
ize your ClickTime account. Dates prior to the start date and after the end date are not evaluated when running an incom-
plete time entry report for that person. Also, timesheets are not created for time periods prior to the start date and after
the end date. If your company uses accruals, accrual hours are not calculated prior to the start date and after the end
date.

How do I track changes made by employees to their records?

In order to track changes made to the data in your account, you have to first activate the Audit Trail optional module.
Then go to Company > Security and check the box that says "enable audit logging". Audit logging provides a means for
your company to record and view the history of data changes on your account. Audit logs will record information regard-
ing adding and editing people, clients, projects, tasks, billing rates, expenses, and time entries. Due to the amount of
data that needs to be recorded, audit logging will slow down the use of the system. For more information, please refer to
the Audit Logging section of this manual.

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How do I change an employee's security level?

To change an employee's security level, do the following:

1. Within the Company tab, click on the People tab to get a list of the active people in your account (to view inactive
people as well, click on the "show all" link).
2. Click on the pencil next to the employee you wish to change.
3. Change the security level of the person. You may choose to make them a standard person, a manager, or an
administrator.
4. Click "update."
What is the employment type option used for?

You can now associate each person with an employment type. You can then run reports on these groups of people. For
example, you can use this to easily run Horizontal Timesheet reports for all hourly employees. You define what the dif-
ferent employment types are in the Employment Type section. We provide a few sample types for you and have preset
all people in your company to the Standard employment type. You can re-assign multiple people to one employment
type easily be editing the desired employment type and clicking the "assign people" link.

Managerial Permissions- FAQ

Click on a question to read its answer:
See " Can a manager manage specific divisions?" on page 280
See " How can I give managers the ability to run reports without displaying billing rate information?" on page 280
See " Is it possible to restrict my managers from viewing cost rate information when running reports?" on page 280
See " How can I restrict or allow my managers to add or edit jobs, tasks, clients, divisions, and/or people?" on page
280
See " Can I allow or disallow managers to unlock/un-approve timesheets and expense sheets (if applicable) if they
have permission to lock/approve them?" on page 281
See " How do I change an employee's security level? " on page 281

Can a manager manage specific divisions?

You can edit a manager's permissions by doing the following:

1. Click on the "People" link.
2. Find the employee you want to edit and click on the edit pencil.
3. Scroll down to the "Security and Permissions" section and select "manager."
4. You should now see a new section called "Managerial Permissions"
5. For each managerial permissions option, the Manager can either manage entire company or specific divisions. By
selecting "specified divisions," a new section appears where you'll be able to select the specific divisions.
6. Remember to click on "update" to save all of your changes.

How can I give managers the ability to run reports without displaying billing rate information?

The ability to run reports without displaying billing rate information is an option that can be edited on a manager's detail
page. On the manager's detail page, scroll down to the Managerial Permissions section, check the checkbox for "run com-
pany reports," and make sure that the checkbox for "view billing rates" is unchecked. Click "Update" to save your
changes.

Is it possible to restrict my managers from viewing cost rate information when running reports?

The ability to run reports without displaying cost rate information is an option that can be edited on a manager's detail
page. On the manager's detail page, scroll down to the Managerial Permissions section, check the checkbox for "run

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company reports," and make sure that the checkbox for "view costs" is unchecked. Click "Update" to save your changes.

How can I restrict or allow my managers to add or edit jobs, tasks, clients, divisions, and/or people?

At the manager's person detail page, scroll down to the Managerial Permissions section. Here you can check the appro-
priate boxes to allow or restrict adding or editing privileges of the specific manger. To the right of the "add/edit" pop-
down box, you can select to have the permissions apply to the entire company or just to specified divisions. Click
"Update" to save your changes.
*Note: The Add/Edit Manager Permission feature is only available to Corporate accounts. Please contact ClickTime Sales
if you would like to upgrade your account.

Can I allow or disallow managers to unlock/un-approve timesheets and expense sheets (if applicable) if they have permission to
lock/approve them?

In Security Settings under Company Preferences, you can choose to allow your managers to unlock/un-approve time-
sheets and/or expense sheets (if applicable).

How do I change an employee's security level? 

To change an employee's security level, do the following:

■ Within the Company tab, click on the People tab to get a list of the active people in your account (to view inactive
people as well, click on the "show all" link).
■ Click on the pencil next to the employee you wish to change.
■ Change the security level of the person. You may choose to make them a standard person, a manager, or an admin-
istrator.
■ Click "update."

Non Worked Time and Time-Off Accruals - FAQ

Click on a question to read its answer:

Coming soon!
Client Settings - FAQ

Click on a question to read its answer:

See " How many clients can I enter?" on page 281
See " How do I add a client?" on page 281
See " What's a "short name" for clients?" on page 282
See " How do I inactivate a client?" on page 282
See " How do I reactivate a client?" on page 282
See " How do I delete a client? " on page 282
See " I deleted a client, but it still shows up in my reports. " on page 282
See " How can I bill a flat rate for a client? " on page 282

How many clients can I enter?

You can specify hundreds of clients for organizing and tracking your time.

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How do I add a client?

To add a client:
1. Click on "Clients."
2. Click on "new client."
3. Enter the client name, number (optional), short name, and client status.
4. Click "add" to add this client and return to the Quick View. Click "add next" to add this client and continue to add
others.

What's a "short name" for clients?

It's the way your entries will appear on the people' pop-up displays when they enter time. Since client and job infor-
mation are combined on one line, you should keep your "short names" to five characters or less for maximum legibility.

How do I inactivate a client?

For protection purposes, we suggest you inactivate your clients. By inactivating the client, you are allowing yourself to
run reports and access information previously entered for that client. To inactivate a client:
1. Go to the list you want by clicking on "Clients".
2. Click on the pencil icon next to the data you wish to inactivate.
3. Change it from active to inactive.
4. Click "update."
How do I reactivate a client?

As long as you have not deleted a client, you will need to click on the "show all" link at the top of the client list to see pre-
viously inactivated entries. Once you find the entry you wish to reactivate, click on the pencil next to the entry, and click
"active."

How do I delete a client?

WARNING: Deleting a client is irreversible. By deleting a client, you are also deleting any jobs that have been entered for
that client. You will no longer see the client or the client's jobs in your client/job list or in report lists; however, where time
has been entered towards them, the client and its jobs will show up in reports.
1. Go to your client list you want by clicking on "Clients".
2. Click on the pencil icon next to the client you wish to delete.
3. Click on the "delete client" link at the bottom of the page.
4. Click on "OK" once you have confirmed you wish to delete the client.
I deleted a client, but it still shows up in my reports.

The client you deleted will no longer show up in your ClickTime account. Time entries made against that client, however,
will still exist in the system. These time entries will continue to appear in reports to preserve the accuracy of reports by
client, person job and/or task. The deleted client will appear in reports as "Client Name_Deleted000".

How can I bill a flat rate for a client? 

Select your billing rate method "By Job" in your company preferences, then simply go into each job for the client and
establish a fixed rate for each job.

Jobs and Multiple Job Levels - FAQ

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Click on a question to read its answer:

See " How many jobs can I enter?" on page 283
See " What's a "short name" for jobs?" on page 283
See " How do I use the "Non-Allocated" option? " on page 283
See " How do I inactivate a job?" on page 283
See " Is there a way to inactivate several jobs at once?" on page 283
See " How do I reactivate a job?" on page 283
See " Is there a way to reactivate several jobs at once?" on page 284
See " How do I delete a job?" on page 284
See " I deleted a job, but it still shows up in my reports. " on page 284
See " How do I make the job selection field wider?" on page 284
See " I heard ClickTime allows me to break down my projects into multiple sub-levels. Where do I have to go to turn
on this feature? " on page 284

How many jobs can I enter?

You can specify hundreds of jobs for organizing and tracking your time.

What's a "short name" for jobs?

It's the way your entries will appear on the people's pop-up displays when they enter time. Since client and job infor-
mation are combined on one line, you should keep your "short names" to five characters or less for maximum legibility.

How do I use the "Non-Allocated" option?

The "Non-Allocated" option can be activated/deactivated in the company preferences. When selected, "Non-Allocated"
appears as an option in the drop-down list of jobs, allowing the person an option of not specifying the job they completed.

How do I inactivate a job?

If you want to close a job so that employees can’t enter time against it, we suggest you inactivate your jobs. By inac-
tivating the job, you are allowing yourself to run reports and access information previously entered for that job. To inac-
tivate a job:
1. Go to the list you want by clicking on "Jobs".
2. Click on the pencil icon next to the data you wish to inactivate.
3. Change it from active to inactive.
4. Click "update."
Is there a way to inactivate several jobs at once?

You may inactivate several jobs at once from the job list screen:
1. Click on the "Jobs" tab.
2. Click the box in the far left-hand side of the job list next to each job you want to inactivate.
3. From the pop-down list above your check-marks, choose "mark as inactive."
4. Click "Go."
You will have to verify that you wish to inactivate your checked jobs. Once you have inactivated your jobs, they will not
appear in anyone's job lists and no one can enter time against those jobs.

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How do I reactivate a job?

As long as you have not deleted the job, click on the "show all" link at the top of the job list to see previously inactivated
jobs. Once you find the entry you wish to reactivate, click on the pencil next to the entry, and click "active." Click
"update."

Is there a way to reactivate several jobs at once?

You may re-activate several jobs at once from the job list screen. 1. Click on the "Jobs" tab. 2. Click on the "Show all" link
in the far right-hand corner of the screen. This will show all active and inactive jobs. 3. Click the box in the far left-hand
side of the job list next to each job you want to re-activate. 4. From the pop-down list above your check-marks, choose
"mark as active." 5. Click "Go." 6. You will have to verify that you wish to activate your checked jobs.

How do I delete a job?

WARNING: Deleting a job is irreversible. By deleting a job, you will no longer see the job in your job list or in report lists;
however, where time has been entered towards it, the job will show up in reports.
1. Go to your client list you want by clicking on Jobs.
2. Click on the pencil icon next to the job you wish to delete.
3. Click on the "delete job" link at the bottom of the page.
4. Click on "OK" once you have confirmed you wish to delete the job.
I deleted a job, but it still shows up in my reports.

The job you deleted will no longer show up in your ClickTime account. Time entries made against that job, however, will
still exist in the system. These time entries will continue to appear in reports to preserve the accuracy of reports by
client, person job and/or task. The deleted job will appear in reports as "Job Name_Deleted000".

How do I make the job selection field wider?

Go to Company Preferences and scroll down to Job List Settings . In this section you can specify a value in the Job List
Width field. Job List Width allows you to choose the number of characters to display in the job drop-down menu on the per-
sonal time entry view. You may choose between 10 and 200 characters. This setting will apply to the Day View time entry
page of every employee in your company.

I heard ClickTime allows me to break down my projects into multiple sub-levels. Where do I have to go to turn on this feature? 

Multiple job levels (or phases) are usually activated during the demo period or at signup.
If you initially decided not to use multiple project levels and now you changed your mind, please contact one of our Sales
representatives at ClickTime Sales.

Tasks - FAQ

Click on a question to read its answer:

See " How many tasks can I enter?" on page 284
See " How do I inactivate a task?" on page 285
See " How do I reactivate a task?" on page 285
See " How do I delete a task?" on page 285
See " I deleted a task, but it still shows up in my reports. " on page 285
See " How do I make the task selection field wider?" on page 285

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How many tasks can I enter?

You can specify hundreds of tasks for organizing and tracking your time.

How do I inactivate a task?

For protection purposes, we suggest you inactivate your tasks. By inactivating the task, you are allowing yourself to run
reports and access information previously entered for that task. To inactivate a task:
1. Go to the list you want by clicking on Tasks.
2. Click on the pencil icon next to the data you wish to inactivate.
3. Change it from active to inactive.
4. Click "update."
How do I reactivate a task?

As long as you have not deleted the task, click on the "show all" link at the top of the task list to see previously inactivated
entries. Once you find the entry you wish to reactivate, click on the pencil next to the entry, and click "active." Click
"update."

How do I delete a task?

WARNING: Deleting a task is irreversible. By deleting a task, you will no longer see the task in your task list or in report
lists; however, where time has been entered towards the task, you will see the task in any reports.
1. Go to your client list you want by clicking on Tasks.
2. Click on the pencil icon next to the task you wish to delete.
3. Click on the "delete task" link at the bottom of the page.
4. Click on "OK" once you have confirmed you wish to delete the task.
I deleted a task, but it still shows up in my reports.

The task you deleted will no longer show up in your ClickTime account. Time entries made against that task, however,
will still exist in the system. These time entries will continue to appear in reports to preserve the accuracy of reports by
client, person job and/or task. The deleted task will appear in reports as "Task Name_Deleted000".

How do I make the task selection field wider?

Go to Company Preferences and scroll down to Task List Settings. In this section you can specify a value in the Task List
Width field. This field allows you to choose the number of characters to display in the task drop-down menu on the per-
sonal time entry view. You may choose between 10 and 200 characters. This setting will apply to the Day View time entry
page of every employee in your company.

Timesheets and Timesheet Approvals - FAQ

Click on a question to read its answer:

See " Why do I need to select a timesheet model?" on page 286
See " Where do I go to select my company’s timesheet model?" on page 286
See " Can my company have more than one timesheet model type?" on page 286
See " Once a timesheet model is selected, can it be modified?" on page 286

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See " Who can lock a timesheet?" on page 286

See " How can I lock a timesheet?" on page 286
See " Who can unlock a timesheet?" on page 287
See " How do I unlock a timesheet? " on page 287
See " What's the difference between locking a timesheet and approving it?" on page 287
See " I accidentally approved a timesheet. How do I undo that?" on page 287
See " I accidentally rejected a timesheet. How do I undo that?" on page 287
See "Timesheets and Timesheet Approvals - FAQ" on page 285

Why do I need to select a timesheet model?

The timesheet model setting is utilized for locking individual person's timesheets. The timesheets feature is optional and
is not required to use the ClickTime system properly.

Where do I go to select my company’s timesheet model?

Only an administrator has the ability to select his/her company’s timesheet model. Simply sign in to ClickTime and do the
following:
1. Click on the "Preferences" link
2. In the Timesheets section, select a model type (weekly, biweekly, semi-monthly, monthly, or custom)
3. Remember to click on “Update” to save your settings.
Can my company have more than one timesheet model type?

Currently, our system will only accommodate one timesheet model per company.

Once a timesheet model is selected, can it be modified?

Your company’s timesheet model can be changed anytime. However, please note that changing the timesheet model will
cause all existing timesheet lock information to be lost and this action cannot be undone. Actual time entries will not be
effected.

Who can lock a timesheet?

All administrators can review, override, and lock timesheets. Managers require permission to review, override, and lock
timesheets.

How can I lock a timesheet?

Timesheets can be locked in two ways:

Method 1:
a. Sign in to ClickTime
b. Click on the “Timesheets” link
c. In the “Review Timesheets” section, select the “Timeframe” and “View by” values, and click on “go.”
d. Select the checkboxes for the appropriate people. Make sure that you have selected "lock selected timesheets" in
the drop-down menu, and click on the “go” button.
e. Note: This method is convenient for locking multiple timesheets.
Method 2:

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a. Sign in to ClickTime
b. Click on the “Timesheets” link
c. In the “Review Timesheets” section, select the “Timeframe” and “View by” values, and click on “go.”
d. Edit the appropriate person
e. Click on the “lock this timesheet” button.
Who can unlock a timesheet?

Any administrator can unlock timesheets. Managers with the proper security settings, set by an administrator, can also
unlock timesheets.

How do I unlock a timesheet? 

If your company has timesheet approvals set up and the user whose timesheet you are trying to unlock is configured for
approvals, then you have to do one of the two following things, in order to unlock it:
1. Unapprove it, if it's already approved (this will return the timesheet to the status of "open" and will remove any
locks on it)
2. Reject it, if it's waiting for approval (this will return the timesheet to the status of "rejected" and will remove any
locks on it)
If your company doesn't have the timesheet approvals module, simply go to Timesheets and select the checkbox for the
timesheets you want to unlock. In the drop-down menu, select "unlock selected timesheets" and click on the "go" button.
You may lock / unlock / unapprove one or multiple timesheets at a time. Just use the "timeframe" and "view by" search
fields to view multiple timesheets.

Why am I unable to lock a timesheet?

Two conditions are required before a timesheet can be marked as "locked." First, the timesheet must have an "open"
status. Second, in the person's detail page, the checkbox for "This person's timesheet must be approved by" must be
unchecked.

What's the difference between locking a timesheet and approving it?

Locking a timesheet is a simplified version of approving a timesheet. The basic timesheet model allows an administrator
to lock and unlock timesheets, but does not indicate whether the timesheet is complete or correct. The Approvals Module
allows for more versatility, allowing an administrator to view the multiple stages of submission and approval. An
approved timesheet is essentially "locked" from further changes.

I accidentally approved a timesheet. How do I undo that?

Click on the "Timesheets" link under the Company tab. In the “Review Timesheets” section, select the appropriate
options and click on "go." Select the checkbox for that particular timesheet you want to edit. Make sure that you have
selected "undo approval of selected timesheets" in the drop-down menu, and click on the "go" button.

I accidentally rejected a timesheet. How do I undo that?

The timesheet that you have accidentally rejected will need to be re-submitted before it can be approved. Rejecting a
timesheet returns it to the submitter for revision. The submitter will need to submit it again for it to appear on your report
as "waiting for approval." You may then approve or reject it as you see fit.

Q: Where can I find a list of employees whose timesheets are approved by a certain administrator/manager? A: You can
find that list by doing the following: 1. Within the "Company" tab, click on the "People" option to get a listing of the active

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people who are using ClickTime (to view inactive people as well, click on the "show all" link). 2. Click on the pencil next to
the person you wish to view. 3. Under the “Security and Permissions” section, you will see a link that says “Click here to
see whose timesheets this person is configured to approve.” Click on the link. 4. A pop-up window will appear displaying
a list of people alphabetically.

Expenses and Foreign Currencies - FAQ

Click on a question to read its answer:

See " What is the ISO of a currency? " on page 288
See " Our company does not use the US Dollar as home currency. Where can we change that?" on page 288

What is the ISO of a currency?

ISO 4217 is the international standard describing three letter codes (also known as the currency code) to define the
names of currencies established by the International Organization for Standardization (ISO).
The ISO 4217 code list is the established norm in banking and business all over the world for defining different cur-
rencies, and in many countries the codes for the more common currencies are so well known publicly, that exchange
rates published in newspapers or posted in banks use only these to define the different currencies, instead of translated
currency names or ambiguous currency symbols.

Our company does not use the US Dollar as home currency. Where can we change that?

You many change your currency symbol under the Preferences tab. From the pop-down list next to "currency" you may
choose either the symbol or the ISO abbreviation of your home currency from the list of more than 50 currencies.

Reports - FAQ

Click on a question to read its answer:

See " How do I choose a report?" on page 289

See " How many reports are there?" on page 289
See " How much data can I export at a time?" on page 289
See " Which reports will give me a traditional timesheet?" on page 289
See " What reports allow me to export all company's data?" on page 289
See " Which reports can I run that will show the billing amounts?" on page 290
See " How can I give managers the ability to run reports without displaying billing rate information?" on page 290
See " Which report displays the start and end time of people's time entries?" on page 290
See " How can I easily select a group of employees when running a report? " on page 290
See " If I do not see a report that I would like to run, what should I do? " on page 290
See " Can I use the Desktop Application to run my reports?" on page 290
See " Which reports show the cost amount based on the person's cost rate?" on page 290
See " Will ClickTime export data to the QuickBooks ONLINE version?" on page 291
See " Can I turn off the Information bar in Internet Explorer?" on page 291

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See " Why does Excel 2007 warn me "The file you are trying to open is in a different format than specified by the file
extension." Is opening it safe?" on page 291
See " How can I easily select a group of employees when running a report? " on page 290

How do I choose a report?

Click on the Reports tab. You will see that the reports are organized by Employee reports, Job reports, Task reports,
Division reports, and Miscellaneous reports (which include your data export reports). The best way to start learning
which reports work best for you is by viewing the report previews and running test reports.

How many reports are there?

Currently, we offer 40+ reports including data export reports. If you don't see all 40+ options, you are most likely using a
basic version of ClickTime.

How much data can I export at a time?

You may export one year of data at a time. For example, you may export data from 4/10/05 to 4/10/06.

Which reports will give me a traditional timesheet?

In both the Employee and Division report sections, you can generate a Horizontal or a Vertical timesheet. Both provide a
manager sign-off section and are the most used reports. The Horizontal report restricts you to a 16 day period; however,
the Vertical timesheet can accommodate a full year's data.

What reports allow me to export all company's data?

All export reports are currently located under the "Miscellaneous" report heading. You can export the following reports:
■ Job Export
■ Data Export (text only)
■ Data Export (Excel)
■ QuickBooks Export
■ Rate Card
■ Division Export
■ Employee Export
■ Job Export
■ Client Export
■ Task Export
You may also export your incomplete time entry reports. Before generating the incomplete time entry report, change the
"Report Format" from HTML to Excel. (This is only available for Basic and Corporate accounts.)

Which reports can I run that will show the billing amounts?

■ Job Reports - Employee and Task Summary

■ Job Reports - Task Summary
■ Client Reports - Job, Employee and Task Summary
■ Client Reports - Client Billing Summary
■ Miscellaneous Reports - Data Export (Excel)
■ Miscellaneous Reports - Data Export (Text)

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■ Miscellaneous Reports - Rate Card

■ Employee Reports - Task Summary

How can I give managers the ability to run reports without displaying billing rate information?

ClickTime Administrators have the ability to prevent managers from viewing billing rate information on reports. When
editing the manager's detail page, scroll down to the Managerial Permissions section, check the checkbox for "run com-
pany reports," and make sure that the checkbox for "view billing rates" is unchecked. Click Update to save your changes.

Which report displays the start and end time of people's time entries?

Under the People category, select the Vertical Timesheet report. The Vertical Timesheet report displays people's time
entry details including start time and end time.

How can I easily select a group of employees when running a report?

Currently under all People reports, we have provided you with more options for selecting which people to include when
running a report. When you run one of the People reports, you can select from a list of People, Divisions or Employment
Types, all on the same page. To reflect these new options, we changed the name of the category of these reports from
"Employee" to "People".

If I do not see a report that I would like to run, what should I do?

Contact us at ClickTime Professional Services with your report idea. If you are on a Basic account and wish to have
access to the Vertical Timesheet, have your administrator contact ClickTime Sales to upgrade your account.

Can I use the Desktop Application to run my reports?

ClickTime reports are available only through the ClickTime web site.

Which reports show the cost amount based on the person's cost rate?

■ Job: Person & Task Summary with Costs

■ Job: Profitability Summary
■ Client: Client Billing - Jobs, Tasks & Costs
■ Client: Job, Person & Task Summary with Costs
■ Client: Profitability Summary

Will ClickTime export data to the QuickBooks ONLINE version?

Intuit's Online time tracking solution does not currently accept any type of data imports.

Can I turn off the Information bar in Internet Explorer?

Yes, you can, but we don't recommend it. If you do want to turn it off, you have to turn it off for each type of message.
To stop the information bar from blocking file and software downloads
1. Click to open Internet Explorer.
2. Click the Tools button, and then click Internet Options.
3. Click the Security tab, and then click Custom level.

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4. Do one or both of the following:

■ To turn off the Information bar for ActiveX controls, scroll to the ActiveX controls and plug-ins section of the
list, and then, under Automatic prompting for ActiveX controls, click Enable.
■ To turn off the Information bar for file downloads, scroll to the Downloads section of the list, and then, under
Automatic prompting for file downloads, click Enable.
5. Click OK, click Yes to confirm that you want to make the change, and then click OK again.
Why does Excel 2007 warn me "The file you are trying to open is in a different format than specified by the file extension." Is opening
it safe?

The following message could appear when exporting or running a report in an Excel format: "The file you are trying to
open, '[filename]', is in a different format than specified by the file extension. Verify that the file is not corrupted and is
from a trusted source before opening the file. Do you want to open the file now? (Yes | No | Help)"
It is safe to click "yes." ClickTime's Excel exports reports may in fact be in CSV, tab-delimited or an XML format but they
are not harmful to you. This is a security feature built in to Excel 2007 to protect you from downloading viruses.

Accounting System Integration - FAQ

Click on a question to read its answer:

See "  Where can I select the accounting and payroll applications that my company is using?" on page 291
See " We want to export our data to QuickBooks Pro. Are there any requirements?" on page 291
See " We want to export our data to our accounting system. Are there any requirements?" on page 292

Where can I select the accounting and payroll applications that my company is using?

Under the Company tab, select Preferences. There are now options to select which accounting and payroll applications
you use. This will show special fields and reports that are used for integrating ClickTime with your application. For exam-
ple, the payroll type option for each person is used for integration with QuickBooks Pro. The payroll type option is now
listed in the "Accounting/Payroll Information" section when editing a person.

We want to export our data to QuickBooks Pro. Are there any requirements?

ClickTime does export data into QuickBooks Pro, US Versions 2002-2004. Our clients have reported success with import-
ing to other versions of QuickBooks, although they are not officially supported. We have recently updated our Quick-
Books export file, so please read these instructions for further information and directions on how to export your data.
When setting up your account to correspond with information you have in place in QuickBooks, most people have sug-
gested that you NOT use the accounting ID numbers, as this often duplicates information and causes integration prob-
lems when importing your data into QuickBooks.

We want to export our data to our accounting system. Are there any requirements?

You have the option of exporting your data as an Excel or Text file and then uploading it into your accounting system.
When setting up your account, be sure that the employee numbers, accounting ID numbers, and job ID numbers cor-
respond with those in your accounting software.

DCAA Compliance - FAQ

Click on a question to read its answer:

Coming soon!
Audit Logging - FAQ

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Click on a question to read its answer:

Coming soon!

Advanced Administrative Features - FAQ

Click on a question to read its answer:

Coming soon!
ClickTime Mobile Edition - FAQ

Click on a question to read its answer: 

See " Is the ClickTime Mobile Edition a paid optional module, like Timesheet Approvals?" on page 292
See " What devices are compatible with ClickTime Mobile Edition?" on page 292
See " Why do I get a security error when I try to log in with my Palm device? " on page 293

Is the ClickTime Mobile Edition a paid optional module, like Timesheet Approvals?

No, ClickTime Mobile is a free feature. If you already have a ClickTime account, just point the browser on your Handheld
device to www.clicktime.com and you will immediately be able to enter and save your time and expenses on the go.

What devices are compatible with ClickTime Mobile Edition?

During our testing period, we have found ClickTime Mobile Edition to be compatible with most handheld devices available
on the market today. Obviously, more recent models are likely to be more compatible with ClickTime Mobile than older
models, that have minimal Internet browsing capabilities. If you would like to read more about this, please refer to the
help topic "Supported Devices" .

Why do I get a security error when I try to log in with my Palm device?

Palm OS devices do not currently support wildcard SSL certificates. If you attempted to log in securely, you will most
likely get an error message saying "You are attempting to access a web page that has an invalid security certificate
(server name mismatch). Display this page anyway?". In order to avoid getting this message, try logging in using the
non-secure method (this option is available on the login page of the Mobile Edition). Your data will still be sent securely
regardless of the error message received earlier.

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