A 101 complete guide on Lucid ClickUp Timesheets

by Hamna Ayaz
ClickUp Timesheets

Workplace Management Systems have become a need of the hour in order to organize the workforce and streamline workloads. Research shows that 88% of the top-notch companies automate their time and attendance data collection (Aberdeen Group, 2011). In another survey, 84% of respondents revealed that they had a time and attendance system as part of their workforce management strategy (Deloitte, 2014) In this article, we will discuss ClickUp Timesheets in detail.

So, what a Time Tracker is? A time tracker is an efficient tool used to keep records of work hours in timesheets. It helps measure teams’ billable time and gives an insight into how much time was spent on different projects, and clients.

Remoty is a lightweight time and attendance management software that offers extensive features of time tracking and timesheet management. It’s a tool built on Slack that syncs your favorite project management and collaboration tools like ClickUp, Jira, Asana, etc.

What is ClickUp Time Tracking?

ClickUp is a cloud-based robust time-tracking software that fosters a culture of accountability and teamwork in the workforce and empowers your team to be flexible with work and encourages them to be productive. It is a Software-as-a-Service (SaaS-based) designed to revolutionize the HR processes and allow you to spend less time on administrative tasks and concentrate on original projects at hand. The software has many rich features including collaboration tools, ClickUp timesheets, task assignments, project statuses, document management, alerts, multiple views, custom fields, workflow automation, and intuitive dashboards.

1. Track Time and Generate ClickUp Timesheets

The users can start and stop time from any device and jump in-between tasks with a global timer. ClickUp also lets its users create entries by date range via manual time tracking.

2. Estimate Time

The admins can add estimates to any task or subtask, and split the time between team members. With ClickUp, you get visibility of how long each person is expected to work on a project.

3. Schedule

  • Calendar: Users can arrange and rearrange dates, schedule deadlines and plan events with a daily, weekly, or monthly calendar view.
  • Gantt: Users can view their entire project timeline and draw lines between tasks to create dependencies, and schedule or reschedule dates.
  • Timeline Teams can anticipate the completion rate of their tasks with weekly intervals and the average velocity displayed on the graph. Choose to get notified in a set time period e.g. after 1, 6, or 12 months, etc.
  • Workload: The admins can monitor how many tasks, points, projects, or hours each team member is assigned and compare it against their capacity to make informed future decisions.

4. Goals and ClickUp Timesheets

  • Start and Due Dates: You can set distinct start and due dates for any task, subtask, or List with just a click.
  • Due Dates Remapping: You can change the dates for a task and ClickUp will automatically adjust the dates of any subtask to align.
  • Drag and Drop Scheduling: ClickUp lets you schedule time for any task by dragging and dropping it across a date range.
  • Reschedule Dependencies: When required, the user can adjust the due date on a task that is blocking others, and ClickUp will automatically change the due dates for the dependent tasks.
  • Milestones: The users can set and track project milestones to signify when a critical point in a project has been reached.
  • Time Reporting: ClickUp allows you to view your time entries and filter them in any number of ways to build customized reports.
  • Timesheets: You can build customized timesheets for any date range and group time entries together or break them down by individual tasks to see where time was spent.
  • Billable Time: With ClickUp, you can mark time as billable to seamlessly track invoices and differentiate in time used for internal reporting.

5. Time Tracking Tools

  • Notes: You can add notes to your time entries to reference exactly what you spent time on.
  • Labels: ClickUp allows you to create and apply labels to easily categorize and filter tasks-wise time spent.
  • Billable Time: At check-in, when users associate tasks, the time is tracked as billable and non-billable according to the time spent on work and breaks
  • Sorting: ClickUp lets you sort tasks by time spent to see potential bottlenecks and identify blockers to get help on. 
  • Filtering: The users can filter time tracked by date, statuses, priority, tags, and more classifications.
  • Rollup: With ClickUp, you can see a combined total of all time spent across tasks and subtasks in the workflow. 
  • Edit time: You can edit time entries whenever needed.

6. Reports on ClickUp Timesheets

  • Timesheets: In ClickUp,  you can view your time tracked by day, week, month, or any custom range with detailed timesheets. You get time totals grouped by dates and see individual tasks and time entries for a deeper look at where time was spent.
  • Time Track: The team leads can analyze how much time groups of tasks take for each person on your team with cumulate time tracking.
  • Time Reporting: ClickUp gives you the ability to group time entries, see estimates, and segment billable and non-billable entries. The users can view their time entries and filter them in any number of ways to build customized reports. 
  • Time estimated: ClickUp offers you a high-level view of your team’s time tracking and compares it against the time estimated. You get to view the amount of time remaining for each person’s task to determine if you’re on schedule to hit your goals.

7. ClickUp Integrations

Remoty

Remoty is a lightweight time planning tool that helps teams foster a productive working environment for on-premise teams, distributed, hybrid, and especially remote teams. With this Slack plugin, the users enjoy full work flexibility. Remoty is a modern SAAS product that endorses Y management theory, reinforces employee empowerment, and aims to build a culture of responsibility and self-accountability in the workforce. Remoty enhances coordination and collaboration among onboard team members by offering better visibility of their availability and statuses.

Remoty- Commands, and Shortcuts

This Slack built-in solution focuses on intra-team coordination. With Remoty, teams collaborate and together create an atmosphere that nourishes connectivity, reliability, and a sense of inclusion, and optimizes their work processes.

Features of Remoty

 CommandFunction
1./in [comment]Checks you in
2./out [comment]Checks you out
3./break [comment]Go for a break
4./back [comment]Back from your break
5./taskCreate a new task
6./leave-requestRequest for a leave
7./switch-taskSwitch to a new task
8./now [#channel]See what your team is up to right now!
9./dashboardLaunch your remoty dashboard
10./report analysis/logs @username/#channel/all [today/week] [date/date-range]See what your team has been upto!
11./export @username/#channel/all [today/week] [date/date-range]Export CSV logs of your team
12.

/stand-up @username

/#channel/all [today/week] [date/date-range]

Get scrum report of your team
13./remoty-helpGet a walkthrough of Remoty
14./upgradeUpgrade your subscription plan
15./access grant/revoke @usernameManage Access Controls
16./reminders on/off [@username/#channel/all]Turn daily reminders on/off
Comments (optional) are Recommended 
1. Attendance

With Remoty’s attendance management system, admins can track employee time, availability, the number of check-ins/outs, and breaks.

2. Vacation Tracking:

The project leaders can track absences, late arrivals, and Paid/unpaid Time Offs of members with complete status of availed and available leaves. Admins have access to approve or deny leave requests from employees.

3. Reporting/Analytics:

The reports enable management to analyze the overall performance of an employee. The report generates time summary reports that give an overview of the average check-in/out time, hours worked, and break time for a specific time frame.

4. Payroll processing:

The timesheets record each employee’s check-in/out and categorize it for billable/non-billable hours. The payrolls for the customizable time periods can be downloaded and shared for seamless payroll processing.

5. Meeting Management:

Standup notes let you stay up-to-date with the current work status of employees and communicate achievable goals with your team on daily basis with flexibility.

6. Live Chat:

The employees can reach out to colleagues quickly and directly or request assistance in case of blockers.

Task Management

The tool streamlines your work processes and boosts productivity by fostering a culture of visibility and transparency in the workforce.

1. Task Planning:

The users can view tasks by completion status, due dates, and assigned members. While assigning, team admins include clear task descriptions, set up due dates, and allocate group tasks.

2. Automatic Timer:

The users can associate a task with your check-in with a single click and Remoty will automatically start tracking that task for them.

3. Switch Tasks

The app enables you to prioritize projects at any time in case something more important comes up.

Task Tracking

Your every task’s elements include its priority, total time logged, progress, comments, and notifications. You can also monitor time for each member’s tasks & view their workload capacity to avoid burnout.

1. Views and Dashboards 

The Kanban board view will help you maintain workflow, avoid blockers, and visualize tasks in an organized clear format of to-do, in-progress, and done status tasks.

The clear dashboard allows you to organize tasks, view task details, and generate invoices in just a few clicks without having to leave your Slack workspace.

2. Invoice Generation

Remoty automatically tracks users’ billable hours on tasks to generate PDF invoices that can be downloaded and shared easily. The users can also make Cost Estimations of tasks on the basis of hours spent.

ClickUp Remoty Sync

Remoty and ClickUp sync lets you create new tasks from either of the two platforms. In this 2-way sync, the users can add a new task from any channel in Remoty or turn ClickUp messages into Remoty time-tracking tasks. Users can even add comments.

The integration can improve visibility into your business processes by bringing all databases into a single system and save energy by tracking time within a single interface instead of toggling between different apps. It reduces the chances of errors when manually entering data into separate systems. Whenever a user shares task links in Remoty, s/he be able to view additional details like due dates, tags, priority, assignees, and statuses. Remoty app can also push you ClickUp reminders about relevant updates from your tasks and project.

Log Time And Get Timesheets Reports Right Within Slack

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Hubstaff

Through this integration, you can link users and tasks from ClickUp with your account at Hubstaff and track your time directly from ClickUp’s dashboard

Another notable feature includes limiting how much time teams can work on ClickUp projects. When a limit is set for a certain member, he/she will not be able to track time that exceeds that limit. The admin gets notified that they are close to or at their limit. This helps them set a monetary budget.

Everhour

It’s a simple time tracking tool that works as a standalone app or embeds directly into Clickup. With Everhour, you just have to sync all your active ClickUp projects and start tracking immediately. The app shows time estimates besides the actual time spent which keeps everyone accountable for accomplishing deliverables on time.

Everhour also has features for budgeting, invoicing, payroll, managing team schedules, and tracking work-related expenses. The detailed reports and pre-set dashboards allow you to easily analyze your team’s work status.

8. The Ultimate Guide to ClickUp Time Tracking

1. Time Tracking ClickApp

The ClickApp is for both workplace and personal use.

Enable Time Tracking for Workspace

From ClickUp’s Workspace settings: 

  1. Choose your Workspace avatar icon in the lower-left corner.
  2. Browse ClickApps
  3. Navigate the Time Tracking ClickApp
  4. Click the Time Tracking ClickApp to enable it on all Spaces (uncheck any Spaces which do not use the Time Tracking option)
  5. Select the icon to turn on Time Tracking.

Enable Time Tracking for individual Spaces

The people with access can enable the Time Tracking ClickApp for individual Spaces.

  1. Navigate the Space Settings ellipsis icon in the Sidebar.
  2. Access the ClickApps available for your Space.
  3. Choose Time Tracking to select the ClickApp.
  4. Select Save to enable Time Tracking for this Space.

Time Tracking Rollup

The rollup shows a sum total of time tracked including time entries from subtasks, any nested subtasks, and the task itself. The users can select the ‘time track field’ to get the complete breakdown of time entries between subtasks and the task itself.

2. Access Time Tracking

The project leaders can view the Time Tracking modal, The Quick Action menu, List view, Calendar view, or Board view. He can then filter views by Time Tracked to display tasks that meet the filtered criteria.

  • Set: tasks with time entries
  • Not set: tasks with no time entries
  • Greater than: tasks/projects with more than the specified amount of time tracked
  • Less than: projects with less than the specific amount of time tracked
  • Equal to: job/ tasks with exactly the specified amount of time tracked

Time Tracked field on Tasks

The users have to open the Time Tracking modal on a chosen task by clicking the Time Tracked field.

Track Time from the Quick Action menu

Browse the Quick action menu button from the lower-right corner to open the Time Tracking modal.

See the Tracked Time field in the List view

  1. Open a List view.
  2. Click the add icon to include a column.
  3. Select Show/Hide.
  4. Scroll or search for Time Tracked.
  5. Press Time Tracked to add the column
  6. Hover over the column heading
  7. Select the sort button to sort the column
  8. Click the sort button again to flip the sort order

View the Tracked Time field in the Board view

  1. Navigate to ‘Board view’.
  2. Select ‘Show’.
  3. Tap the ‘Time Tracker’ to include the Time Tracked field in task cards.
  4. Once added, you can:
  • click the button to immediately start a timer on a task.
  • Or choose the duration of time tracked to open the Time Tracking modal.

View time tracked in Calendar view

  1. Open a Calendar view
  2. Click Settings
  3. Navigate the Task card settings section
  4. Press the Time Tracked toggle to add the Time Tracked field to tasks

Access Time Tracking using ClickUp’s Chrome Extension

You can select the time entries associated with tasks while you browse the web with ClickUp Chrome Extension.

3. Next steps

After enabling Time Tracking for your Workspace, the users can continue with adding time entries, creating reports, integrating via ClickUp API, and using a mobile device for time entries.

Create and edit time entries

The users can enter and update time tracked from the Time Tracking modal which is available through the Quick Action menu, via on tasks, in List view, and  Board view. Also, users can access time tracking via Mobile App, and with the ClickUp API.

Report on time tracking data

The users can check out your time entry data for all teammates throughout your Workspace. Also, the users generate reports using Time Tracking Dashboard widgets.

Track time with the Mobile App

  • Initiate a timer on your Windows computer and stop it from your smartphone, or vice versa.
  • Enter and realign time entries in your Workspace or on particular tasks when necessary.

Time Tracking with the ClickUp API

The users can build their own robust time tracking integration with the following data:

  • Get time entries within a date range.
  • Add & remove tags.
  • Get running time entries.
  • Start and stop a timer

The app’s mobile time tracking API calls include task ID, title, status, task tags, Space, Folder, and List information so you can access your time entry data with meaningful context anywhere anytime.

Dashboard Widgets

With Clickup Dashboard widgets you can:

  • View the total time each person in your Workspace has tracked
  • Filter by group time entries and custom time labels
  • View cumulative time tracking logs for each team member to see how time-consuming a List of tasks has been
  • View time tracked manually and automatically with  native and other integrated tools
  • Export the entries of timesheets
Add a Time Tracking widget

The users can add Time Tracking widgets to your new or existing ClickUp Dashboards.

  1. Make a new Dashboard Or visit an existing Dashboard and switch to Edit mode.
  2. Choose and Add a widget in the top right corner.
  3. Navigate the Time Tracking category.
  4. Select a Time Tracking widget.
  5. Set the Location (only applicable to Time Estimated & Time Tracked): Pick one or multiple Spaces, Folders, or Lists within your Workspace.
  6. Estimate the Time Range: Enter how much time you want to be included such as this year, month, week, or a custom time frame.
  7. Do Grouping (only applicable to Time Reporting & Billable Reporting): Select how you want time to be grouped, and even add a second level.
  8. Open Time Labels: Filter the time entries by labels added to the time entry.
  9. Select People: Select who’s time you want to be included in the report.
  10. Evaluate Billable: Choose whether you want to display billable, non-billable, or both
  11. See Archived: Toggle archived tasks to be included or excluded
  12. View Time Estimates: Toggle on to show how much time was estimated
  13. Edit tasks in Multiple Lists: Toggle on to display time tracked from tasks in Multiple Lists
  14. Insert a Filter: Add additional filters to further adjust the scope of your widget

The ClickUp guests and users with view-only permissions can set Time Range, and choose Time Labels, but cannot filter people or select custom options. The users can browse for Custom Fields to add them to your Dashboard widget.

Courtesy: ClickUp Docs

Types of Dashboard Widgets
1. Time Reporting

The users can view all your time entries, filter by multiple characteristics, and display them in classes.

  • Tag by Task, List, Folder, or Space and users up to two levels through the grouping menu in the widget settings.
  • Distinguish billable or non-billable time entries from the dropdown.

ClickUp’s date-defined filters only show tasks that have time tracked within a certain time period. 

2. Timesheet

The users can see time tracked for a given week, month, or any selected range.

  • Select the task and the individual time entry.
  • See time grouped by day and compare against a 12-hour day.
  • Obtain the total results of time per selected time range.

3. Billable Report

The billable time can be shown in report like this:

4. Time Estimated (legacy)

The users can quickly view time as a team resource for planning projects with this widget. The time remaining indicator calculates whether or not your goals are on schedule.

  • The report does not offer a time period filter.
  • This widget also shows you the ability to export data.

5. Time Tracked (legacy)

The heads can estimate the sum of time each person in your Workspace has tracked. 

  • Cumulative time logs for each Workspace user
  • Includes time tracked manually and automatically
  • Export the data to required Slack channels

Conclusion

In the following article, we covered all the dimensions related to ClickUp Timesheets. Time Tracking in ClickUp can really be a piece of cake with Remoty. Take the absolutely free demo here!

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