Creating and Editing Clients

In ClickTime, the Client is the primary entity associated with time entries. Before creating any time entries, you must have at least one Client in your system, and they must be linked to at least one Project. For more information on setting up and managing projects, refer to the Creating and Editing Projects help guide.

Creating a New Client
Editing an Existing Client

Please note that the term Client is customizable. Your organization may use a different term, such as Customer, Funding Source, or another label that better fits your business needs. Local ClickTime Administrators can change this terminology at any time to suit your organization’s preferences (more details here).

Creating a New Client

To create a new Client, navigate to the Company > Clients page and click "+ Add Client".

On the following page, you’ll need to enter the Client Name and a Short Name:

• Client Name: This is the full name of the Client. Note that there is a 50-character limit for this field.
• Short Name: This is a required, unique identifier used for internal data purposes. 

After filling in these details, save your new Client, and you’re ready to associate Projects with them and begin tracking time.

Other optional fields in the Basic Information section include:

• Client Number: Useful for reporting purposes. Each Client Number must be unique.

• Accounting Package Client ID: Useful when exporting data for accounting integration. Enter the ID that corresponds to this client in your accounting software. Accounting Package IDs do not need to be unique.

• Status: Set the Client’s status to Active or Inactive. Please note that inactivating a Client will also inactivate any associated Projects. Inactive Projects cannot have time or expenses logged against them.

• Notes: Use this field to enter any additional information or notes about this Client.

Custom Fields: If your company uses Custom Fields, any required fields (marked with an asterisk *) must be completed before saving a new Client. Required custom fields are configured by your company.

Click Save to save your new Client and return to the Clients list page. To save and add additional Clients, click Save and Add Next.

If your company’s Billing Rate Model is set to Client, and you are an Administrator or a Manager with permission to "Add and Edit Billing Rates," an additional section will appear on the Add New Client page. After completing the Basic Information, you can navigate to this section to set up the Billing Rates for this Client. For more information on Billing Rates, please see the Billing Rates Guide here.

Editing an Existing Client

To edit an existing Client, click the Edit (pencil) icon on the Company > Clients page.

The Client Detail page is organized into sections, with only one section editable at a time. Use the Side Navigation Bar to quickly navigate to the section you wish to edit.

Basic Information: To edit any fields under Basic Information, click the Edit Section button.

Caution: Although ClickTime allows changes to the Client Name and Client Number after creation, we strongly advise against this, as it can complicate reporting and time entry. When a Client Name or Number is altered, data associated with the old details will assume the new ones, which can disrupt reporting continuity and may lock or prevent editing of past time entries.

For best practices, we recommend inactivating the old Client and creating a new one with the updated name and number.

When you finish editing the section, click Update to save your changes or Cancel to revert to the section’s original values. You can follow the same steps for the Custom Fields section if it exists.

Projects: This section is view-only and not editable. It displays the Projects associated with the Client. However, clicking the Edit (pencil) icon next to any project will open the Project Details page for that specific project.

In addition to the Client Details, the Actions menu, located at the top right of the page, offers several options:

• Duplicate: This option is not currently available from the Client Details page. To duplicate a client, please navigate to the Client List View page.

• Delete: Use this option to delete the Client entirely from the system. Only Clients with no associated time entries can be deleted. If there are time entries linked to this Client, please set the status to Inactive in the Basic Information section instead.

• Create New Project: Opens the New Project page to create a new Project for this Client.

• Audit Log: Available only if your organization is using the Audit Log Module (details here). Use this option to download the Audit Log report, which includes all information about this Client, as an Excel file.