ClickTime Administrators can add new employees to their ClickTime account at any time. This guide provides a walk-through of how to set up a new employee. You can use the links below to skip to the appropriate section.
Time Off Balance & Accruals
Resource Planning & Billing Goals
Security & Permissions
Save New Person
Accounting & Payroll (when QuickBooks is set as your Accounting/Payroll application)
Billing Rates (when using Person-based Billing Model)
Project Availability (when Project List Controls are set to Maximum)
To add a new Person to your company, go to the Company --> People page and click "Add Person”.
On the next page, enter the Person’s Full Name and Email Address. These are the only required fields to add a new Person. These fields are limited to 50 characters.
Other optional fields in the Basic Information section include:
Start Date and End Date: Use these fields to specify a Person’s start and end dates. If your company uses Timesheet Approvals, the Person will only be able to submit timesheets that fall within those dates. Only one "Start" and only one "End" Date may be entered. If you are using the Time Off Accruals feature (more details here), Time Off cannot be accrued outside of these dates. Employees will also not be able to log hours outside of their Start and End Date.
Role: Use this field to specify the Person’s role. This is particularly useful for Resource Planning.
Employment: Use this field to specify the Person’s employment type (for example, Full-time employee, Contractor, etc.). If your company uses Leave Type Restrictions, their employment type will determine which time off types are available on the Person’s timesheet. For information on adding and managing Employment Types, please see here.
Division: Use this field to assign the Person to a Division. Depending on your company’s settings, assigning a Person to a Division can determine who can approve that Person’s timesheets and expenses, and which Projects appear on the Person’s timesheets. The option to use Divisions is only available to Corporate and Enterprise accounts - for information on adding and managing Divisions, please see here.
Default Task: Use this field to set the Person’s Default Task. When the Person enters time, the Default Task will show first in the list of available tasks. Each Person can also set his or her own default tasks by navigating to Personal --> My Preferences.
Employee Number: Use this field to enter a Person’s employee number for internal data purposes.
Accounting Package Person ID: Useful when exporting data for accounting integration. Enter your accounting software’s corresponding ID value for this Person.
Status: Use this field to set the Person as active or inactive. Please note that only active employees can log in to their account and enter time and expenses.
Notes: Use this field to enter any notes about this Person.
Password/Confirm Password: Use these fields if you would like to set a password for the Person, which will be sent to them in a Welcome Email. If you leave these fields blank, a system-generated password will be emailed, which the employee can change after they login.
If your company uses Custom Fields at the People level, this section will appear beneath the Basic Information section. You must complete any required fields (marked with an asterisk (*)) prior to adding the new Person. For more information on Custom Fields, please see here.
The Timesheet Settings & Approvals section is located beneath the Basic Information and, if applicable, the Custom Fields sections. This section is divided into two parts: Approvals (for those using our Timesheet Approvals, Time Off Request and Approvals options, or Expenses Modules), and Settings (available for all organizations).
Approvals: This section will show only if your company is using the Timesheet Approvals and/or Expenses modules (which are additional ClickTime features that can be added to any account). Here you can specify who approves the Person’s timesheets and/or expenses. For more information on Approvals, please see the Approvals Guide. For more details regarding Time Off Requests and Approvals (which is included with the Time Off Accruals Module), please see the Managing Time Off Requests and Approvals Guide. For more information on Expenses, please see the Expenses Overview.
Settings: There are several settings that will affect how your employees log time
Timesheet is incomplete if less than: You can set a minimum requirement of hours that the Person must enter in order for their timesheet to be considered complete. Check the box for “Timesheet is incomplete if less than ___ hours per ____ are entered” and fill in the number of hours required per Day or Week. For example, you can mark a Timesheet as incomplete if fewer than 8 hours per day are entered. More information on this setting can be found in this help documentation. Please note: Only organizations on a "weekly" or "bi-weekly" timesheet model will be able to set a required number of hours "by week". Organizations with a different timesheet model will only be able to set a required number of hours "by day".
Incomplete timesheets cannot be submitted: If you set a minimum hours requirement and your company uses Timesheet Approvals, you can check the box for “Incomplete timesheets cannot be submitted” to prevent the Person from submitting timesheets until they enter the required number of hours per day or week. If you check this box, the Person will see an error message if they try to submit a timesheet that is incomplete. Please note this setting only applies to Standard Users and Managers - Administrators will be able to submit time even if they do not meet the minimum requirement.
Notes must entered with every time entry: To require the Person to submit notes with their time entries, check the box for “Notes must be entered with every time entry”. If this box is checked, the Person will see an error message if they attempt to save a time entry without entering a note. The Person will also have to enter notes for Time Off entries if your company tracks Time Off. Please note that Quick Week is disabled for employees who are required to enter notes with their time entries.
Start and end times must be entered with every time entry: Checking this box requires the Person to enter start and end time for each time entry. Please note that if you require a Person to enter start and end times, that Person will not be able to enter time using Week View.
Allow entering break times: Checking this box allows the Person to enter break times (for breaks or meals) in a separate field if the Person enters time using Day View or the Mobile App. This time is subtracted from the time worked, as calculated from start to end times. Break times may be entered as either a decimal value or a colon-separated value (0.5 hours and 0:30 both equal half an hour). Please note that colon-separated values must always be in 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: Check this box if you want to prevent the Person from restarting stopwatches that they have started and stopped. Otherwise, the Person can restart a stopwatch as many times as they’d like, providing they are not required to use Start and End times.
Time can only be entered with a stopwatch: Check this box to require the Person to enter their time using the stopwatch timer. For users who must enter time using the stopwatch, the Start, End time, and Break fields appear as read-only and cannot be edited. Please note that when this box is checked, the Person cannot clear the history of a stopwatch, and a time entry cannot be deleted after it is saved. If the Person makes a time entry mistake, they must contact an administrator in order to have the time entry corrected. That Person also will not be able to enter time using Week View. The Administrator (or Manager with appropriate permissions) can still enter start/end times on their behalf in Override mode (more details here).
The next section of the Person Details page covers Time Off.
In this section you can set the Person's Time Off Balance. The Default Balance and Accrual model for the Leave Type will be pre-populated (based on settings previously saved on the Leave Type page).
For more information on Time Off, please see here.
In this section, you can set values to calculate monthly work hours and billing goals.
The settings here will dictate the employee's capacity in the Resource Planning grid for each month. For more details on Resource Planning, please see here.
In this section, you can enter a Person’s hourly Cost Rate which is used for estimation purposes. In ClickTime, Cost is used to help estimate the costs associated with staffing the employee (salary, bonuses, benefits, etc). Cost is per hour and is used in calculating Profitability in some reports. Only Administrators, or Managers with "Add and Edit Cost Rates", will be able to add a Cost Rate to a user's record.
Use the "Hourly Cost Wizard" for assistance determining your employee's Hourly Cost Rate:
To learn more about Cost Rates, please see the Cost Rate guide here.
In this section, you can configure the Person’s security level and specific permissions for managers.
For more information on how these options work, please see the Security and Permissions Overview.
Once all required information is provided, click "Finish" at any time to complete adding the Person.
Alternatively, if you are using QuickBooks as your Payroll option, Person-Based Billing Rates, or Maximum Project Controls, you will have a few more options. Please continue reading for more information on both of these options.
In this section, you can enter information for integration with Quickbooks by entering the Person’s Payroll Type.
ClickTime will only export three (3) 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 when exporting.
If your company’s Billing Rates model is set to Billing Rates by Person and you are an Administrator, or Manager with "Add and Edit Billing Rates" permissions, a second section will be visible on the person creation page. You can navigate to this section after completing the Basic Information and set up the Billing Rates for the Person.
For more information on Billing Rates, please see the Billing Rates Guide here.
If your company 's Project List settings are set to Maximum, the Project Availability section will be visible on the person creation page. You can navigate to this section to specify which Projects the Person can access.
For more information on Project Availability, please see the Project Availability Guide here.