The Day View page allows you to enter time against specific Clients, Projects, and Tasks, one day at a time. Using this page for time entry is a great option for people who have many tasks to complete every day, or whose company requires use of the stopwatch.
This article will cover:
Enter Time Worked, Time Off, and Notes on the Day View page
- Choosing a Client, Project, and Task
- Entering Hours Worked
- Time Entry Rows
- Entering Notes
- Entering Time Off
Enter Time for a day other than "Today"
Personalize the page to meet your needs via the Options menu
- Auto Fill
- Column Widths
- Show Weekends
- Show Stopwatch
- Show Start/End Times
- Logging Breaks
- Sort Options
"Outside of its date parameters" Error Message
For assistance tracking time on a Weekly basis, please see the Time Entry On Week View guide here.
Entering Time Worked, Time Off, and Notes on the Day View page
The ClickTime Day View time entry page is very flexible. We'll cover each aspect of entering time in this section.
- Choosing a Client, Project, and Task to Enter Time Against
- Entering Hours Worked
- Number of Time Entry Rows
- Entering Notes
- Entering Time Off
Choosing a Client, Project, and Task to Enter Time Against
You can use the drop-down list to choose the Client, Project, and Task you'd like to log hours to. Your time entry screen may have different terms or a different number of columns:
Please be aware that the drop-down list will be limited to the first 500 options an employee can access. If you do not see the option in the drop-down list, you can instead start typing into the field to see all the options that match your text:
If you have access to less than 500 Projects, you will be able to choose that Project and ClickTime will automatically fill in the Client field for you:
If you have access to more than 500 Projects, then you will need to choose the Client before you can select a Project from the drop-down menu:
More information on managing the number of Projects that are available can be found here.
Please note that if using the Week View page, you will always need to select a Client before a Project.
If you need additional rows on the Day View page, click the "Add Row" button to enter more Time Worked (or Time Off), as needed. Note that Add Row buttons are not displayed for locked days.
To delete a row, just click the trash can icon to the far left of that row.
There are three ways to capture time entries on the Day View page: Direct entry, Start and End Time entry, and Stopwatch entry. Which methods are available to you may be determined by your company's ClickTime administrator. If your administrator has not specified a time entry method, you will be able to choose your preferred method in the Options menu.
Direct entry: Enter the total number of hours you worked using numbers and one decimal. Direct entry is the default time entry method of the Day View page unless otherwise specified by your company’s ClickTime administrator.
To change an existing time entry, just click the desired Hours field to edit. You will be able to edit time on any unlocked Day View page (those that have not been Submitted to, Approved, or Locked by an Admin).
Start and End Time entry: The Option to "Show Start/End Times" allows you to enter clock-in and clock-out times (you also have the option to show break times). You can enter time in this way for any date in the current timesheet.
To change an existing Start or End time, click the field to edit. You will be able to edit Start and End Times on any unlocked Day View page (those that have not been Submitted to, Approved, or Locked by an Admin).
Stopwatch entry: With the Stopwatch option, you can simply press the Start button when you begin work on a Task, and click Stop when you finish or move on to another Task. In the example below, the first task is in progress and shows the stopwatch in action. To end this task and stop logging time, you would click the red square. The second Task in the image below has not yet been started and shows the green "Start" button. All time entries will be rounded up or down based on the increment specified by your company's policy.
Stopwatch entries can be added and edited only for "Today." See below for more information on editing details for an abandoned stopwatch.
All Options for the Day View page, including more details about time entry options, are described in the "Options" section of this page.
You can change the default number of rows that are loaded each time you open a new Day View time entry page from the My Preferences page (more details here).
Auto-Fill will also pre-populate your most recently used time entries.
If you would like (or are required) to enter notes with each time entry, you can do so by clicking the Add Note icon for each time entry row.
If you need to edit a note, just click the Note field, make your changes, then click outside the Note field and Save again.
ClickTime will accept up to 2000 characters for each note.
To add Time Off to a day’s Timesheet, use the Time Off rows near the bottom of the page. Select the correct leave type from the drop-down, and enter the number of hours applicable. The leave time entered will be added to your time worked for the day, and will be reflected in the total at the bottom of the page.
If you see the "question mark" icon, that means you will be able to view any Notes for the Leave Types you have access to:
Click the icon to see a pop-up window with more details:
If your organization is using a Leave Type that has "Approval Required", the employee must submit those Time Off Requests from the Personal --> Time Off page. Those time entries will show up on the Day View page only after they have been approved. Approved Time Off Requests will be "locked" and cannot be edited or deleted.
Please see the Request Time Off Help Guide for more details on requesting (or canceling) Time Off Requests.
Enter Time for a day other than "Today"
What if you missed a day, and need to enter time for last Monday? Depending on your company's settings, you will be able to enter time on any day in the past or future by using the Calendar Ribbon.
The calendar ribbon, which is located above the time-entry rows, shows the current date as well as links to days in the past and future.
Clicking the calendar icon will also allow you to navigate to specific days, months, and even years.
ClickTime offers a "Quick Day" option which will copy time entries from the last day that has hours logged into the current day. This will copy the specific hours worked, as well as Start/End times and notes if they were entered.
Quick Day can be undone if used in error. There is also an option to "Clear Copied Notes" that can be useful if the time entries were the same, but the notes should be different.
The following section contains information about the Options available on the Day View page, and how they help you keep better time. The Options discussed here are listed in the order they appear in the Options drop-down menu.
Click the link below to go directly to the documentation for each option.
Show Start/End Times
By default, the Auto Fill option pre-fills your day with recently used Clients, Projects, and Tasks. This is especially useful if you work on a few set projects each day. Each new day will automatically pre-fill itself with recently used Clients, Projects, and Tasks (hours and comments are not carried over).
Deleting a blank Auto Fill row will not delete the row from your Day View page. Simply leave the row blank to prevent it from loading on subsequent days.
Note: Auto Fill will attempt to pre-populate time entries for any active Clients/Projects/Tasks that were used within the last 7 days. In cases where no time entries exist for active Clients/Projects/Tasks in the last 7 days, the system will continue to go back as far as 28 days to find time entry options to Auto Fill.
To turn this option off, uncheck the "Auto Fill" checkbox on the Options menu.
By default, your Day View page will Auto-Save, so you don't have to worry about losing unsaved time entries. After a few seconds of inactivity on the page, you will see a countdown letting you know that the page will be saved for you. After the page saves, you will see a timestamp letting you know the date and time of the last save. Auto-Save will also ensure that your changes are saved if you navigate away from the page. We recommend that you leave this option turned on.
Manage widths of time-entry columns on the Day View page from the options menu.
Columns can be made extra small, small, medium, and large, to accommodate long client names, for example. The image below shows the dimensions of a large Client column width.
The Show Weekends option enables the display of weekends in the Day View ribbon. When the checkbox is unchecked, weekend days will not appear in the ribbon (but you will still be able to enter time for "Today" if you log in on a Saturday or Sunday). Note: if you de-select "Show Weekends" from the options menu on the Day View page, you will not see weekends on the Week View page, and vice versa. Simply re-check the Show Weekends box (from either page) to see Saturdays and Sundays.
The Stopwatch feature is used to track exact time, in real time. By hitting the start and stop buttons, you can accurately track how much time you are spending on any given task. The Stopwatch can be used to create or modify time entries for "Today" only. While you may start a stopwatch before selecting a Client/Project/Task, we recommend making these selections before starting the stopwatch.
By default, the Stopwatch icon will display on the Day View page. This can be changed using the "Show Stopwatch" option from the options menu:
If you un-check the box, the Stopwatch icon will no longer be visible:
Please note that if you have a running stopwatch, you will need to stop the stopwatch before you can change the display options:
When the stopwatch is running you will see an icon near the top indicating you have a running stopwatch. This will display on all ClickTime pages while the stopwatch runs:
When you are finished working on a Project, you can pause or stop the stopwatch. Time entered via the stopwatch rounds portions of hours based on the specifications of your company’s ClickTime administrator. For example, if your company rounds time to a 1/4 of an hour, and you run a stopwatch for 2 minutes, your timesheet will reflect 15 minutes (0.25 hours). A 16 minute time entry would round down to .25 hours. Scroll your mouse over the play/pause icons to see the details of that stopwatch time entry:
To add time to an existing entry, simply press "Start" again, and the stopwatch will add time to your entry. Note, however, that some companies require that employees enter a new task, rather than restarting their stopwatch on an existing task.
A Note about Abandoned Stopwatches
It is worth noting that a running stopwatch continues running after you sign out from ClickTime. An "abandoned" stopwatch will automatically stop at 12 am. Abandoned stopwatches are flagged by a red stopwatch icon in the stopwatch column, as shown in the image on the left, below.
To resolve an abandoned stopwatch and submit your timesheet, hover over the red stopwatch. This will bring up the abandoned stopwatch history tooltip, where you can select one of the two options: "Stop time is correct" or "Change stop time to...", and click "Save". Timesheets with unsaved/running stopwatches cannot be submitted.
This option allows you to enter time using start and end times on the Day View page. If your company requires Start and End Times, this option will appear checked by default and will be locked.
Under "Show Start/End Times," there are two sub-options:
Enable this option if you would like to show the break time column on the Day View page when using Start and End times. If your company requires that you enter break times, this option will appear checked by default and will be locked.
When entering a break, please note that you'll need to indicate how many minutes the break was for, instead of the time increment. For example, this notes a 15 minute break during a one-hour time entry:
There are two ways to use the Break Time option:
To indicate that you took a break while working on a specific Project. When you enter your Break Time into the field, it will deduct the break time from the total hours logged (as seen above).
You can also use the Break to indicate you took an unpaid break to meet local laws (this is especially relevant for hourly employees). Please check with your supervisor for additional assistance, but you will likely want to do the following:
- Select a "Break" or similar Project or Task from the drop-down menu (this may need to be created by your local ClickTime Administrator
- Choose the Start and End Time of your break
- Then enter the full length of your break
This should result in a zero-hour time entry that indicates you took a Break, but those hours were not applied towards the total hours for the day.
Administrators: Please contact ClickTime Support if you have any questions about this, or if you staff are experiencing issues. We may need to update your account to accept the zero-hour time entries in some cases.
Enable this option if you would like to be warned of overlapping start/end times on the Day View page.
ClickTime will allow you to save entries that overlap, as some Projects may overlap, but this setting will warn you if you are doing so so you can make sure that is intentional.
You can sort time entries on the Day View page by the order in which they are created, the client worked, the project worked, the task worked, or the number of hours worked. You can set preferences for this sorting order via the options menu, but can also sort your rows by clicking the name of the column you wish to sort by. Doing so will change the sorting order to ascending or descending order for values in that column.
If you have additional questions about using Day View or any other ClickTime feature, please contact support@ClickTime.com.
"Outside of its date parameters" Error Message
In November 2021, ClickTime introduced the Project Start/End Date fields, which are intended to restrict time entry outside of when a Project was expected to be worked on.
This allows Administrators/Managers to add a Project but not have to necessarily inactivate it the day it is no longer in use. This is also intended to help those have worked on the Project already but have not put their hours into the system just yet.
You will be able to select a Project that has not started/has ended from the drop-down menus, but if the date you enter time for is outside of the Start/End Dates, you'll see an error message reading "Project selected is outside of its data parameters":
If you need to log time against that Project for that date, please reach out to your Manager/local ClickTime Administrator and ask them to edit or remove the Start/End Dates from the Project.
Article is closed for comments.