In ClickTime, the pages where we display the different People, Clients, Projects, Tasks, and Divisions are all referred to as "List View pages". This guide will show you how to use the different features available for these pages.
- Viewing and Sorting the List View pages
- Bulk Activation / Inactivation
- Resend Welcome Email (to employees who have not logged in)
- Duplicating Time Entry Options
- Change Approvers in Bulk (new in June 2020)
For assistance with creating and/or editing People, Clients, Projects, Tasks, or Divisions, please see the following articles:
- Create a New ClickTime User / Edit an Existing ClickTime User
- Create/Edit Clients
- Create/Edit Projects
- Create/Edit Tasks
- Create/Edit Divisions
When you load a List View page, you will see several default fields. The page will be sorted by one of the columns, which is noted with an arrow:
To change the column you'd like to sort by, click the header row of the column:
To change the columns you see, click the "Columns" button and check/un-check the appropriate fields:
You can also determine if you'd like the page to show only Active, only Inactive, or both Active and Inactive items:
Each List View page has a search option at the top. Enter the text you are searching for and the list will be filtered to only include those items that have your search text:
At the bottom of the page you can choose the number of Rows each page shows. ClickTime allows you to view 50, 100, or 200 rows. You can use these options to scroll through all the available pages:
The "Actions" option at the top can be applied to those items you have selected. This is an easy way to make several items active (or inactive) without editing the Details pages for each specific item.
To reactivate an employee that is inactive, follow these steps:
- From the Company --> People page, make sure you are set to "Show: Inactive"
- Find the employee from the list. You can use the "search" field to look them up by name or email address:
- Check the box next to their name:
- Use the "Actions" option to "Mark as Active":
- You should see a success message indicating how many rows were updated. Notice that active employees will appear in black, while inactive employees will have their information grayed-out
The employee can now login with their previous password.
You can also click into their Person Details page and use the "Actions" option to send them the Reset Password email, which contains a link they can use to set up a new password (more details here).
When on the Company --> People page you can also set your view to Show "Active and Never Signed In". This will limit your page to those active employees who have yet to log into ClickTime. Select their names and you can then use the "Actions" option to "Send Welcome Email". This will send the employees their first-time login credentials.
This action can only be applied to active employees who have never accessed the system - employees who have logged in will instead need to reset their password using the "Forgot your Password" link on the login page.
Finally, you can export your List View pages using the "Export to Excel" option. The resulting file will include all the columns and items that are set at the time of Export:
Welcome Emails can also be re-sent to individuals using the "Actions" option on their Person Details page - more details here.
Another feature of the List View page is the ability to duplicate an existing time entry option. This can be done using the "+" icon from the Client and Project List View pages.
When clicking the "+" icon, a pop-up will display allowing you to customize the name of the new Client or Project.
When copying Projects, you will be able to create a new Project in the same Client, or copy a Project to another Client.
Depending on your organization's settings, you may see additional options to "Also Copy" any of the following:
- When duplicating Clients, you'll have the option to also create the active Projects associated with the Client (inactive Projects will not be duplicated)
- Depending on your Billing Rate Model, you may see the option to copy the Client or Project's Billing Rates
- If there are Custom Fields associated with your Client or Project, you will see the option to copy those Custom Fields
- If you have Project Availability or Task Availability enabled, then you will also see the option to copy the those settings as well
Administrators can also use the List View "Actions" option to change the Timesheet, Expenses, and Time Off Approvers for multiple employees in bulk. This may be especially helpful if you have an approving Manager that is taking leave and their direct reports need to submit their requests to a different person in their absence.
First, we recommend making sure that you've included the current Approvers in your view using the "Columns" drop-down option:
And selecting the types of Approvers you would like to view:
(Note: Your account may not have all three Approver options available if you do not use all three submit/approve features)
This will add those columns to your view:
Next, check the box next to the employees whose Approvers you need to update: In this case, we're going to update everyone who submits their timesheet to Amelia Landstone so their requests go to Lawrence Andersen:
Then click the "Actions" drop-down menu and select "Change Timesheet Approver to..."
This will display a pop-up window where you can select the new Approver and confirm which employees will be updated:
Click the drop-down menu to display the Administrators and Managers who have permission to "Lock and Approve" Timesheets
If you see the blue note at the bottom, this means that you have access to Divisions and have selected people in multiple Divisions. Some Managers may only have the ability to approve timesheets for people in specific Divisions, so you may want to double-check their permissions before proceeding.
If the Manager you are looking for does not appear in the drop-down menu, that means the Manager does not have the ability to approve all of the timesheets you've selected. Most likely, this is caused by the "specific Division" setting in the Security and Permissions section of their Person Details page.
Once you've chosen the new approver, you can then click "Change Approver" at the bottom:
You'll see a "please wait" message while the system updates the Approver.
The page will then update to show you how many rows were changed, and you'll see the new Approver listed: