Functional Expenses for ClickTime NonProfit

The ClickTime Nonprofit Bundle (more details here) includes access to a custom report that will report on time entered across different Functional Categories.

First, we'll cover the necessary steps to set up Functional Categories for those organizations that did not initially activate with ClickTime Nonprofit. Organizations that sign up for ClickTime Nonprofit will have the basic configuration already completed.

Please contact ClickTime Support if you are a nonprofit organization but do not see the "ClickTime Nonprofit" branding and are interested in upgrading.

Create the "Functional Category" Custom Field
Selecting "Functional Categories" on the Program level
Running and Viewing the Functional Expenses Report

(Keeping in line with the default terminology for nonprofit organizations, this guide will use the term Funding Source where "Client" is typically used, and Program where "Project" is typically used.)

Create the "Functional Category" Custom Field

If you have recently switched over to ClickTime Nonprofit, you'll need to create the "Functional Category" Custom Field (organizations that sign up for ClickTime Nonprofit initially will already have this field in their account).

To create the field, first go to the Company --> Preferences page, and then click the "Custom Fields" link:

Click the "Add Custom Field" link:

Next, make sure to use "Functional Category" as the "Custom Field Name". You can use whatever you'd like for the "Display Name", although we recommend using "Functional Category" in both places:

Next, set the Type to "Pop-down List".

Then enter the different Functional Categories your organization would like to track. By default, organizations that sign up for ClickTime Nonprofit will have a Fundraising, a Management, and a Program option defined for them. You can add/edit these to include the options that make the most sense for your organization.

Make sure to associate the field with the Program, so the option will show up on the Program Details page.

Finally, click "Save" to create the new Custom Field.

Selecting "Functional Categories" on the Program level

After the Custom Field is created, you'll next need to define which Functional Category each of your Programs belong to. Go to the Program Details page and click into each Program.

Then, scroll down to the Custom Fields section and click "Edit Section":

Choose the appropriate option from the drop-down menu:

and then click "Update" to save. Do this for every Program you'd like to evaluate in the report.

Running and Viewing the Functional Expenses Report

Once your Programs are assigned to the appropriate Functional Category you can see how much time is spent on each Program and how those hours translate to the percentage of total hours.

The Functional Expenses report can be accessed by going to the Company --> Reports page. It will be a Featured report in the "Browse All Reports" section of the page:

It can also be accessed from the "Miscellaneous" section of the Company --> Reports page:

Choose the format, date range, and the people you'd like to evaluate, then click "Run Report". 

The report will show you the total number of hours each person spent on all Programs in each Functional Category, as well as the percentage of hours they spent when compared to everyone else.