ClickTime offers a mobile application that will allow you to enter your time from your smartphone, which can be downloaded here:
You must have an active ClickTime account and your Administrator must have created at least one Project in order for your organization to use the application. While there is no additional cost for the Mobile Application, please note that some account configurations are not supported via the Mobile Application (more details here). Also, our Mobile Application works in parity with the web version of ClickTime and functionality is similar between the two. However, you may want to check with your Administrator about using the Mobile Application (vs. the web version), as some organizations may have a preferred method of time entry they want their employees to use.
This article will cover entering time via the Mobile Application. For assistance with entering Expenses, please see (this guide). For assistance submitting and approving time with the Mobile Application, please see this guide.
- Settings That Are Not Currently Supported
- Offline Mode
- Known Issues
- "New Entry Disabled" error
- "Edit Entry Disabled" error
- Sending a Debug File to Support
To get started, download the iOS version of the app from the App Store, or the Android version from the Google Play store. Once you have downloaded the app, log in using your ClickTime credentials. The mobile app supports Single Sign-On options as well - see next section.
NOTE: our mobile app does not currently have a 'reset password' option. So if your email address/password are not recognized, we suggest (ideally), getting onto a laptop/desktop computer and following the steps (here) to reset your password. Once you're able to login successfully, you can use those same credentials to login to our app.
If you see an error message indicating that "Account Not Configured", this means that your organization has not yet set up at least one Client for your account, or has not yet added a Project to the Client that has been created.
For best results, we recommend your local ClickTime Administrator assign every Project in your account to a Client that has been created. There is a default "non-allocated" Project that is created in each new ClickTime account. We recommend making sure all Projects have a Client, and that this option on the Company --> Preferences page is un-checked.
The ClickTime mobile app supports single sign-on using Google SSO, as well as other Azure, Okta, OneLogin, and other custom logins. If you have questions about which method your organization is using, please reach out to your Administrator, SSO team or contact ClickTime Support: firstname.lastname@example.org :
Google SSO allows you to sign-in to the ClickTime Mobile app using your Google Account.
To sign in using Google SSO, click the blue “Google” button below the username and password fields, and then select the Google account you use to access ClickTime. This video covers the process in more detail:
To use other SSO options, click the “My Company Login” button. Then, enter the email associated with your ClickTime account and you will be brought to the appropriate login screen.
There are a number of ways to enter time using the Mobile Application:
- Manual Time Entry
- Start/End Times
- Recent Time Entries (Recents)
- Changing the Time Entry Format
To enter time via the numeric keypad, first tap the light blue “New Entry” button at the bottom of your screen.
Then choose a Client, Project, and a Task (depending on your setup, your organization may not see all three options)
Please note that these fields are searchable - enter text to find those options that match your search terms.
If you need to enter a note, or your organization uses Custom Fields, tap "+ Add Notes and More".
This will bring up a screen where you can add notes or enter data into a Custom Field. Click "Save" when you are done.
Next enter the number of hours you've worked:
When you are finished, tap “Add” to save the time entry:
You'll see a quick confirmation screen indicating your entries were saved, and will then be brought back to the current day.
You can also cancel the time entry before saving it by tapping the “X” at the upper left of your screen.
Stopwatch entries are designed to allow you to quickly and efficiently track time in real time. Stopwatches can only be started “today” and will automatically stop at midnight if they are left running.
The stopwatch is only offered as an optional time entry method with the Mobile Application. Employees who are required to use the stopwatch for every entry will need to log time from the Day View page at ClickTime.com. Additionally, if you are required to use Start/End Times, you currently will need to manually enter start/end times from the time entry screens (described here).
You are only able to have one running stopwatch at a time, but you can create as many entries as you like using the stopwatch.
The Stopwatch will only capture time entries for the 'current' date. If you try to navigate to a past or future date, you can click to start the Stopwatch but it will revert back to the current calendar date.
To enter time using the stopwatch, first tap the dark blue “Stopwatch” button at the bottom of your screen.
This will open up the stopwatch details screen and the stopwatch will start running immediately.
Next, choose a Client, a Project, and Task while the stopwatch is running (or when you are finished working on the Project).
You can hide the stopwatch screen while it's running by tapping the “Hide” button at the upper left of your screen.
This will cause a blue banner to appear at the top of the screen.
You can pause and re-start the stopwatch using the icon in the banner:
Clicking the banner will bring you back to the stopwatch screen from wherever you are in the app.
If you need to cancel and delete the stopwatch entry, tap the blue “Clear Stopwatch” below the stopwatch counter.
You can also delete the entry, or decide to manually enter the hours using the options above the timer.
To save the stopwatch entry, tap the pause button:
The hours will round up (or down) based on your organization's settings.
Then press “Add” in the upper right hand corner. You will need to have filled out the Client, Project, and Task information before you can see the option.
Please be aware that a running stopwatch entry on your phone will not be saved to the ClickTime system until you tap "Add" to stop the stopwatch. Additionally, start/end times from a stopwatch entry created on the mobile phone will not be visible from the web.
To use Start/End Times, you may need to change your preferred time entry format using the “Preferred Time Entry Format” selector under “Settings” in your menu.
More information on changing your preferred format can be found below.
To add an entry using Start / End times, tap the light blue “New Entry” button at the bottom of your screen.
Then, choose a Client, Project, and a Task (remember, these fields are searchable). Next, tap "Start Time":
Choose your start time from the clock and then tap "OK".
The "End Time" will default to the same time. Tap "End Time" to edit:
Choose your end time using the clock and then tap "OK".
You can also log a break time by pressing “Add Break Time” on the Start/End Time entry screen.
Select the length of the break (in hours) and then tap "Save".
The amount of time you enter will be deducted from your total.
When you are finished, tap “Add” to save your time entry.
You can also cancel the time entry at any time by tapping the “X” at the upper left of your screen.
The "Recents" feature offers you an easy way to use information from your recent time entries to "prefill a new time entry. This way you don’t have to manually select a Client, Project, and Task with each new entry.
You can utilize Recents if you are using Start & End Times, or the Numeric Keypad for worked time entries. Recents is not currently supported when using the stopwatch, or for Time Off.
To use Recents, select the "Recents” button in the bottom left hand corner of your screen.
When you open up the recents menu, you will see up to 10 of your most recently entered combinations of Client, Project, and Task. The entries most frequently used will appear at the top.
Select an option and the Client, Project, and Task fields will be filled in for you.
You'll be sent to the time entry screen where enter hours and any additional information. Here you can enter notes and custom fields, as well as edit the entry as needed.
When you are finished, tap the “Add” button in the upper right hand corner top save your time entry.
Most organizations will allow you to to enter hours using either the Numeric keypad, the Stopwatch, or Start & End times. You can change your Preferred Time Entry Format at any time by going to the main menu and tapping "Settings".
Next, tap "Preferred Time Entry Format":
and select the format you prefer:
You'll be returned to the "Settings" page, which will confirm your preferences have been changed.
Entering Time Off is just like entering worked time. Tap the “New Entry” option, and then choose "Time Off".
Select your leave type:
and then the number of hours. Add a note or tap "Save".
Please note: at this time you will only be able to enter Time Off for a Leave Type that is set as "Approval Not Required". If you need to request Time Off from your approver, you will need to log into ClickTime.com and request the hours from the Time Off page. More details can be found here.
You can edit an existing entry, as long as the timesheet has not been approved or locked, and nothing about your time entry options has changed since the entry was made.
To edit hours, find the the day the entry was made and tap into it:
To edit the Client, Project, Task, or Leave Type, tap into the field you want to edit and select the new options. To edit the hours, tap into the hours field and make your changes.
Tap "Update" to save the changes and return to the screen that displays your entries for the day.
To delete the time entry from the system, use the trashcan icon next to the hours field:
To view your timesheets, go to the main menu and tap Timesheets:
Timesheets are grouped by status, which you can choose at the top.
You can tap into a specific timesheet to see more information or make edits as needed.
Tap the "X" to be brought back to the timesheets screen.
The "Open" tab will indicate if a timesheet is incomplete or overdue. To submit a timesheet, tap "Submit Timesheet":
You'll see the date range for the timesheet, the total number of hours and the name of your Approver. You can then enter an optional note and tap "Submit"
You'll see a confirmation message that the timesheet was submitted and the timesheet will now display in the "Pending" section of the timesheets screen.
If you need to make a change to a "pending" timesheet, tap the "Undo Submission" button.
Confirm you want to revert the timesheet to "Open" by tapping the "Undo" option.
The timesheet will then move back to the "Open" section where you can make changes and re-submit it.
Approved timesheets will move to the "Approved" tab. You can tap into them to see when they were approved and if any notes were submitted by your approver.
Rejected timesheets will show up in the "Open" tab with an indication that it was rejected.
Tap "More" to see who rejected it, when, and the comments they added when it was rejected.
Please note that you will not be able to submit a timesheet in offline mode.
Please be aware that the following settings are not currently supported:
- People who are required to use the stopwatch (by administrative settings)
- DCAA compliant users
- Screen readers and other accessibility features are not fully supported.
- We don’t yet respect your phone’s preference for text size in the ClickTime app.
- Custom Fields support one date and currency format at this time (MM/DD/YY, USD). We will add additional formats in future releases!
For best results, we recommend using the Mobile Application when connected to wi-fi. Some data connections may not be stable enough to support saving your mobile data to our server.
Our Mobile Application can also be used without a data connection, which is called "Offline Mode". When in Offline Mode, you can still log time and expenses and the data will be saved to your phone's internal storage. Once you re-connect to data or wi-fi, those locally saved entries will then be uploaded to our server and can be viewed from clicktime.com.
Please note that Offline mode does not support:
- Stopwatch usage
- Edit & delete functionality for time entries
- Timesheet Submission Expense Sheet functionality
- The Mobile Application may occasionally freeze when loading screens
Please be aware of the following known issues:
- Users that are their own timesheet approvers will see a “Submit and Approve” button on the Timesheets page
- If your timesheet needs to go through Project or Time Off Approval, you will be able to Submit but not Approve your own timesheet
- The Time Entry Notes field is small, which means you may not be able to see the full text of very long notes. You can scroll in the field to see the full contents of your entry
- There can occasionally be a brief delay between submitting your timesheet, and that timesheet moving out of the “Open Timesheets” tab in Mobile V2. This is a display issue only.
- Mobile dictation is a feature that is specific to your device, or is part of separately installed software and therefore is not a specifically supported feature of the ClickTime app. We recommend directing any questions along these lines to the appropriate hardware or software vendor responsible
"New Entry Disabled" error:
If you tap on the 'New Entry' button and you see this error, it means that the timesheet you are trying to add an entry for, has been submitted and is either in Approved or Waiting For Approval status. Therefore, the entry is locked by design. If the timesheet is in Waiting For Approval status, you can tap on the main menu>Timesheets page and then tap on the "Pending" tab. There you can tap on "Undo Submission" to make the timesheet open/editable. However, if the timesheet is in Approved status, you will need to contact your timesheet approver or ClickTime administrator to request further assistance in rejecting or undoing approval on your timesheet.
"Edit Entry Disabled" error:
How does this error occur?
- With organizations that are using the Project Approvals workflow (see here). If an employee submits a timesheet, it goes to a Project Manager who reviews the hours. This locks the time entries by design, so if the employee taps on one of the time entries in the submitted timesheet, this error will appear. The fix is to have the Timesheet Approver (or Administrator) reject the timesheet to allow the employee to make further changes and re-submit. OR: the employee can go to the app's main menu>Timesheets>"Pending" tab and click 'Undo Submission' to make the timesheet editable themselves.
- This error can also happen if the user does not have access to certain Clients, Projects or Tasks:
Changing your preferred Time entry method to “Start & End Times” will cause the following behaviors:
- The time entry details screen will show incorrect start and end times on pre-existing entries. This is a display issue only
- You will not be able to edit existing entries using your new format
If you have concerns that the application is not working as expected, you can also send our team a Debug log by taking the following steps:
- Go to the "Settings" page
- Tap the rocketship/cloud icon at the bottom right corner 5 times
- Keep all the boxes checked and then tap "Share"
This will generate a file that can be sent through the mail application on the employee's phone to our Support Team and we will escalate the log to our Development Team for additional analysis.
Please always feel free to contact ClickTime Support with additional questions regarding functionality or best practices and we will be happy to assist!
If you are ever having issues using the Mobile Application, or are not seeing the time entry options you need, the following steps should be helpful:
- From the main menu, go to the "Settings" screen:
- Then tap "Refresh Data"
- This will update your application with most recent data from your account
If this does not address the issue, you can also try logging out and logging back into the application.
If your issue continues, restarting your phone will often address any lingering issues with data entry/etc.