Manage Tasks

In ClickTime, a Task describes the type of work someone performs (e.g., Administrative, Marketing, Research, Proposals). Tasks are selected alongside a Client/Project combination. Before anyone can track time to a Task, ensure the Task is created and—if your account requires it—made available to the correct Clients/Projects. For hierarchy details, see Creating and Editing Clients and Creating and Editing Projects.

Jump to:

• Terminology
• Create a Task
• Task fields
• Task Availability
• Billing rates at Task level
• Edit a Task
• Reports (Task-centric)
• Actions menu
• Best practices
• Troubleshooting

Terminology (customizable)

The term Task can be relabeled (e.g., Activity, Work Code) by a local Administrator in Company Preferences. Behavior is unchanged if you rename it. More details.

Create a Task

1. Go to Company → Tasks.
2. Click Add Task.

On the Add page, enter the required fields (see Task fields) and click Save (or Save and Add Next to add another).

Task fields

• Task Name — Required. Limit 50 characters. Choose a clear, action-oriented label (e.g., UX Design).
• Task Code — Required, unique abbreviation shown on some reports/exports. (Task Name and Task Code must both be unique.)

Optional (Basic Information)

• Accounting Package Task ID — Identifier used by your accounting system.
• Billable — Whether time on this Task is billable (used by some rate models and reports).
• Status — Active or Inactive. Only Active Tasks can be selected on time entry; Inactive Tasks remain available for reporting.
• Notes — Freeform admin notes for internal context.
  

Custom Fields

If your organization uses Task-level Custom Fields, any required fields (marked *) must be completed before saving. Learn more about Custom Fields.

Task Availability

Your account may control where Tasks can be used:

• Global Tasks — Tasks are available on all Projects (simpler for short Task lists).
• Client/Project-scoped Tasks — Tasks must be enabled per Client or per Project (recommended for long catalogs or restricted work types).  This is managed under Time Entry Controls in Company >> Preferences.
  

If Task List settings are Client/Project, you’ll see a Task Availability step when adding or editing a Task:

• On Task — From the Task Detail, associate the Task with specific Clients/Projects.
  
• On Project — From Project Detail → Task Availability, choose which Tasks are allowed on that Project.

For more, see the Task Availability guide.

Billing rates at the Task level (if applicable)

If your Billing Rate Model is set to Task (or you use an advanced Task model with exceptions), configure how time on this Task is billed. Only Administrators and Managers with Add and Edit Billing Rates can change rates. See the Billing Rates guide.

If Billing Rate Model = Task (or “Activity performed”)

• Default Rate (per Task) — Base billing rate for this Task.

Advanced: Model = Task with per-Project exceptions:

• Custom Rate (per Task for a Project) — Override this Task’s default rate on specific Projects.
• Flat Rate (per Project) — One rate applied to all Tasks on a given Project (if your plan supports Task model with exceptions).
  

Advanced: Model = Task with per-Person exceptions:

• Custom Rate (per Person for this Task) — Override an employee’s default rate when billing to this Task.
• Flat Rate (per Task) — One rate applied to all people billing to this Task.

Tip: If your account instead uses the Person or Project base model, rates are managed on those entities. See the Clients and Projects articles for where to set their exceptions.

Edit a Task

1. Go to Company → Tasks.
2. Click the Edit (pencil) icon next to the Task.
   

The Task Detail page uses inline editing (no side navigation, and no per-section Edit Section or Update buttons). Make your changes directly on the page and click Save.

Reports (Task-centric)

Run Task-focused reports from Company → Reports by filtering or grouping on Task. This helps analyze effort and billable vs. non-billable time by activity across clients and projects.

Note: Manager and Division permissions still apply — users only see Tasks tied to the people/projects they’re permitted to view.

Task Detail by Person

Useful for a detailed breakdown of all time entered for a specified Task. Shows allocation by person and project. You can customize this report with your company logo.

Task Summary

Useful for total time by Task only. Provides cumulative hours (no per-person breakdown). You can customize this report with your company logo.

Actions menu (Task Detail)

The Actions menu (top-right) may include:

• Delete — Only possible when no time/expenses use this Task. Otherwise set Status to Inactive. Only Administrators can delete Tasks (irreversible).
• Download Audit Log — If your organization uses the Audit Logging module, download an Excel audit export for this Task. Details.

Best practices

• Keep the catalog lean: Aim for a concise Task list (10–30 common activities); add only when needed.
• Naming: Use verbs or clear activity labels (Design, Backend Dev, Client Meeting).
• Billable clarity: Mark billable vs. non-billable Tasks consistently (e.g., Internal Meeting non-billable).  This is only applicable if Task is the billable object in the account.
• Availability hygiene: If using Client/Project scoping, review Task Availability quarterly to avoid clutter.
• Change management: Prefer inactivation over renaming/re-coding to preserve report history.

Troubleshooting

• “I can’t find my Task.” Ensure the Task is Active and available for the user’s Project (if using Client/Project scoping).
• “I can’t select Tasks on a Project.” Check the Project’s Task Availability settings and the account’s Task List mode.