Manage People Details

Person Details: Edit & Manage People explains every section of the Person Details page — what it controls, when to use it, and where to find deeper configuration.

Who can do this: Administrators (and Managers with People permissions). Some options depend on your plan and enabled modules.

Jump to:

• Open the Person Details page
• Basic Information
• Custom Fields (if using)
• Timesheet Settings & Approvals
• Time Off Balance & Accruals
• Resource Management & Billing Goals
• Costs
• Security & Permissions
• Actions menu
• Accounting & Payroll (QuickBooks)
• Billing Rates (person-based model)
• Project Availability (Maximum controls)
• Review Performance (Employee Performance)
• Troubleshooting
• Related guides

Open the Person Details page

1. Go to Company → People.
2. Click the Edit (pencil) next to a person, or double-click their name.

Basic Information

General identity and org placement. Only Full Name and Email are required.

• Full Name, Email — Updating these does not change the person’s password.
• Start Date / End Date — Controls when the person can log/submit time (and when approvers can review). Time Off accruals respect these dates. Tip: If you need to record start/end dates without restricting time entry or approvals, keep those dates in Notes instead of the Start/End fields.
• Role — Helpful for Resource Management and reporting.
• Employment Type — Drives Time Off eligibility and Overtime rules. See Employment Types.
• Division — Used for manager scope and (optionally) Project visibility. See Divisions.
• Default Task — Preselects a common task (and can serve as a placeholder when Tasks are hidden).
• Employee Number • Accounting Package Person ID — For internal tracking/exports.
• Status — Only Active people can sign in and enter time/expenses.
• Notes — Internal notes.

Custom Fields (if using)

Appears when your account has People-level custom fields. Complete any required (asterisk) fields.

Learn more: Custom Fields.

Timesheet Settings & Approvals

Approvals

Select approvers for Timesheets, Time Off, and Expenses (options depend on your modules and manager permissions).

• Timesheet Approver — Used by Timesheet Approvals.
• Time Off Approver — Used by Time Off Requests.
• Expense Sheet Approver — Used by Expenses module.

Time Entry Settings

Per-person entry rules. These can require hours, notes, or specific entry methods.

• Timesheet is incomplete if less than… — Set hours/day or week; optionally prevent submission if incomplete.
• Notes must be entered — Require a note on each entry.
• Start/End times required — Forces Day View (and exposes break options).
• Allow entering break times — Deducts break duration from worked time (Day View & Mobile).
• Prevent stopwatches from being restarted — Enforces new rows vs pause/resume.
• Time can only be entered with a stopwatch — Locks entry method to stopwatch; Week View disabled.

• Per-week requirement availability: Setting “incomplete if less than __ hours per week” is only available on Weekly or Bi-weekly timesheet models; others must use “per day”.
• Quick Week behavior: If Notes must be entered is enabled, the Quick Week page is disabled for that person.
• Breaks dependency: Allow entering break times requires Start/End times to be enabled.
• Break entry formats: Breaks can be entered as a decimal (e.g., 0.5) or 24-hour hh:mm (e.g., 0:30 or 18:15).
• Stopwatch specifics: With Time can only be entered with a stopwatch, users cannot delete saved entries or clear stopwatch history; they must stop a running stopwatch before starting a new one.

Time Off Balance & Accruals

View/update per-person balances and (if enabled) accrual settings for each Leave Type. Defaults: Balances and accrual settings pre-populate from each Leave Type’s Person Defaults (configured in Company → Preferences → Leave Types).

Learn more: Time Off Accruals in ClickTime.

Resource Management & Billing Goals

(If enabled) Set expected weekly hours and billable %; values drive monthly capacity in the Resource Management grid.

Learn more: Getting Started With Resource Management.

Costs

Set the person’s hourly Cost Rate (used for internal cost/profitability). For salaried employees, you can use Cost per weekly timesheet to allocate salary to the timesheet model. Changes apply retroactively to unlocked time entries; locked/approved entries must be unlocked/rejected before changes take effect. Who can edit: Only Administrators, or Managers with Add & Edit Cost Rates, can change Cost Rates.

See: Cost Rates.

Security & Permissions

Set the user’s Security Level and (for Managers) granular permissions/scope (e.g., by Division or by Project).

• Standard User — Enters their own time/expenses; can view and report on their own data only.
• Manager — A configurable role. Can be granted access to review/approve, run reports, and view/edit lists, typically scoped by Division and/or Project.
• Administrator — Full access to all company settings, lists, and data (including Company → Preferences).

Actions menu

Top-right menu "Actions":

• Send Welcome Email — Available for active users who haven’t logged in.
• Reset Password — Emails reset instructions.
• Download Audit Log — If your account has Audit Logging.
• Delete — Only if no time/expense/resource data; otherwise inactivate instead.

Accounting & Payroll (QuickBooks)

(If QuickBooks integration is enabled) Set the person’s Payroll Type to align exports. Note: Exports include a limited set of payroll items; if something doesn’t match, QuickBooks will prompt you to map items during export.

Billing Rates (person-based model)

(If your billing model is “By Person”) Configure the person’s Billing Rate here.

See: Billing Rates.

Project Availability (Maximum controls)

(Visible when Project List Controls = Maximum) Choose which Projects this person can access.

Learn more: Project Controls & Availability.

Review Performance (Employee Performance)

Open a person-centric performance view showing their hours, billable mix, and trends across projects.

• Who can access: Administrators and Managers with appropriate People/Reports permissions.
• Where: On Person Details, use Review Performance (top-right). You can also open Company → People → Employee Performance Review or the per-employee Performance links.
• Notes: Available on Corporate/Enterprise with Billing Rates enabled; amounts require rates.

See: Employee Performance Help Guide.

Troubleshooting

• Can’t inactivate/delete — Check for pending approvals, running/unsaved stopwatches, or locked timesheets. Consider inactivation instead of deletion.
• User can’t log time — Verify Status: Active, Start/End Date window, Security Level, and required Time Entry Settings.
• Manager can’t see someone — Review Manager scope (Division/Project) and permissions in Security & Permissions.
• Costs/Billing not appearing in reports — Confirm view/edit permissions for rates and the account’s billing model.