User Default Settings

The Person Defaults section defines the settings that are pre‑filled whenever you add a new person to ClickTime. You can accept these defaults during setup, or override them on a per‑person basis later.

Where to find it: Company > Preferences > Person Defaults (section). 

Jump to a section:

• How Person Defaults work
• Time Format (12‑hour vs 24‑hour)
• Default Cost Rate
• Expected Hours & Incomplete Timesheets
• Entry Requirements (Start/End, Breaks, Stopwatch, Notes)
• Best practices
• Troubleshooting

How Person Defaults work

Settings in this section are applied when you create a new person record. You can override any default while adding the person or later from the Person Details page.

Time Format (12‑hour vs 24‑hour)

Sets the default format employees see when entering time: AM/PM (12‑hour) or 24‑hour.

Hierarchy: Company default → person override in My Preferences (person wins).

Default Cost Rate

Sets the default Cost Rate for new people. Cost Rate represents your estimated staffing cost for the person and can be updated when creating the person or any time later.

Tip: Align this default with Finance/Payroll so new hires start with an appropriate baseline, then adjust individually as needed.

Expected Hours & Incomplete Timesheets

Use Classify time as incomplete when less than … to set an expected daily or weekly hours threshold for new people. This drives whether a timesheet is considered incomplete for that person.

• Daily or Weekly: Choose the basis that matches your policy and enter the threshold (for example, 8 hours per day or 40 hours per week).
• Interaction: Works with Prevent submitting incomplete timesheets (see below). If that rule is enabled, people can’t submit until they meet the threshold.
• Per‑person edits: You can change the expected hours on the Person Details page at any time.

Entry Requirements (Start/End, Breaks, Stopwatch, Notes)

Set default entry requirements for all new people. These can be relaxed or tightened per person later.

• Require Start & End times for each time entry – New people must use Start/End when logging time. Enabling this unlocks related Start/End options on the person record and in Day View.
• Allow use of adjustment/break time field (for meal breaks, etc.) – When using Start/End time entry, people can record unpaid breaks; the break amount is subtracted from the net hours saved on the entry.
• Prevent stopwatches from being restarted – Once stopped, a stopwatch can’t be resumed; users must start a new one. Use when you want immutable capture sessions.
• Require use of stopwatch to add time (no manual add/edit) – Forces capture via stopwatch and disables manual add/edit of time. Useful for stricter compliance or kiosk workflows.
• Require notes/comments with each time entry – New people must add a note whenever they log time.
• Prevent submitting incomplete timesheets – Blocks submission if the person hasn’t met their daily or weekly expected hours threshold.
  

Best practices

• Start with policy: Mirror HR/Finance policies (time format, notes, expected hours) and handle exceptions at the person level.
• Choose the right threshold basis: Daily thresholds work well for hourly staff; weekly thresholds suit project‑based teams.
• Document deviations: If you change Cost Rate or requirements for specific people, leave an internal note in their profile so Finance understands differences later.

Troubleshooting

• “The default didn’t apply to this person.” Person Defaults apply only at creation. Edit the Person Details page to update settings if needed.
• “Employees see a different time format.” They may have changed it in My Preferences; the person override takes precedence over the company default.
• “They can submit with fewer hours than expected.” Confirm the expected hours threshold and ensure Prevent submitting incomplete timesheets is enabled (and on the correct daily/weekly basis).
• “Break/Adjustment field isn’t showing.” Make sure Require Start & End times is enabled; the break field appears only with Start/End time entry.
• “Stopwatch is the only option.” Check whether Require use of stopwatch to add time is enabled for that person. Their Person Details page can override the default.
• “Start/End sub‑options are greyed out.” Enable the primary Start/End requirement first; sub‑options remain disabled until the main checkbox is selected.
• “Only one person can’t add/edit time manually.” Check their Person Details page: Require use of stopwatch to add time may be enabled for that person even if the company default is off.

After you save: These defaults apply to new people you add going forward. Edit existing people from their Person Details page.