ClickTime Connections let your organization connect external tools like Google Calendar, Microsoft Outlook, and Jira to ClickTime. Once connected, employees can use the Connections panel in Day View to review tracked events or activities and turn them into time entries more quickly.
Important: ClickTime Connections are only available when your account meets specific setup requirements. Connections are currently used from Personal > Day View, where employees can open the Connections panel from the left side of the page.
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What ClickTime Connections are
ClickTime Connections bring activity from supported external tools into ClickTime so employees can create time entries with less manual work.
Depending on which Connections are enabled for your organization, employees may see:
- Google Calendar events
- Microsoft Outlook calendar events
- Jira issues and activity
These items appear in the Connections panel within Day View, where users can review tracked activity and create time entries from it.
Before you begin
For ClickTime Connections to appear on the Company > Integrations page, your account must meet all of the following requirements:
- Clients cannot be hidden in time entry
- Tasks cannot be hidden in time entry
- No required custom fields can be set for time entry
- Sub-jobs must be disabled
- Required stopwatch on time entries must be disabled
- DCAA compliance mode cannot be enabled
If your account does not meet these requirements, the Connection cards will not appear under Company > Integrations.
If you meet the requirements and would like to move forward, Connections will need to be enabled on your account by a ClickTime Support Team member. Please reach out to support@clicktime.com to get started.
Where to find ClickTime Connections
ClickTime Connections involve two different areas of ClickTime:
- Admins set up Connections from: Company > Integrations
- Employees use Connections from: Personal > Day View
After a Connection has been enabled, employees can open the Connections panel from the left side of Day View.
Set up a Connection
Each supported Connection is set up from the Company > Integrations page. Your organization can enable more than one Connection at the same time.
Currently supported ClickTime Connections include:
- Google Calendar
- Microsoft Outlook
- Jira
Once enabled, employees will see activity from whichever supported tools are active for their organization.
Connect Google Calendar
Connecting Google Calendar allows calendar events to appear in the Connections panel in Day View.
To connect Google Calendar:
- Go to Company > Integrations.
- Locate the Google Calendar card.
- Click Connect.
- Follow the Google sign-in and authorization prompts.
- Add this Google Super Admin as an Administrator in ClickTime
- Have them navigate through creating the connection
- Once the connection is in place, if this individual no longer needs to access ClickTime, inactivate their user (the connection will remain in place)
Connect Microsoft Outlook
Connecting Microsoft Outlook allows Outlook calendar events to appear in the Connections panel in Day View.
To connect Microsoft Outlook:
- Go to Company > Integrations.
- Locate the Outlook card.
- Click Connect.
- Enter the required Tenant ID, if prompted.
- Complete the Microsoft sign-in and approval flow.
Important: The person setting up the Outlook Connection must have the appropriate Microsoft administrator privileges. Some organizations may see a Microsoft approval message indicating that admin approval is required before the Connection can be completed.
Connect Jira
Connecting Jira allows Jira issues and activity to appear in the Connections panel in Day View.
To connect Jira:
- Go to Company > Integrations.
- Locate the Jira card.
- Click Connect.
- Enter your Atlassian subdomain, if prompted.
- Complete the Jira / Atlassian OAuth authorization flow.
After setup is complete, users can review relevant Jira activity directly from the Connections panel in Day View.
Use Connections in Day View
After one or more Connections have been enabled, employees can use them from Personal > Day View.
- Open Personal > Day View.
- Click Connections from the left side of the page.
- Review the tracked items shown in the panel.
- Select an item and click Add Time Entry.
- Review the project, task, hours, and other entry details.
- Save the time entry.
Depending on the active Connection, users may see tracked items under sections such as:
- Events for calendar-based activity
- Activities for Jira-based items
Items that have already been used to create time entries may display an Imported indicator in the panel.
If more than one Connection is enabled, users can see activity from multiple tools in the same Connections panel.
Enable Smart Matching (BETA)
Smart Matching is an optional feature that uses AI to suggest which ClickTime Project and Task should be used when a user converts a connected event or activity into a time entry.
To use Smart Matching, AI recommendations must be enabled for your account. Before you can turn on AI recommendation under Company > Preferences, ClickTime Support needs to enable this feature for your account. Please reach out to support@clicktime.com when you are ready to proceed.
Once ClickTime Support has enabled this, perform the following:
- Turn on the AI recommendation setting in Company > Preferences
When Smart Matching is enabled:
- ClickTime can suggest up to three Project matches
- The top Project match is preselected
- ClickTime can also suggest up to three Task matches
- If a user changes a suggested Project or Task, the system can learn from that selection over time
Smart Matching is optional. Connections can still be used normally without it, and users can manually select their Project and Task when creating time entries.
How does Matching Work?
Smart Matching uses a sophisticated matching system to automatically connect calendar events to the correct ClickTime Project and Task. This system processes events through a series of "Tiers" moving from high-confidence historical matches to AI-assisted predictions.
The platform evaluates events against six distinct tiers to find the most accurate match. The process stops as soon as a strong match is identified.
| Tier | Name | Description | Confidence |
| 1 | Your History | Matches based on a recurring meeting you have personally classified before. | Very High (99%) |
| 1.5 | Colleague History | Matches based on how a teammate has previously classified the same shared meeting series. | High (90%) |
| 2 | Exact Name Match | The calendar event text matches a job name exactly, word-for-word. | Very High (98%) |
| 2.1 | Keyword Match | Keywords in the event match a job name, job notes, or client information. | High (80-90%) |
| 2.5 | AI Tiebreaker | Used when multiple jobs match at the same level; AI selects the best fit based on context. | Moderate-High |
| 3 | Meaning Match | AI compares the overall concept of the event (e.g., "Client Onboarding") to available jobs. | Moderate (70%+) |
| 4 | AI Best Guess | A final attempt where AI makes an educated guess based on weak matches and event details. | Lower (60%+) |
For ever event, Smart Matching provides prediction that includes up to three suggested jobs and a suggested task.
- Accepting Predictions: Users can accept a match with a single click from the connections modal. Once accepted, future occurrences of that meeting are automatically matched at Tier 1.
- Rejecting Predictions: If a prediction is incorrect, users should reject it and select the correct job manually. This provides immediate feedback to the system, improving the accuracy of the very next classification.
- Low Confidence: Tier 3 and Tier 4 matches may show a low confidence score, indicating the system is making an educated guess that requires closer user review.
- No Match: If the event text is too vague (e.g., "Sync") or unique, the system may not find a match. In these cases, the user must classify the event manually.
Troubleshooting
Why don’t I see Google Calendar, Outlook, or Jira under Company > Integrations?
Check the account requirements listed in the Before you begin section above. If any of those settings are not met, the Connection cards will not appear.
Why are employees not seeing the Connections panel in Day View?
Confirm that the Connection has already been enabled from Company > Integrations, and make sure the employee is using Personal > Day View.
Why is Outlook asking for admin approval?
Some Microsoft environments require tenant-level approval before the Outlook Connection can be authorized. In those cases, the person completing setup must have the necessary Microsoft administrator access.
Why am I being asked for a Tenant ID when connecting Outlook?
Some Outlook setup flows require the Microsoft Tenant ID to identify the organization during connection.
Why am I being asked for a subdomain when connecting Jira?
The Jira Connection may require your Atlassian subdomain so ClickTime can connect to the correct Jira instance before authorization.
Can my organization enable more than one Connection?
Yes. Google Calendar, Outlook, and Jira can be enabled independently, and users can see activity from whichever supported Connections are active.
Why isn’t Smart Matching available for my account?
Smart Matching requires AI recommendations to be enabled in Company > Preferences and also requires an internal enablement step by ClickTime Support. If you have already enabled the setting in Company Preferences and still do not see Smart Matching, please contact Support.
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