Set Up Clients, Projects, and Tasks

Administrators can set up clients, projects, and tasks so employees can track time against the right work. In this guide, you’ll learn how to create the basic work structure employees need before they begin entering time.

Before You Begin

Before setting up clients, projects, and tasks, make sure:

• You’re logged in to ClickTime.
• You have administrator access.
• You know the clients, projects, and types of work your organization needs to track.

You can update clients, projects, and tasks later as your organization’s work changes.

How Clients, Projects, and Tasks Work Together

Clients, projects, and tasks create the structure employees use when entering time.

Projects are associated with clients. Tasks are often reused across many projects so employees can categorize the type of work they performed.

Set up clients first, then projects, then tasks. This helps ensure employees can select the correct work when entering time.

Step 1: Open Clients, Projects, or Tasks

From the Company area, use the navigation bar to open Clients, Projects, or Tasks.

Step 2: Add a Client

Start by adding the client, customer, department, or group the work is for.

From the Clients page, click Add Client.

At minimum, you’ll typically need to enter:

• Client name
• Short name
• Status

Keep the client Active if employees should be able to track time to work associated with that client.

Step 3: Add a Project

Next, add the project employees will track time against.

From the Projects page, click Add Project.

At minimum, you’ll typically need to enter:

• Client
• Project name
• Project number, if required by your organization
• Status

Choose the client the project belongs to so employees can select the right client-project combination when entering time.

Step 4: Add a Task

Finally, add the task or type of work employees will select when entering time.

From the Tasks page, click Add Task.

At minimum, you’ll typically need to enter:

• Task name
• Task code
• Status

Keep the task Active if employees should be able to select it when entering time.

What Happens Next?

After clients, projects, and tasks are set up, employees can use them when entering time in ClickTime.

If an employee does not see a client, project, or task when entering time, the item may be inactive, unavailable to them, or not fully configured.

Common Questions

Do I need to create a client first?
In most cases, yes. Projects are associated with clients, so it helps to create the client before adding related projects.

Are tasks tied to one specific project?
Tasks are often reusable across multiple projects. This helps employees use consistent work categories when entering time.

Can I edit clients, projects, or tasks later?
Yes. You can update details, status, and other settings later as your organization’s needs change.

Why can’t an employee see a client, project, or task?
The item may be inactive, restricted, or not available based on your organization’s setup. Review the client, project, task, and user settings.

Next Steps

Now that you know how to set up clients, projects, and tasks, you can learn more about:

• Manage Clients
• Manage Projects
• Manage Tasks