# Time tracking

> Log time against tasks, mark it billable, and report on the time spent on a project.

Source: https://help.clockworkcrm.com/projects/time
Last updated: 2026-09-28

Time is logged against the tasks in a project. It adds up on the task, on the project, and against
the project's allocated hours. Each time log is either billable or non-billable.

## Logging time

**Log Time** is on each task row, as the stopwatch, and at the top and foot of the task panel.

1. Select **Log Time** on the task.
2. Check the **Person**, the **Date**, and the start and end times or the duration.
3. Enter a **Description** of what was done.
4. Tick **Billable** if the time can be billed.
5. Select **Log Time**. **Close** leaves without saving.

![The Log Time form](https://clockworkcrm.blob.core.windows.net/public-internal/docs/projects/log-time-form.png?v=817439e5)

| Field | What it does |
|---|---|
| **Person** | Who the time is logged for. It starts as you, and lists the users who can see the project. Choosing more than one person logs the same time for each of them, as a separate time log |
| **Date** | The day the work was done |
| **Start Time** | When the work started. Changing it keeps the duration and moves the end time |
| **End Time** | When the work finished. Changing it updates **Hours** and **Minutes** |
| **Hours** and **Minutes** | How long the work took. Changing them moves the end time |
| **Description** | What was done |
| **Add time log to calendar** | Also adds the time to the calendar of each person it is logged for, as a completed entry called "Time Logged:" followed by the task's name |
| **Billable** | Marks the time as billable. Leave it unticked for non-billable time |

The form starts with the last 30 minutes: a start time 30 minutes ago and an end time of now.

Logging time adds an entry to the task's history, and notifies the task's assignees and followers.

## Editing and deleting a time log

Each time log has a pencil and a bin.

- The pencil opens the same form, with the time log's details. You can change the date, times,
  description and **Billable**, but not the person. Select **Save** to keep the changes.
- The bin deletes the time log permanently, after you confirm. If the time log was added to the
  calendar, its calendar entry is removed too.

The tick or cross in the **Billable** column switches a time log between billable and non-billable
with one click.

## The time view

**Time** in a project's top bar lists every time log on the project.

![The project's time logs, with totals across the top](https://clockworkcrm.blob.core.windows.net/public-internal/docs/projects/project-time.png?v=355f0778)

The totals across the top are:

| Total | What it shows |
|---|---|
| **Time Logged** | All the time logged on the project |
| **Non-billable** | The non-billable part, in red. Only shown when there is some |
| **Billable** | The billable part, in green. Only shown when there is some |
| **Project Allocation** | The project's allocated hours. Only shown when the project has an allocation |
| **Time Remaining** | The allocation minus the billable time. Non-billable time is not taken off |

When the billable time is more than the allocation, a red line underneath says by how much the
project has overrun.

**Time Logged**, **Non-billable** and **Billable** follow the filters, so they add up only the time
logs shown.

Each time log shows:

| Column | What it shows |
|---|---|
| **Task** | The task the time was logged against, with its colour. Click it to open the task |
| **Billable** | A tick for billable time, or a cross for non-billable |
| **Description** | What was done, or "No description" |
| **Who** | The person the time is logged for |
| **When** | When the work started |
| **Duration** | How long it took |

### Sorting

**Sorting** chooses how the time logs are laid out:

| Option | Layout |
|---|---|
| **Flat Date List** | One list, in date order. This is the starting layout |
| **Grouped Date List** | Grouped by day |
| **Grouped User List** | Grouped by the person the time is logged for |
| **Grouped Task** | Grouped by task |
| **Grouped Task List** | Grouped by task list |

Each group ends with its **Total**. **Sort Direction** chooses **Ascending** or **Descending**. The
time view starts with the newest first.

### Filters

**Filters** opens the time log filters:

| Filter | What it does |
|---|---|
| **When** | **Anytime**, **Yesterday**, **Today**, **This week**, **Last Week**, **This month**, **Last month**, **Last 3 months**, **Last 6 months** or **Custom Date Range**. A custom range asks for a start and end date |
| **Who** | Limits the list to the people you choose |
| **Billable Status** | **Billable and non billable**, **Billable only** or **Non billable only** |

### Exporting a time report

**Export Time Report** exports the time logs shown, with the totals:

- **Export as CSV** is only available in the **Flat Date List** layout.
- **Export as PDF** works in any layout, and keeps the grouping.

Both are unavailable when there are no time logs to export. The export is prepared in the
background. When it is ready it is listed under **Documents** in your profile. See
[Your profile](https://help.clockworkcrm.com/general/profile#documents).

## Time on a task

The task panel has its own **Time Logs** section, limited to that task. It has the same time totals,
without the allocation, and the same columns, filters and export, and **Log Time** buttons at its top and foot. Its **Sorting** offers
**Flat Date List**, **Grouped Date List** and **Grouped User List**.

Once time is logged, the stopwatch on the task row shows how many time logs the task has.

## Where logged time is used

- The project list shows the total time logged, and the allocated hours with the time remaining.
  See [Projects](https://help.clockworkcrm.com/projects/projects#the-project-list).
- The project dashboard charts the time logged, and works out the project's cost from it. See
  [Project views](https://help.clockworkcrm.com/projects/views#dashboard).

## Related

- [Task lists and tasks](https://help.clockworkcrm.com/projects/tasks), the tasks time is logged against
- [Project views](https://help.clockworkcrm.com/projects/views), where the dashboard charts the time logged
- [Users](https://help.clockworkcrm.com/admin/users#employment), the day rates and contracted hours used for cost