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Users

Inviting and managing users​

You can have an unlimited number of users in Clockbook, so your whole team can track time.

Before your team can start tracking time, you have to invite them to your workspace.

Inviting users:

  • Click Team in the main sidebar on the left
  • Click on Add new member in the upper right corner
  • Enter the email of the person you want to invite
  • Click Add. The person will then appear and it will say "(not joined yet)" before their name until they accept your invite

Manually inviting users​

If you have trouble with emails not coming through, you can invite a person and then copy the invite link and send it to them personally.

Accepting the invite​

If a person doesn't have a Clockbook account, it will say "(not joined yet)" next to them and they need to check their email and create account through the invitation.

If a person already has a Clockbook account, it will say "Their Name (not joined yet)" next to them and they need to accept the workspace invite through the notification.

The person you invited will receive an invitation email with the activation link they need to click After clicking the link, they need to enter the password they want to use The invited person can then log in and start tracking time for you

Deactivating and deleting users​

When you delete or deactivate a user, they won't be able to see and track time on your workspace anymore. The difference between deleting and deactivating is that you can activate a user whenever you want, without them having to accept workspace invitation. But if you delete a user, they won't appear on your Team page and, if you want them back, you'll have to go through the whole invitation process again.

To deactivate a user:

  • Go to Team page
  • Click three dots next to the person you want to deactivate/delete
  • Select "Deactivate"

Once the user is no longer active you will be able to delete it. To delete a user:

  • Go to Team page
  • Click three dots next to the inactive user
  • Select "Delete user"

Note: users can only be deleted once they are deactivated.

The time entries of deleted/inactive users will remain but you won't be able to filter reports by them. You can see their time entries in the e.g. summary report when you group it by user.

To reactivate a user:

  • Go to Team page
  • Select Show all or Show inactive users in the drop down menu
  • Select "Activate"

Once a user is activated, they can log in and track time as usual (although they won't receive an email or a notification that they've been activated).

All inactive users' names will be strike-through.

Making someone Admin​

To make someone an admin, go to Team page, click on +Role next to the person you wish to make admin, tick Admin checkbox, and save.

To remove them as admin, untick the checkbox Admin. Only workspace owner can remove admin role.

Note: the difference between Admin and Owner is that only the owner can remove the Admin role from someone, transfer ownership to another user, and delete the workspace.

Making someone Owner​

To make someone an owner, the owner of the workspace has to click on the three dots next to the name of the person who they wish to transfer ownership to, click "Transfer ownership", and confirm the action.

Who can do what​

Three user access levels​

  • Admins, who can see and edit everything
  • Regular users, who mostly track time
  • Managers, who can manage projects and approve timesheets

Admins​

There are two types of admins:

  • Owner (the person who created the workspace)
  • Regular admin (anyone who's added to Admins group).

The difference between admin and owner:

  • Only the owner can remove Admin role from someone or deactivate some admin
  • Only the owner can transfer the owner role to someone else.
  • No one can deactivate or delete Owner from workspace
  • When the owner leaves the workspace (or deletes their account), the whole workspace is deleted, forever.

There can be more than one admin, but there is only one owner. The owner can transfer the owner role to someone else at any time.

Only admins can:​

  • Give other people admin rights
  • Assign users to groups
  • Invite people to the workspace
  • Set users as inactive/active
  • See and define billable rates for workspace and team members
  • See all time entries at all times, and edit them in Detailed report
  • See and edit all projects
  • See status of all projects
  • Give and revoke manager rights on all projects
  • Change project visibility and change estimate option
  • Edit workspace settings

Regular users​

Everyone you invite on a workspace is a regular user by default.

They can become an admin if an existing admin adds them to Admins group.

Regular users can become a project manager if they create a project (if enabled in workspace settings); or if an admin or an existing project manager gives them manager rights on a project.

Regular users can:​

  • When tracking time, select a public project or a private project they are members of
  • Select any tag when tracking time (and create a tag, if not disabled in workspace settings)
  • See personal dashboard (and Team Dashboard, if not disabled in workspace settings)
  • See status on their projects (unless disabled in workspace settings)
  • See all active and inactive users, and who belongs to what group
  • Create projects and automatically gain Manager role for that project (if not disabled in workspace settings)
  • See and edit their own time entries (as long as they're not locked)
  • See other people's time entries (if not disabled in workspaces settings)
  • Create tags, projects, tasks, and clients (if not disabled in workspaces settings)

Managers​

Project managers are regular users who have a Team Manager and/or Project Manager.

Admins can make people managers. Managers can be set and changed on the Team page.

Project managers can also be set on the project's Access tab.

Also, the user who creates a project is automatically a project manager of that project.

Project manager rights apply only to projects where they have the manager role. There can be more than one manager on a project.

Project managers can:

  • See and edit all details on their projects
  • See and edit tasks of their projects, even if task creation is allowed to admins only
  • Add and remove team members to their project
  • See and edit project billable rates, and see and edit budget (if "Who can see billable rates and amounts" is set to Everyone)
  • Delete their projects
  • See their project's status
  • See all tracked time for their projects in reports
  • See Projects page (even if it's hidden from regular users)

Team managers can:

  • See all their users' time in Reports
  • Approve their users' timesheets
  • See Reports page (even if its hidden from regular users)

Who can see and edit time entries​

Admins can see and edit all time entries at all times.

Everyone else (regular users and project managers) can:

  • See and edit time entries they made
  • See all time entries others made (if not disabled in workspace settings) So by default, everyone in your workspace can see all time entries. Once you have extra features enabled, you can prevent regular users from being able to see other people’s time entries in workspace settings when you set "Regular users can see: Only their own time"

Who can see billable rates and amounts​

You can control in your Workspace settings whether billable rates and amounts are visible to others or not:

If you set "Who can see billable rates and amounts" to Admins only, regular users and managers won't see any monetary amounts in reports and project status, or billable rates anywhere If you set "Who can see billable rates and amounts" to Everyone, regular users will be able to see amounts for all time entries on public projects and for all time entries they made, and managers will be able to edit billable rates on projects they manage

Users in different time zones​

Clockbook uses several time zones to record and display time values:

  • Time zone from your Profile Settings (when you record time in the web app)
  • Time zone from your device (when you record time in desktop/mobile app)
  • UTC (stored in the database)
  • Time zone from your Profile Settings (when displaying recorded time)

When you record time in Clockbook mobile or desktop app (eg. start a timer), your device's system time is used. When you record time in Clockbook web, time from Profile Settings is used. Then, Clockbook converts that time to UTC and sends the converted value to the server. When you later view the time in reports, the time zone from your Profile Settings is used.

Example​

Jörg from Germany works from 09-10 AM (UTC+2) and records that time in Clockbook. Clockbook converts it to 07-08 AM (its corresponding UTC value) and stores it in the database. When Emily from New York runs the report, she sees that Jörg worked from 03-04 AM (displayed in her UTC-4 time).

This assumes the system time zone and the time zone in the Profile Settings match. If they don't match, you will get a notification to fix it. If you don't fix it, your timesheet and reports will show different start and end time from the one you recorded.

Groups​

Groups make managing people on projects easier. Instead of adding people to project one by one, you can create a group and assign it to a project in one click.

You can create, edit, and delete groups in the Groups tab of a Team page.

To assign people to a group:

  • Go to the Team page
  • Open the Groups tab
  • Click + Access under Access column next to the group's name
  • Add people to the selected group

Assigning groups to projects​

Groups make managing people on projects easy. When people change teams or leave the company often, you don't have to go through each project and remove them - all you have to do is remove them from the group.

To assign a group to a project:

  • Go to a project
  • Click Access tab
  • Click + Add members
  • Select the group

Once you assign a group, everyone that belongs to that group will immediately have access to the project.

You can filter reports by a group. For example, you can make a Developers group, and use the group as a filter to see only what your developers work on (and later, group the report by User to see the time breakdown for each developer). You can also simply group the Summary report by Group and see a breakdown for each group.

Workspaces​

A workspace is a collection of people and projects in Clockbook. When you first create a Clockbook account, you automatically get a workspace. A workspace contains all the time entries, projects, people, and settings.

A workspace is a top-level segregator. All time entries, teams, clients, and projects are assigned to a specific workspace.

With a single Clockbook account, you can create or join multiple workspaces. These workspaces you belong to are their own separate entities, each with their own unique set of users, projects, and time entries.

Since each workspace is a separate entity, people who are not part of the workspace cannot see them, nor can you see workspaces others may belong to.

You can create and/or be part of multiple workspaces.

Multiple workspaces are useful when you want to have a separate account for each sub-company or a department. This way, things won't mix up and you can have different access levels.

For example, if you have two companies or departments, you can create two workspaces, and invite different people to each one. Then, you can switch between them as needed.

Or, you can be a team member in one workspace and track time for the company you work for, plus have a personal workspace where you'll keep track of personal stuff and be admin.

Everything in Clockbook is tied to a specific workspace, so time entries you made in one workspace aren't visible in another.

Only Admins of a workspace can see and edit Workspace settings. There, you can:

  • Enable Timesheet
  • Upload company logo (which will be displayed in branded reports)
  • Change workspace name
  • Set workspace billable rate and currency
  • Control who can see billable rates and amounts
  • Set if projects are billable by default
  • Choose how you want to group your projects (eg. by Client)
  • Set who can create projects, tasks, clients, and tags
  • Choose if the duration format will be displayed as hh:mm or hh:mm:ss
  • Enable project favorites
  • Activate task filter
  • Manage extra features (like hiding time from users, lock timesheets, required fields, hiding pages, and time rounding)

Anyone can create a new workspace by clicking on the active workspace name, then on the "Manage" button, and finally on the "Create new workspace".

Switching between workspaces​

If you're a part of more than one workspace (either as admin or a regular member), you can switch between them anytime you want.

You can switch between workspaces by clicking on your active workspace name and selecting the workspace you want to switch to or going to "Manage Workspaces".

Changing the workspace will affect all pages and settings, except Profile settings (which is the same across workspaces).

Leaving a workspace​

You can leave a workspace by going to "Manage workspaces" page (click on your active workspace name to see it) and then clicking the leave icon next to the Settings button.

You can't leave an Active workspace. To leave, you first have to switch to another workspace.

What happens when you leave a workspace:

  • If you leave a workspace where you're not the owner, to return, someone who's in that workspace needs to invite you again (and you need to accept the new invite).
  • Owners can't leave the workspace until they either transfer ownership to someone else or are the only member left in the workspace.
  • If you're the owner of the workspace (and the only member left) and leave the workspace, the whole workspace will get deleted. All time entries and settings will disappear and this is irreversible.

Transfer workspace ownership​

If you're leaving the company or for any other reason want to transfer the Owner's role to someone else, you can do this at any time:

Go to the Team page Click the three little dots near the team member's name whom you would like to set as the new Owner Select "Transfer ownership"

When you transfer the owner's role, you'll be downgraded to an admin and no longer be in charge of the workspace.

A team member you gave the owner's role will receive a notification that you made them the new owner of the workspace.

Note: Only the current owner of the workspace can transfer ownership to another user. The only way to get back the ownership of the workspace is if the new owner transfers the role back to you.

Archiving workspace​

Although it's not possible to archive a workspace, you can limit access to it without losing the data.

Just make all users on the workspace inactive, and then, users won't be able to log in to the workspace and change things, and you'll still be able to access all the data any time you need.

Deleting workspace​

You can delete your own workspace when you leave it by going to the "Manage workspaces" page (click on your active workspace name to see it) and then clicking the X icon that's next to the Settings button.

Owners can't leave workspace until they either: a) transfer ownership to someone else, or b) are the only member left in the workspace. To delete the workspace where you are the owner, you'll first need to remove all team members and then leave the workspace, which will trigger workspace deletion (along with all its data).

Please note that you can't delete a workspace if that's the only workspace you have. To delete the workspace, you'll first need to create a new workspace and switch to it. Then, you can delete the original workspace.

When the owner of the workspace leaves it, the workspace is deleted automatically, forever. This can't be reversed. Once a workspace is deleted, it can't be undone.

Profile settings​

Each user can set their preferences in Profile settings. Profile settings are applied on a per-user basis. If you change something, it won't affect other users, only you.

You can access Profile settings by clicking on your profile in the upper right corner.

In Profile settings, you can:

  • Upload and remove your profile picture
  • Change name and email
  • Change password - you can create a password using small and big letters, upper and lower cases, numbers, the only limitation is that it needs to be a minimum of 6 or a maximum of 50 characters
  • Enable or disable grouping of similar time entries
  • Make project list compact
  • Control what emails you get from Clockbook (newsletter, personal weekly report, and long-running timers)
  • Change time settings (time zone, date format, time format, week start, and day start)
  • Get your API key and create webhooks

Change e-mail address​

You can change your e-mail address in your Profile Settings.

Click on your profile icon in the upper right corner and choose Profile Settings. Or go to https://clockbook.me/user/settings Click the Change e-mail link Enter the new e-mail address and click Save If you've created an account using Google login, but haven't set a password, you won't be able to change your email until you choose a password.

If you can't change the email address because there's already an account associated with the new email, log out and log in with the new email. If you're not sure what's the password, click on the Forgot password on the log-in page.

Deleting account​

To delete your account:

If you're the owner of the workspace and there are other users in your workspace, you won't able to delete your account until you either:

  • Transfer your owner role to someone else
  • Or remove all active team members from the workspace(s) where you are the owner

Once you're not an owner of any workspace anymore, or once you're the only active member in workspace(s) where you are the owner, you can delete your account.

What happens with data​

Clockbook stores your data indefinitely until you delete your account.

Once you confirm you want to delete your account:

  • Your account will be deleted immediately
  • All the workspaces (and data in them) where you are the owner will be deleted forever
  • Time entries you’ve made in someone else’s workspace won’t be deleted. They will be preserved under your name until the owner of that workspace deletes the workspace
  • Once you delete the account, there's no undo. If you’d like a backup of all your time entries, you can export them in the Detailed report You won’t receive any more emails from us