Set Default Time Tracking Settings in ClickUp
Managing time entries consistently in ClickUp is easier when you configure default time tracking settings for your Workspace. This guide explains the available options, how they affect tasks, and how Workspace owners and admins can adjust them for accurate, standardized time tracking.
Overview of ClickUp time tracking defaults
Time tracking settings apply to your entire Workspace and shape how people log time on tasks, subtasks, and other work. Once configured, these defaults influence new time entries across Spaces, Folders, and Lists.
The settings available let you control:
- Whether multiple timers can run at the same time
- How time is attached to tasks and subtasks
- Who can create or edit manual entries
- How rounding works for billing or reporting
- Which time entries are required when closing a task
Only Workspace owners and admins can update these global time tracking controls.
Who can manage ClickUp time tracking defaults
Access to Workspace-level time tracking settings is restricted to specific roles so configuration stays consistent and secure.
- Workspace owners: Full control over all time tracking defaults.
- Admins: Can view and update the same settings as owners.
- Members, guests, and external collaborators: Use the configured settings but cannot change them at the Workspace level.
If you need a setting changed, contact a Workspace owner or admin to update the configuration for everyone.
How to open ClickUp time tracking settings
Follow these steps to access your Workspace time tracking options from the main app interface.
- Open your Workspace and click your avatar or profile menu in the bottom-left corner.
- Select Settings to open the Workspace settings panel.
- In the sidebar, find and select Time Tracking or a similarly named section if your interface has been recently updated.
- Review the available options and make adjustments as needed.
Any change you make in this area affects all members using time tracking across the Workspace.
Core ClickUp time tracking options
The main panel includes several controls that influence how timers and manual entries behave. While the exact labels in your interface may vary slightly over time, the functional groups are generally similar.
Timer behavior in ClickUp
Timer behavior settings define how users can start and stop live timers on tasks.
- Allow only one active timer per user: When enabled, starting a new timer automatically stops the current one. This prevents overlapping time records for a single person.
- Allow overlapping timers: When this is disabled, team members can run multiple timers at the same time across different tasks. Use this only when overlapping work must be captured deliberately.
Most Workspaces enable a single active timer for cleaner reporting and fewer mistakes.
Task and subtask time allocation in ClickUp
These options control where time is stored when working with tasks that include subtasks.
- Track time on tasks only: All entries are saved at the parent task level, even when work is done in subtasks.
- Allow time on subtasks: Team members can track time directly on each subtask, helpful for granular project tracking.
- Roll up subtask time to parent: Reports may show combined time from subtasks at the parent task level, improving high-level visibility.
Choose a structure that matches how you report on projects, client work, or internal initiatives.
Manual time entry controls in ClickUp
Manual entry configuration helps you balance flexibility with auditability.
- Allow manual time entries: When enabled, people can log time without running a live timer, ideal for catching up on past work.
- Restrict editing of time entries: Limit who can edit or delete existing entries to keep reports accurate and compliant.
- Set required fields: You can require descriptions, tags, or custom fields on entries to standardize data for billing or analytics.
Tight control over manual entries is useful when you invoice clients directly from tracked time.
Rounding rules for ClickUp time tracking
Rounding options help you align time reports with billing and payroll policies.
- No rounding: Record actual minutes and seconds as tracked.
- Round up to nearest increment: Configure a fixed interval such as 5, 10, or 15 minutes; each entry is rounded up accordingly.
- Round to nearest increment: Time may be rounded up or down to the closest step, depending on your internal rules.
Confirm your legal or contractual requirements before enabling automatic rounding.
Advanced ClickUp time tracking preferences
Beyond core behavior, you may see additional preferences to fine-tune your Workspace experience.
Require time tracking on task changes in ClickUp
You can configure rules that encourage or enforce better time capture when tasks reach key states.
- Prompt for time when closing a task: Show a reminder to add tracked time before a task is moved to a done or closed status.
- Require time entry on close: Users cannot complete the task until at least one time entry is linked to it.
- Apply rules to specific statuses or Spaces: In some configurations, you can decide which workflows must include time tracking.
These prompts are particularly useful in billable environments where missing time leads directly to lost revenue.
Permissions and visibility in ClickUp time tracking
Visibility controls define who can see or adjust time entries across tasks.
- Limit viewing of other users’ time: Restrict access to sensitive time data where necessary.
- Allow managers or admins extended access: Ensure leaders and finance teams can audit and adjust time when something is incorrect.
- Control exporting of time reports: Decide which roles can pull time data into external systems.
Align these settings with your organization’s privacy, HR, and financial policies.
Best practices for ClickUp time tracking defaults
Use these tips to make your Workspace configuration more effective and easier for the team to follow.
- Start simple: Enable one active timer and straightforward rounding, then refine once you see how your team uses time tracking.
- Define policy in writing: Document how people should track time and share it in a central knowledge base.
- Monitor reports regularly: Review time reports weekly to catch configuration issues early.
- Train new team members: Include your time tracking rules in onboarding so new users understand expectations from day one.
Periodic reviews help you adjust settings as your workflows, billing methods, or teams evolve.
Learn more about ClickUp time tracking
For the most accurate and current details about each time tracking option, review the original product documentation on the ClickUp Help Center: Set default time tracking settings.
If you need expert help designing scalable workflows, automation, and time tracking structures, you can also consult specialists at Consultevo for implementation guidance and optimization services.
By carefully configuring Workspace-level time tracking defaults, you can ensure consistent, reliable data that supports reporting, billing, and decision-making across your entire organization.
Need Help With ClickUp?
If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.
“`
