How to Use ClickUp for Time Tracking

ClickUp helps teams replace multiple time tracking tools with one flexible workspace. This how-to guide walks you through setting up time tracking, monitoring team activity, and improving productivity without relying on rigid monitoring software.

Many teams move away from traditional time tracking tools because they are either too strict, too limited, or too focused on surveillance. By configuring your workspace carefully, you can use the platform as a powerful, privacy-friendly way to manage time, tasks, and outcomes.

Why Use ClickUp Instead of Traditional Time Trackers

Before you configure anything, it is important to understand why a work management platform can be a better choice than single-purpose tracking tools.

• All-in-one workspace: Plan projects, track time, and manage documents in one place.
• Outcome-focused: Emphasizes task completion and results over rigid surveillance.
• Custom views: Build dashboards and reports that matter to managers and team members.
• Flexible privacy: Configure what is tracked, what is shared, and what is reported.

This approach avoids the stress that comes from webcam snapshots, constant screenshots, or intrusive tracking, while still giving leaders clear visibility into workloads.

Getting Started: Prepare ClickUp for Time Tracking

To make the most of the platform, take time to prepare your workspace before you start logging hours.

Step 1: Create a Space for Time-Tracked Work

1. Sign in and create a new Space dedicated to projects that require time tracking.

2. Define clear Space-level settings, including statuses like To Do, In Progress, and Complete.

3. Add members who will log time, and assign appropriate permissions so they can create and edit tasks.

Keeping time-tracked work in a focused Space prevents clutter and makes reporting more reliable.

Step 2: Build Lists and Folders for Projects

1. Create Folders to represent clients, products, or departments.

2. Inside each Folder, create Lists for individual projects, sprints, or deliverables.

3. Use consistent naming so time entries can be grouped and reported later.

Structured Lists make it easier to see where time is going, compare projects, and identify bottlenecks.

Step 3: Add Tasks with Time Fields

1. Create tasks that represent clear, actionable pieces of work.

2. Add due dates, assignees, and priorities to guide your team.

3. Use custom fields such as Estimated Time to compare planned versus actual time spent.

Estimations turn raw time logs into insights by allowing you to see where work regularly takes longer than planned.

How to Enable and Use Time Tracking in ClickUp

Once your structure is in place, enable and use time tracking to capture effort accurately without micromanagement.

Step 4: Enable Time Tracking

1. Open your Workspace or Space settings.

2. Locate the time tracking features and make sure they are turned on.

3. Confirm that members have permission to track time on their tasks.

After time tracking is enabled, you will see timers and manual time input options on tasks.

Step 5: Track Time on Individual Tasks

There are two main ways to log time on a task.

1. Use the timer: Open a task and start the built-in timer when you begin working. Stop it when you are done or take a break.

2. Log time manually: Add time entries after you finish work, including the date, duration, and optional notes.

Notes on time entries help you understand what was accomplished, not just how long it took.

Step 6: Set Time Estimates and Compare to Actuals

1. Add an estimate for each task, either in hours or minutes.

2. Track your time as you complete the work.

3. Compare estimated versus logged time to refine future planning.

Teams can gradually improve estimation accuracy, which leads to more reliable project timelines and budgets.

Managing Teams and Workloads with ClickUp

Beyond individual tasks, you can use workspace features to manage workloads and project progress in a respectful, transparent way.

Step 7: Use Views to Monitor Progress

Create views that show time and status without invading privacy.

• List view: See tasks, time logged, and statuses in a compact grid.
• Board view: Visualize tasks moving through stages while displaying estimates and time spent.
• Calendar view: Understand when work is happening and how it is distributed over days and weeks.

These views help managers see trends, like overloaded team members or tasks that are stuck.

Step 8: Build Dashboards for Time and Workload

1. Open the Dashboard area and create a new Dashboard for time tracking.

2. Add widgets for tracked time by assignee, by List, or by status.

3. Include burn-up or burn-down style charts to visualize progress over time.

Dashboards make it easy to review weekly or monthly time data in team meetings and planning sessions.

Step 9: Respect Privacy While Tracking Time

Many traditional tracking tools rely on constant screenshots or webcam monitoring. This can make people feel watched instead of supported.

To keep your workspace healthy:

• Focus on task completion and outcomes, not idle time.
• Share clear expectations about what is tracked and why.
• Avoid excessive monitoring and prioritize trust.

This mindset encourages better collaboration and reduces anxiety around time logging.

How to Replace Time Doctor with ClickUp

If you are moving from a specialized tracking tool, you can gradually shift your workflows into the platform.

Step 10: Map Old Features to ClickUp Workflows

1. List the key features you used, such as time logs, projects, and reports.

2. Map those features to Lists, tasks, and dashboards.

3. Rebuild only the reports and views that truly add value, not every old habit.

This is a good time to simplify your processes and reduce unnecessary metrics.

Step 11: Import Data or Start Fresh

Depending on your needs, you can either import historical data or start logging new time from a clean slate.

• Import: Keep detailed history for billing or compliance.
• Start fresh: Focus on new projects and lighter processes going forward.

Whichever route you choose, align your team on how and when to track their time in the new system.

Step 12: Train Your Team

1. Run a short internal workshop to show how to start and stop timers, log manual time, and read basic reports.

2. Share written guidelines on expectations for time logging.

3. Collect feedback after the first weeks and adjust views or workflows as needed.

Clear training and documentation help people feel comfortable and reduce resistance to change.

Advanced Tips to Get More from ClickUp

Once the basics are in place, you can enhance your workspace with automation and integrations.

• Use automations: Trigger status changes, reminders, or notifications based on time-based rules.
• Integrate calendars: Sync with external calendars to keep everyone aligned.
• Standardize templates: Create task templates with predefined estimates and fields for repeated processes.

These improvements save time and keep your workspace consistent across projects and teams.

Learn More About Alternatives and Setup

To compare other tools and understand why teams replace strict monitoring apps, review the detailed breakdown on the official blog page at this guide to Time Doctor alternatives.

If you need expert help implementing workspace structures, dashboards, and time tracking workflows, you can also consult specialists at Consultevo for tailored implementation support.

By following the steps in this guide, you can transform your workspace into a focused, respectful, and efficient time tracking environment that replaces fragmented tools and simplifies project management.