How to Use ClickUp for Time Tracking

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How to Use ClickUp for Time Tracking and Projects

ClickUp is more than a simple timer. It brings time tracking, project management, and team collaboration into a single workspace so you can see exactly where work hours go and how they impact outcomes.

This how-to guide walks you through setting up time tracking, organizing projects, and replacing single-purpose tools with one streamlined platform.

Why Use ClickUp Instead of a Basic Timer

Traditional tracking tools focus only on logging hours. ClickUp connects time entries to tasks, goals, and resources so teams and freelancers get a complete picture of productivity.

Compared with tools that only measure billable or non-billable time, you can also manage work scope, priorities, and deadlines in the same place.

Step 1: Set Up Your Workspace in ClickUp

Before tracking any hours, you need a clear structure for your work.

Create Your Space and Folders in ClickUp

  1. Sign in to your account.

  2. Create a new Space for your company, client work, or internal projects.

  3. Add Folders for categories such as:

    • Client projects

    • Internal operations

    • Product development

  4. Within each Folder, create Lists to group related tasks, such as campaigns, sprints, or departments.

This structure makes it easier to filter and report on tracked time later.

Add Tasks That You Will Track in ClickUp

  1. Within a List, click to add a new task.

  2. Give the task a clear, action-based name.

  3. Add details like due dates, assignees, and priorities.

  4. Break large items into subtasks if multiple people will track time on different parts of the same deliverable.

Time entries will attach directly to these tasks, keeping context with the work performed.

Step 2: Enable and Start Time Tracking in ClickUp

Once your structure is ready, you can activate timers and log hours.

Turn On Time Tracking Features in ClickUp

  1. Open any task in your workspace.

  2. Look for the time tracking section or timer icon.

  3. Ensure that time tracking is enabled for your Space or Workspace settings so all members can log time.

After this one-time setup, every task can capture tracked hours.

Start and Stop the Timer on a Task

  1. Open the task you are about to work on.

  2. Click the timer to start tracking.

  3. Work on the task without switching tools or tabs for time logging.

  4. When you stop, click the timer again to end the session.

  5. Review the logged duration and adjust if necessary.

Because timers are tied to tasks, you do not need to manually match a generic timesheet entry to a project later.

Manually Log or Edit Time in ClickUp

Sometimes you may forget to start the timer or need to fix a mistake.

  1. Open the relevant task.

  2. Go to the time tracking area.

  3. Add a manual time entry with start and end times, or total duration.

  4. Edit existing entries if you need to correct rounding or move time to the right task.

This flexibility lets you keep records accurate without relying on perfect habits.

Step 3: Organize and Categorize Time in ClickUp

Good reports depend on well-structured data. Add more detail to each time entry to improve insights.

Use Labels and Notes on Time Entries

  1. When you log or edit an entry, add a short note describing what you did.

  2. Use consistent terms such as design, development, research, meeting, or admin.

  3. If available, apply tags or labels so you can group entries by activity type.

Descriptive entries make it easier to justify invoices and analyze how your team spends hours.

Separate Billable and Non-Billable Time in ClickUp

  1. For client projects, mark which entries are billable.

  2. Keep internal or overhead activities marked as non-billable.

  3. Run summary reports to see the ratio between billable and non-billable work.

This approach helps you manage profitability and decide where to optimize workflows.

Step 4: Monitor Team Workload and Capacity in ClickUp

Tracking hours is only part of the picture. You also need to see who is overloaded or underutilized.

View Team Activity by Task and Project

  1. Open a time tracking or workload view in your workspace.

  2. Filter by user, project, List, or date range.

  3. Review how many hours each person has logged and on which tasks.

This makes it easier to balance assignments and prevent burnout.

Use Dashboards in ClickUp for Time Insights

  1. Create a dashboard dedicated to time data.

  2. Add widgets for total tracked hours, billable vs non-billable time, and time per project.

  3. Share the dashboard with stakeholders so everyone sees progress and utilization at a glance.

Dashboards turn raw entries into visuals that leaders can use for decision-making.

Step 5: Use ClickUp for Billing, Invoicing, and Clients

Once time is tracked, you can translate it into invoices or internal cost reports.

Export Time Entries from ClickUp

  1. Open your time reports area.

  2. Choose filters for client, project, or date range.

  3. Export the report in your preferred format.

  4. Use this data in your billing system to create accurate invoices.

Since entries are connected with tasks, you can always explain what work was done for each billed period.

Share Time Reports with Clients

  1. Generate a high-level summary or detailed breakdown.

  2. Hide internal-only information if needed.

  3. Send the exported file or a dashboard view that shows progress, not just hours.

Transparent reporting builds trust and reduces disputes about the time spent on specific work.

Step 6: Replace Single-Purpose Tools with ClickUp

Many teams start with a simple timer and then add project tools later. You can streamline by consolidating into one platform.

Migrate from Clockify to ClickUp

If you currently track hours elsewhere, you can recreate your structure in your new workspace. For a detailed comparison of both tools, review the original guide at this ClickUp vs Clockify article.

Unify Tasks, Time, and Collaboration

  • Keep tasks, documents, and chat in the same place as your timers.

  • Reduce switching between disconnected services.

  • Use automation to update statuses when time is logged or work is completed.

This unified system helps you spend less time managing tools and more time delivering value.

Advanced Tips for Managing Projects in ClickUp

Once the basics are in place, you can refine your setup for more control and insight.

Standardize Processes with Templates

  • Create task templates that already include estimated time fields.

  • Use project templates with predefined Lists, views, and dashboards.

  • Apply these templates whenever you start a new client or initiative.

Standardization helps keep reporting consistent across projects.

Use Integrations Alongside ClickUp

Connect your workspace with communication, development, or finance tools to avoid duplicate data entry.

  • Sync tasks with communication platforms to keep everyone updated.

  • Send exported hours to your accounting system.

  • Use automation to notify teams when tracked time exceeds estimates.

Next Steps and Additional Resources

With time tracking, project management, and reporting in one place, you can move beyond simple timers and manage work more strategically. For additional process and operations guidance, you can explore expert resources at Consultevo.

As you refine your workflows, keep iterating on your structure, labels, and dashboards so your workspace continues to match the way your team actually works.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.

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