How to Use ClickUp for Time Tracking

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How to Use ClickUp for Time Tracking and Work Management

ClickUp is more than a project management platform. You can also set it up as a complete time tracking workspace to plan work, log hours, and analyze productivity in one place.

This step-by-step guide walks you through how to configure time tracking, create tasks, organize projects, and replace simple trackers like Clockify using native features inside the platform.

Step 1: Set Up Your ClickUp Workspace

Before you track time, you need a structured workspace that mirrors how your team actually works.

  1. Create a Workspace
    Sign in and create your main Workspace. Use your company or team name so everyone recognizes it.

  2. Define Spaces
    Break work into high-level Spaces such as:

    • Client Projects
    • Product Development
    • Marketing
    • Operations

  3. Use Folders for Projects
    Inside each Space, add Folders to group related projects or clients. For example, under a Client Projects Space, create Folders for each client account.

  4. Create Lists for Work Types
    Within each Folder, set up Lists that represent work categories, such as:

    • Backlog
    • Current Sprints
    • Content Calendar
    • Bugs and Fixes

This hierarchy makes it easier to filter time logs by team, project, client, or List later.

Step 2: Enable Time Tracking in ClickUp

Time tracking features live directly on tasks, so make sure everything important is represented as a task.

Configure Time Tracking Settings in ClickUp

  1. Go to your Workspace settings and find the time tracking options.

  2. Enable global time tracking so users can start logging time on tasks.

  3. Allow manual time entries if you often log work after it is completed.

  4. Turn on required time estimates if you want team members to plan how long each task should take.

Once enabled, every task can display the timer icon, estimates, and total tracked time.

Add Time-Related Custom Fields in ClickUp

To go beyond a basic timer, you can add time-centric custom fields for more control.

  • Billable / Non-billable: Mark which entries should appear on invoices.
  • Rate per Hour: Track different billing rates per client or task.
  • Service Type: Label support, development, design, or consulting work.

Use these custom fields in List and Table views to quickly see how time is distributed.

Step 3: Create Tasks and Organize Work in ClickUp

Accurate time tracking starts with clear and well-structured tasks.

Set Up Actionable Tasks in ClickUp

  1. Name tasks clearly
    Use descriptive titles such as “Q1 Analytics Dashboard Setup” instead of “Dashboard.”

  2. Add detailed descriptions
    Explain the desired outcome, scope, and acceptance criteria so anyone can understand what work time should cover.

  3. Assign owners and due dates
    Always assign a task to at least one person and include realistic start and due dates.

  4. Estimate effort
    Add time estimates so you can later compare planned versus actual time.

Use Views in ClickUp to Plan Work

Different views help you decide what to work on and when to start the timer.

  • List View: See tasks with estimates, assignees, and time fields in a spreadsheet-style layout.
  • Board View: Manage tasks on Kanban columns like To Do, In Progress, and Done.
  • Calendar View: Visualize deadlines and time-sensitive work for the week or month.
  • Gantt View: Map dependencies and timelines for complex projects.

Switching between views gives you a better picture of where your tracked time should be spent.

Step 4: Track Time on Tasks in ClickUp

With tasks ready, you can now log hours consistently.

Use the Built-In Timer in ClickUp

  1. Open a task you are about to start working on.

  2. Click the timer icon to start tracking live.

  3. Work on the task until you are ready for a break or to switch work.

  4. Click stop to end the session. The platform saves the duration as a time entry.

You can pause and resume throughout the day. Encourage your team to start the timer as soon as they focus on a single task to keep data accurate.

Log Manual Time Entries in ClickUp

Sometimes you forget to start the timer or you need to migrate hours from another app.

  1. Open the relevant task.

  2. Click to add a new time entry manually.

  3. Enter the date, start and end time, or total duration.

  4. Mark it as billable or non-billable and add notes for context.

Manual entries ensure no work is lost, even when you cannot track in real time.

Step 5: Review and Report on Time in ClickUp

After your team has tracked enough hours, you can analyze trends and prepare internal or client reports.

Use Filters and Views to Analyze Time in ClickUp

  • Filter by assignee: See how much time each person logs per week.
  • Filter by List or Folder: Review effort per project or client.
  • Filter by billable flag: Separate internal time from time you can invoice.
  • Group by status: Understand whether most of your time is spent on new, in-progress, or blocked tasks.

Save customized views so you can come back to the same report layout later with updated data.

Create Time Reports and Exports in ClickUp

  1. Open the reporting or time view that you prefer.

  2. Adjust the date range, filters, and grouping options.

  3. Review totals by user, project, or client.

  4. Export data if you need to share it with stakeholders or import it into an invoicing system.

Regular reporting gives you visibility into capacity, workload balance, and profitability.

Step 6: Compare ClickUp to Other Time Trackers

If you are migrating from a dedicated timer, it helps to understand how features align.

The original guide to alternatives highlights how a project platform can replace a simple tracker. You can review the comparison of Clockify and other options here: Clockify alternatives article.

When evaluating your setup, pay attention to:

  • Whether you need standalone timers or an all-in-one work hub
  • How detailed your reports must be for billing or payroll
  • Integration needs with existing tools
  • Team adoption and ease of use across departments

Step 7: Optimize Your ClickUp Time Tracking Workflow

Once the basics are in place, refine how your team uses the platform so time tracking becomes natural instead of disruptive.

Establish Team Guidelines in ClickUp

  • Decide when to start and stop the timer for meetings, emails, and quick tasks.
  • Define minimum time increments (for example, five or fifteen minutes).
  • Standardize naming for tasks so reports stay clean.
  • Agree on which work is billable across clients and services.

Automate Routine Steps in ClickUp

Automations can reduce manual clicks and keep your data consistent.

  • Auto-assign tasks based on status or List.
  • Set rules to remind assignees when due dates are approaching.
  • Trigger notifications when time estimates are exceeded.
  • Create templates for recurring task types with built-in estimates and checklists.

Automation ensures your timers and time entries always connect to the right tasks and workflows.

Step 8: Improve Your Setup with Expert Help

Building a powerful workspace can take time, especially if you manage multiple teams, clients, or services.

If you want help optimizing your setup, you can work with consultants who specialize in process design, documentation, and automation. One option is Consultevo, which focuses on systems that streamline knowledge work.

Conclusion: Make ClickUp Your All-in-One Time Hub

By structuring your Workspace, enabling time features, organizing clear tasks, and using reporting tools, you can run your entire planning and tracking process in one place.

Follow the steps in this guide to turn your workspace into a unified hub for time tracking, project management, and performance insights, instead of juggling separate tools for each part of your workflow.

Need Help With ClickUp?

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

Get Help

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