How to Use ClickUp for Time Tracking

ClickUp gives you a complete way to track time, manage tasks, and replace tools like Timeular in a single workspace. This step-by-step guide shows you how to set up time tracking, customize views, and build a smooth workflow for your team.

Before diving in, remember this guide focuses on turning the platform into a powerful time management hub similar to the solutions discussed in the Timeular alternatives article.

Why Use ClickUp for Time Management

Instead of juggling separate apps for time tracking, planning, and reporting, you can keep everything in one system. This reduces context switching and gives you better insight into where work hours actually go.

• Track time directly on tasks
• Centralize to-dos, docs, and goals
• Create reusable templates for recurring work
• View workloads and capacity across your team

If you are building advanced work management systems or want consulting, you can also explore specialized help from Consultevo.

Step 1: Set Up a Workspace in ClickUp

Start by creating a workspace that will serve as your central place for projects and time tracking.

1. Sign up or log in to ClickUp.

2. Create your Workspace and give it a clear name (for example, “Agency Time Management”).

3. Invite team members who need to log time.

Organize work into Spaces based on departments, clients, or major projects. Within each Space, you will create Folders and Lists for more granular control of your time tracking structure.

Step 2: Create Lists and Tasks for Time Tracking in ClickUp

To capture accurate time data, you must set up Lists and tasks that mirror how your team works.

1. Create a Space for the area you want to measure (for example, “Product Development”).

2. Inside that Space, add a Folder like “Time Tracking” or “Billable Work”.

3. Create Lists for each client, project, or internal initiative.

4. Add tasks that represent specific activities, such as “Design homepage layout” or “Weekly sprint planning”.

Each task is where users will log time. Clear names and descriptions make it easier to understand time reports later.

Step 3: Enable Time Tracking Features in ClickUp

Make sure time tracking is enabled so every user can log hours directly on their tasks.

1. Open your Workspace settings.

2. Navigate to the area where you manage features or ClickApps.

3. Turn on the Time Tracking feature for the Workspace or specific Spaces.

4. Save your settings and refresh your views.

After enabling the feature, you should see time tracking controls in task windows and relevant views.

Step 4: Track Time on Tasks in ClickUp

Once time tracking is active, your team can start recording their work hours.

Using the Task Time Tracker in ClickUp

1. Open a task where you want to log time.

2. Click the time tracking icon or section in the task pane.

3. Start the timer when you begin working on the task.

4. Stop the timer when you finish or switch activities.

5. Adjust the entry if needed to correct the duration.

This approach works well for focused work sessions and gives you accurate, real-time measurement.

Adding Manual Time Entries in ClickUp

Sometimes you will need to log time after work is done. Use manual entries for this.

1. Open the same time tracking section on the task.

2. Select the option to add time manually.

3. Enter the date, start and end time, and any notes.

4. Save the entry and verify it appears correctly in the log.

Notes are useful for explaining context, such as meetings, fixes, or research activities.

Step 5: Organize Views for Time in ClickUp

Views control how time data appears across your Space. Proper configuration makes it easier to review and analyze logs.

List View for Daily Time Tracking in ClickUp

The List view is excellent for managing daily work and making sure tasks have time entries.

• Group tasks by status, assignee, or priority
• Show columns for estimated time and tracked time
• Use filters to focus on current sprints or weeks

Estimates versus actuals can help you improve planning over time.

Board View for Workflow and Time in ClickUp

Board view lets you see tasks in columns and track time along your workflow.

• Move tasks across stages like “To Do”, “In Progress”, and “Done”
• Open task cards to review time logs
• Spot bottlenecks where time piles up in a particular stage

This is particularly helpful when you are replacing a separate time-tracking tool and want a quick overview.

Step 6: Use Time Reports in ClickUp

After you have several days or weeks of activities logged, you can start analyzing the data.

Reviewing Time by Task and Assignee in ClickUp

• Filter time entries by person to see individual workloads
• Group by task to understand which work items consume the most time
• Sort by date ranges to measure specific sprints or billing periods

Use this information to rebalance tasks, adjust estimates, or justify timelines to stakeholders.

Comparing Estimates vs. Actuals in ClickUp

For each task, set an estimated time and compare it to the logged hours.

1. Open the task and set an estimated duration.

2. Have team members log time as they work.

3. At the end of the sprint, compare estimates and actuals.

4. Identify patterns where certain work types are consistently underestimated or overestimated.

Over time, your estimates become more realistic, making planning more accurate.

Step 7: Build Time-Tracking Templates in ClickUp

Templates help you reuse effective time tracking setups across similar projects.

1. Choose a List that represents a successful time-tracked project.

2. Convert the List into a template, including statuses, custom fields, and views.

3. Save it with a clear name such as “Client Project Time Template”.

4. When a new project starts, create a List from this template.

This ensures consistent tracking structures without rebuilding from scratch.

Step 8: Combine Time Tracking with Other ClickUp Features

Time tracking becomes even more powerful when combined with other productivity tools inside the platform.

• Goals: Link time-tracked tasks to goals and measure progress.
• Dashboards: Build widgets that show total time by person, List, or client.
• Docs: Document your internal time tracking policy and link it to Spaces or tasks.

Using one connected system reduces the need for standalone time monitoring apps.

Best Practices for Time Tracking in ClickUp

To keep your data reliable and useful, follow a few simple guidelines.

• Encourage your team to log work daily instead of in big batches.
• Use consistent task naming for recurring activities.
• Set clear expectations on when to use timers versus manual entries.
• Review time reports at the end of each sprint or week.

These habits will give you trustworthy insight into how your team spends time.

Next Steps

By following the steps above, you can turn your workspace into a robust time tracking system, replacing separate tools and centralizing work in one place. Explore more ideas on optimizing time tracking strategies by reviewing how other tools are compared and evaluated in the official Timeular alternatives guide and then implement the best practices that match your workflows.