How to Use ClickUp for Time Tracking and Productivity

ClickUp can replace basic time tracking tools like DeskTime when you know how to configure its features for accurate time logs, productivity insights, and project reporting. This step-by-step guide shows you exactly how to set up, use, and optimize time tracking for your whole team.

The instructions below are inspired by the workflow needs and evaluation points discussed in the DeskTime alternatives comparison, adapted into a practical how-to format.

Why Use ClickUp for Time Tracking?

Instead of relying on a separate tracking app, you can manage tasks and time in one place. That streamlines reporting, invoicing, and team productivity management.

Using an all-in-one platform prevents data silos and keeps work context attached to every time entry.

Step 1: Prepare Your Workspace in ClickUp

Before logging hours, set up a clear structure so every entry belongs to the right project and task.

Create Spaces, Folders, and Lists in ClickUp

1. Open your Workspace and create a Space for each main department or client.

2. Within the Space, add Folders for large projects or programs.

3. Inside each Folder, create Lists for specific deliverables, sprints, or sub-projects.

This structure will make downstream time reports easier to filter by team, client, or project.

Add Tasks Ready for Time Tracking

1. Create detailed tasks with clear titles and descriptions.

2. Add custom fields like Billable / Non-billable, Client, or Work Type (development, design, admin).

3. Assign owners and due dates so you have context for each time entry.

Having tasks well defined is the foundation for accurate time logging and productivity analysis.

Step 2: Enable and Configure ClickUp Time Tracking

Next, confirm that time tracking is active and visible for your team.

Turn On Time Tracking Features in ClickUp

1. Go to Settings > ClickApps in your Workspace.

2. Find the Time Tracking ClickApp and toggle it on.

3. Choose additional options you need, such as:

   • Billable time

   • Required notes on time entries

   • Rounding rules (if you use them for invoicing)

Once enabled, the time tracking controls appear on tasks and in various views.

Add Time Tracking to Views in ClickUp

1. Open a List or Board where your team works most often.

2. Customize the view to show the Time Tracked column.

3. Save this as a shared view so the entire team has consistent visibility.

This keeps tracking front and center, similar to what a dedicated productivity app would display.

Step 3: Track Time on Tasks in ClickUp

Now your team can start logging actual work. There are two main methods: live timers and manual entries.

Use the Built-In Timer in ClickUp

1. Open the task you are working on.

2. Click the Time Tracking or Start Timer button.

3. Work on the task while the timer runs in the background.

4. When finished or switching work, click Stop.

5. Optionally, add a note describing what you completed.

This approach closely mimics real-time monitoring software but keeps the focus on tasks, not just screen activity.

Add Manual Time Entries in ClickUp

1. Open the relevant task.

2. Click the time tracking area and select Add Time or a similar manual entry option.

3. Enter the duration or start/stop times.

4. Choose the date and mark it as billable or non-billable if that setting is enabled.

5. Save the entry with a short description.

Manual entries help when someone forgets to start the timer or has to log offline work such as meetings or phone calls.

Step 4: Organize Time Tracking Views in ClickUp

To manage team productivity effectively, give managers and team members clear visibility into tracked hours.

Create a Time Tracking List View in ClickUp

1. In a project List, add the following columns:

   • Assignee

   • Time Tracked

   • Billable

   • Status

2. Group tasks by Assignee or Client to see where time goes.

3. Save this as a template view so you can reuse the layout across Folders and Spaces.

This gives you a quick snapshot of hours per person and project without opening each task individually.

Use Dashboards for Time Reporting in ClickUp

1. Create a new Dashboard from your Workspace.

2. Add widgets such as:

   • Time Tracked by user

   • Time Tracked by List or Folder

   • Billable vs non-billable time charts

3. Filter by date range, team, or client to mirror the analytics you would expect from a traditional productivity tool.

Dashboards allow you to review performance and utilization without exporting spreadsheets.

Step 5: Automate Time-Related Workflows in ClickUp

Automation reduces manual admin work and helps keep your time tracking consistent.

Set Up Basic Automations in ClickUp

1. Navigate to a Space, Folder, or List and open the Automations panel.

2. Use rules such as:

   • When a task moves to In Progress, assign it to a specific person.

   • When a due date changes, notify the assignee.

   • When a task moves to Done, change a custom field like Billing Status.

3. Save and test each rule with a sample task.

While automations do not track time automatically, they align task status and ownership so your reports accurately reflect the work lifecycle.

Step 6: Analyze and Export Time Data from ClickUp

Once enough data is captured, you can review productivity, compare alternatives to DeskTime-style tracking, and share results with stakeholders.

Run Time Reports in ClickUp

1. Use Dashboards and List views to filter by:

   • Date range

   • Assignee or team

   • Client or project

   • Billable status

2. Identify patterns such as:

   • Overloaded team members

   • Tasks that consistently exceed estimates

   • Projects with low billable ratios

These insights can guide staffing decisions, estimates, and process improvements.

Export Time Tracking Data from ClickUp

1. From a List or Report, choose the Export option.

2. Select CSV or other available formats.

3. Import the file into your accounting, payroll, or BI tools as needed.

This makes it easy to integrate time information into external financial systems while keeping daily tracking inside your project platform.

Step 7: Roll Out ClickUp Time Tracking to Your Team

A smooth rollout is crucial if you are moving away from a legacy app like DeskTime.

Onboard Team Members to ClickUp Time Tracking

1. Explain why you are consolidating work and time into a single tool.

2. Share a simple, written process for when and how to log time.

3. Provide examples of good notes and appropriate task selection.

4. Hold a brief training session or record a walkthrough video.

Clear expectations reduce resistance and improve data quality.

Monitor Adoption and Improve Your Setup

1. Review reports weekly to ensure people are tracking consistently.

2. Gather feedback from power users and new team members.

3. Refine Lists, statuses, and custom fields for clearer reporting.

4. Update automations and dashboards as your workflows evolve.

Iterative improvements will help your workspace scale while remaining easy to use.

Next Steps: Extend Your Productivity Stack

With the right configuration, your platform can do much more than simple time logs. You can add resource planning, advanced reporting, and process optimization with specialized services.

If you want expert help designing a scalable workspace, you can explore consulting services at Consultevo, which focuses on productivity systems and implementation.

By combining structured task management, built-in time tracking, automations, and reporting, your team can move beyond basic monitoring tools and build a flexible, insight-driven workflow tailored to your projects.

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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