How to Use ClickUp Time Tracking Templates

ClickUp time tracking templates help you plan work, log billable and non-billable hours, and report on productivity without building systems from scratch.

This step-by-step guide walks you through how to choose, set up, and customize the best time tracking templates for your team based on the official examples from ClickUp.

Why Use ClickUp Time Tracking Templates

Before diving into the steps, it helps to understand what these templates can do for you.

• Standardize how your team tracks time across projects
• Reduce manual setup with ready-made lists, tasks, fields, and views
• Improve billing accuracy for clients and stakeholders
• Get clear reports on capacity, workload, and profitability

The official time tracking templates from ClickUp cover project management, consulting, agencies, developers, freelancers, and more.

Step 1: Access Time Tracking Templates in ClickUp

To start, you need to add a time tracking template to your Workspace.

1. Log in to your ClickUp account.

2. Navigate to the Space, Folder, or List where you want to manage time.

3. Click the + New button or the template icon, depending on the level you are in.

4. Select Templates from the menu.

5. In the template library, search for time tracking or browse the Use case or Industry categories until you find a relevant template.

Each ClickUp template includes a short description and preview, so you can see its structure before adding it.

Step 2: Choose the Right ClickUp Time Tracking Template

Different teams need different levels of detail. Below are some of the core template types and when to use them.

ClickUp Timesheet-Style Tracking

Use a timesheet-style template when you want to see hours by day or by week across projects or clients.

Typical features include:

• Daily or weekly lists for logging hours
• Custom fields for billable vs. non-billable time
• Views grouped by person, date, or client
• Simple forms for quick time entry

This style is ideal for agencies, consultancies, and internal operations teams that need consolidated reports.

ClickUp Project-Based Time Tracking

Use project-based time templates when you track hours per task or deliverable.

These templates usually offer:

• Pre-built task statuses for project stages
• Custom fields for estimated time vs. actual time
• Views for Gantt, List, and Board layouts
• Filters to see overdue, over-budget, or blocked work

Project teams such as product, engineering, and marketing benefit from this structure.

ClickUp Time Tracking for Freelancers

If you work solo or as a small team, a lightweight template may be enough.

Freelancer-oriented templates often include:

• Client name and project name custom fields
• Hourly rate and billable total fields
• A calendar view for planning focus time
• A simple List view for task and time entries

This helps freelancers and contractors turn tracked hours into invoices quickly.

Step 3: Import and Apply the ClickUp Template

Once you choose a template that fits your workflow, import it into your chosen location.

1. In the template preview, click Use Template.

2. Select the Space, Folder, or List where you want to apply it.

3. Choose what to include, such as tasks, views, custom fields, and automations.

4. Confirm and wait for ClickUp to finish creating the structure.

After import, you will see ready-made lists, tasks, and views tuned for time tracking.

Step 4: Customize the ClickUp Time Tracking Setup

Every team has unique processes, so adjust the template to match your needs.

Adjust Custom Fields

Open a task in the new template area and review the custom fields.

• Rename fields to match your language (for example, “Billable?” or “Client PO”).
• Remove fields you will never use to keep the interface clean.
• Add fields for hourly rate, department, or service type if you bill differently per activity.

Update Task Statuses and Workflows

Time tracking only works if statuses reflect reality. In the List settings:

• Rename statuses to match your process, such as Planned, In Progress, Review, Completed.
• Remove redundant statuses that would confuse reporting.
• Add automation rules to change status when time logging starts or ends, if your plan supports it.

Refine ClickUp Views for Reporting

Most time tracking templates include several pre-made views. Review and adjust them.

• List view: Show tasks with estimate, tracked time, and remaining time columns.
• Board view: Visualize work by status while still exposing time fields.
• Calendar view: Plan tasks based on expected hours per day.
• Reporting or Dashboard view: Track hours by assignee, client, or project.

Hide unused columns and apply filters so each view answers a specific question.

Step 5: Start Tracking Time in ClickUp

With the template in place, your team can begin tracking time consistently.

1. Open a task from your time tracking List.

2. Click the time tracking icon to start a timer or enter time manually.

3. Select whether the time is billable, if that field is available.

4. Add notes describing what work was done during that time block.

5. Stop the timer when you finish, or log additional entries as needed.

Make tracking time part of your daily routine by starting timers when you begin work and stopping them when you switch tasks.

Step 6: Review and Report on Time Data

Once your team has logged time, use ClickUp views and dashboards to review the data.

• Group tasks by assignee to see where time is going.
• Group by client or project to prepare invoices.
• Compare estimated vs. actual hours to refine future estimates.
• Identify tasks or projects that consistently exceed budget.

You can also export data for accounting tools or share summary reports with stakeholders.

Tips to Get More from ClickUp Time Tracking Templates

To fully benefit from time tracking templates, combine them with best practices.

• Train your team: Show everyone how to use timers and fields consistently.
• Set expectations: Define when and how often time should be logged.
• Review weekly: Check time reports at the end of each week to catch issues early.
• Iterate on the template: Adjust statuses, fields, and views as you learn what works.

If you want expert help building a broader work management system around these templates, consulting partners such as Consultevo can assist with implementation and optimization.

Next Steps with ClickUp Time Tracking

Time tracking templates in ClickUp give you a structured starting point for measuring work across projects, clients, and teams.

To recap, you learned how to:

• Access the time tracking templates library
• Choose a template that fits your type of work
• Import and customize lists, statuses, and custom fields
• Start logging and reporting time at the task level

Explore the official template examples and detailed breakdowns directly from ClickUp’s time tracking template guide, then adapt them to build a robust time management system for your team.

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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