Overview
ClickTime is a comprehensive employee time tracking and resource management platform designed for professional service firms, agencies, and project-based organizations. With robust timesheet approval workflows, budget tracking, and resource planning capabilities, ClickTime helps organizations accurately capture time, control costs, and optimize resource allocation.
Features
Time Tracking
- Flexible Entry Methods: Timers, manual entry, or bulk timesheet entry
- Project & Task Tracking: Multi-level project hierarchies with detailed task breakdowns
- Activity Codes: Customizable activity types for granular time categorization
- Timesheet Views: Daily, weekly, or monthly timesheet layouts
- Mobile Apps: iOS and Android apps for time entry anywhere
- Offline Mode: Track time without internet, sync when connected
- Time Entry Templates: Save and reuse common entry patterns
Timesheet Approval Workflows
- Project-Level Approval: Managers approve time for their specific projects
- Multi-Level Approvals: Sequential approval chains (Manager → Director → Finance)
- Delegated Approval: Temporary approval authority for backup approvers
- Bulk Approval: Approve multiple timesheets simultaneously
- Exception Handling: Flagging and resolution of timesheet issues
- Approval Status Tracking: Real-time visibility into approval pipeline
- Deadline Management: Configurable submission and approval deadlines
Compliance and Organization
- Standardized Format: Consistent timesheet structure across organization
- Policy Enforcement: Business rules ensure compliance
- Required Fields: Mandate necessary information for each entry
- Audit Trail: Complete history of submissions, approvals, and modifications
- Labor Law Compliance: Track breaks, overtime, and regulatory requirements
- Client Requirements: Adapt to specific client billing standards
Expense Tracking
- Expense Entry: Log business expenses with receipts
- Receipt Capture: Mobile app photo capture of receipts
- Expense Categories: Customizable expense types
- Billable Expenses: Flag expenses for client billing
- Mileage Tracking: Built-in mileage calculator
- Credit Card Integration: Import expenses from card statements
- Expense Approval: Separate approval workflow for expenses
Resource Planning
- Capacity Planning: Visualize team availability and workload
- Resource Allocation: Assign people to projects based on capacity
- Skill Matching: Match resources to projects by skillset
- Utilization Tracking: Monitor billable vs non-billable time
- Forecasting: Plan future resource needs
- What-If Scenarios: Model different allocation strategies
- Availability Management: Track PTO and availability
Budget Management
- Project Budgets: Set time and cost budgets per project
- Real-Time Tracking: Monitor budget consumption as time is tracked
- Budget Alerts: Warnings when approaching or exceeding budgets
- Budget vs Actual: Compare planned to actual time and costs
- Multi-Currency: Handle international projects and rates
- Rate Management: Different billing rates by role, person, or project
Reporting and Analytics
- Standard Reports: 50+ pre-built report templates
- Custom Reports: Build tailored reports with report builder
- Dashboards: Real-time visibility into key metrics
- Time Analysis: Understand how time is spent across projects and activities
- Utilization Reports: Billable percentage and capacity metrics
- Profitability Analysis: Project-level profit and loss
- Trend Analysis: Historical patterns and forecasting
- Export Options: PDF, Excel, CSV formats
Integration Capabilities
Project Management:
- Jira integration
- Asana connection
- Microsoft Project sync
- Salesforce integration
Accounting & Payroll:
- QuickBooks integration
- Xero connection
- ADP payroll export
- Generic payroll formats
Business Tools:
- Microsoft 365 integration
- Google Workspace connection
- Slack notifications
- Zapier connectivity
Approval Workflow Details
Project Manager Approval
- Scope: Approve time entries for assigned projects only
- Visibility: See only relevant project time entries
- Authority: Accept, reject, or request changes to entries
- Comments: Add feedback or questions to time entries
- Batch Actions: Approve multiple entries for a project at once
Hierarchical Approval
- First Level: Project or team manager reviews
- Second Level: Department head or director approves
- Final Level: Finance or executive approval (optional)
- Conditional Routing: Route based on entry characteristics
Organized Submissions
- Standardized Format: All timesheets follow same structure
- Required Information: Enforced fields ensure completeness
- Clear Attribution: Who, what, when, why always visible
- Supporting Details: Notes and justifications included
- Compliance Checks: Automated validation against guidelines
Use Cases
Professional Services Firms
- Track billable hours by client and project
- Multi-tier approval for billing accuracy
- Resource allocation across engagements
- Profitability analysis per client
Consulting Companies
- Consultant utilization tracking
- Project budget management
- Expense reimbursement workflow
- Resource capacity planning
Creative Agencies
- Track time by client and campaign
- Approve creative vs production time separately
- Monitor project profitability
- Plan resource allocation for pitches
IT and Software Development
- Sprint time tracking
- Bug vs feature development time
- Client project vs internal work
- Capacity planning for releases
Non-Profit Organizations
- Grant time tracking and reporting
- Program-level time allocation
- Compliance with funder requirements
- Volunteer time tracking
Benefits
- Improved Accuracy: Structured approval process catches errors
- Better Visibility: Real-time view of time allocation and project status
- Cost Control: Budget tracking prevents project overruns
- Optimized Resources: Capacity planning maximizes utilization
- Faster Billing: Approved timesheets flow directly to invoicing
- Compliance Assurance: Meets labor laws and client requirements
- Data-Driven Decisions: Analytics inform project and resource decisions
Mobile Experience
Employee App:
- Quick time entry with recent projects
- Timer functionality for real-time tracking
- Expense capture with photo receipts
- Timesheet submission
- Approval status visibility
Manager App:
- Approve timesheets on the go
- View team capacity and allocation
- Access key reports and dashboards
- Receive approval notifications
Security and Compliance
- Data Encryption: Bank-level encryption at rest and in transit
- Role-Based Access: Granular permissions and data visibility
- SOC 2 Type II: Certified secure infrastructure
- GDPR Compliant: Meets European data protection standards
- DCAA Compliant: Supports government contractor requirements
- Regular Backups: Automated data backup and recovery
- 99.9% Uptime: Reliable availability SLA
Implementation
ClickTime offers:
- Guided Setup: Step-by-step configuration wizard
- Data Import: Bulk import of users, projects, and historical data
- Training Resources: Video tutorials, documentation, live training
- Dedicated Support: Implementation specialists assist with setup
- Ongoing Success: Customer success team for continued optimization
Pricing
ClickTime offers tiered pricing based on features:
Starter ($12/user/month, billed annually):
- Time tracking
- Basic approvals
- Standard reports
- Mobile apps
- Email support
Team ($15/user/month, billed annually):
- All Starter features
- Advanced approvals
- Expense tracking
- Custom reports
- Budget management
Premier ($27/user/month, billed annually):
- All Team features
- Resource planning
- Advanced analytics
- Custom integrations
- Priority support
- Dedicated account manager
Enterprise (Custom pricing):
- All Premier features
- Unlimited projects
- Advanced security
- SLA guarantees
- Professional services
- Custom development
All plans include:
- 30-day free trial
- No setup fees
- Unlimited projects (Premier and Enterprise)
- Mobile apps
- Regular updates
Minimum 5 users. Volume discounts for 100+ users.
