ClickTime UserManual

CLICKTIME WEB TIMESHEET
STANDARD USER GUIDE

INCLUDING OPTIONAL MODULES
REVISED DECEMBER 14, 2006

Web Timesheet – Standard User Guide (for ClickTime 4.9)
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Contents
Welcome to ClickTime .................................................................................................................... 5

Major Features and Benefits ............................................................................................................ 5
Platform and Web Browser Support .................................................................................................. 6
Offline and Remote Access .............................................................................................................. 7
Product Overview........................................................................................................................... 8
Time Entry .................................................................................................................................... 8
How to Enter Time on Day View ....................................................................................................... 8
How to Enter Time on the Standard Day View.................................................................................... 8
How to Use the Type-Ahead Job Selection Method.............................................................................. 9
Time Entries with Start and End Times ........................................................................................... 10
Time Entries with Multiple Job Levels.............................................................................................. 12
How to Save and Delete Time Entries ............................................................................................. 12
How to Add and Delete Notes ........................................................................................................ 13
How to Use the Stopwatch Timer ................................................................................................... 14
About Time-Off Time Entries ......................................................................................................... 15
Copying Time Entries with Quickday ............................................................................................... 16
About the Non-Allocated Job ......................................................................................................... 16
How to Enter Time on Week View................................................................................................... 16
Time Entry on Week View ............................................................................................................. 16
How to Save and Delete Time Entries ............................................................................................. 17
How to Add and Delete Notes ........................................................................................................ 17
About Time-Off Time Entries ......................................................................................................... 18
Copying Time Entries with Quickweek............................................................................................. 18
How to View Your Own Timesheets................................................................................................. 18
How to View Your Own Timesheet .................................................................................................. 18
How to View Your Old Timesheets .................................................................................................. 19
How to Submit Your Timesheet for Approval.................................................................................... 20
How to Undo Timesheet Submission ............................................................................................... 20
How to View Your Timesheet Status History .................................................................................... 21
Personal Preferences .................................................................................................................... 21
How to Set Your Personal Preferences ............................................................................................ 21
Change Your Personal Information ................................................................................................. 22
Change Your Timesheet Information............................................................................................... 22
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©1999-2007 Clicktime.com, Inc. All rights reserved. 2
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Change Your Expense Sheet Information ........................................................................................ 23

Editing Your Jobs List ................................................................................................................... 23
Editing Your Tasks List.................................................................................................................. 24
Timesheets ................................................................................................................................. 24
Timesheet Approvals .................................................................................................................... 24
How to Submit Your Timesheet for Approval.................................................................................... 25
How to Undo Timesheet Submission ............................................................................................... 25
How to View Your Timesheet Status History .................................................................................... 26
Expenses .................................................................................................................................... 26
How to Work with Expenses .......................................................................................................... 26
Adding, Editing and Deleting an Expense Sheet ............................................................................... 26
Adding, Editing and Deleting an Expense Item ................................................................................. 28
Entering Expenses with Foreign Currency........................................................................................ 29
How to Print Your Expense Sheet ................................................................................................... 31
Expense Approvals ....................................................................................................................... 31
How to View Your Expense Sheets ................................................................................................. 32
How to Set Default Expense Sheet Values ....................................................................................... 32
How to Submit an Expense Sheet for Approval ................................................................................ 32
Check the Status of an Expense Sheet............................................................................................ 33
Reports....................................................................................................................................... 34
My Reports.................................................................................................................................. 34
Report Viewing Options................................................................................................................. 35
How to Print Reports .................................................................................................................... 35
Non-Worked Time and Time-Off Accruals ........................................................................................ 36
Non-Worked Time and Time-Off Accruals ........................................................................................ 36
How to Enter Your Own Time-Off ................................................................................................... 36
How to View Your Own Time-Off Reports ........................................................................................ 36
The Desktop Application ............................................................................................................... 37
Downloading and Installing the Desktop Application ......................................................................... 37
Desktop Application - Version 2.0 BETA 6 .................................................................................... 37
Desktop Application - Version 1.4.38 .......................................................................................... 38
Upgrading Your Desktop Application ............................................................................................... 39
Network Mode vs Offline Mode....................................................................................................... 39
Logging In and Signing Out ........................................................................................................... 40
Time Entry with the Desktop Application ......................................................................................... 40
Entering, Saving and Deleting Time................................................................................................ 41
Using the Stopwatch Timer ........................................................................................................... 42
Using the Calendar....................................................................................................................... 42
Desktop Application Usage Restrictions ........................................................................................... 43
How to Uninstall the Desktop Application ........................................................................................ 43
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Desktop Application - Version 2.0 BETA 6 .................................................................................... 43

Desktop Application - Version 1.4.38 .......................................................................................... 44
ClickTime Mobile Edition ............................................................................................................... 45
How to Enter Time with ClickTime Mobile Edition.............................................................................. 45
How to Enter Expenses with ClickTime Mobile Edition ....................................................................... 47
Optimize Your ClickTime Mobile Edition ........................................................................................... 49
Supported Handheld Devices ......................................................................................................... 50
Restrictions to Using the Mobile Edition........................................................................................... 50
Known Issues .............................................................................................................................. 51
Frequently Asked Questions .......................................................................................................... 52
Contact Support........................................................................................................................... 62
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Welcome to ClickTime
Welcome to ClickTime, one of the world’s leading time tracking applications!
In this section you will find out about the company that develops ClickTime, its mission and history, and
its commitment to you.
You can also read an overview of the product that we offer, along with crucial information about platform
compatibility.
You will learn how to best use this manual to get familiar with ClickTime and how to find answers to all
your questions regarding our application.
Major Features and Benefits
For User
Browser-based time entry
Time is entered faster because employees access ClickTime from any computer, anywhere. PC, Mac, or
Linux users get equal access to their time sheets.
QuickDay and QuickWeek for rapid entry
Employees with predictable activities can enter an entire day or week with one click. Faster entry
means better compliance and fewer incomplete time sheets.
Daily view or Weekly view for time entry
Employees can select the method that's easiest to use and most appropriate to their work style. Saves
time for every employee, every single day.
Offline Entry with the ClickTime Desktop Application
Field-based employees can enter time even when there's no Internet connection -- then sync up later.
Since the data is entered when the work is done, you'll get more accurate entries.
Easy expense reporting
Employees can get expenses into ClickTime faster and more easily than with typical software, allowing
for quicker reimbursements.
For Managers
Incomplete Timesheet Alerts
Managers spend less time chasing down unfinished time sheets - a quick glance at a color-coded
dashboard tells who has or hasn't completed their time sheet.
Emailed reminders for late timesheets
With one click, managers can email any laggards. Emails include specifics on what's late and offer a
link to log in.
Email-based authentication
Fewer tech-support calls and failed logins. With no clumsy usernames or codes to remember, your
email address is your user ID.
Plain-English names
Rather than memorizing mysterious codes or tracking numbers, ClickTime lets every project and
activity have a real name. Employees spend less time looking up codes and are more likely to book
time against the correct activity.
Individual Reports
Individual timekeepers can run reports on themselves, including monitoring their own delinquent time
sheets. Saves managers time distributing personal performance reports to each employee.
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Management Reports
Over 40 reports in PDF, Excel, or HTML offer managers quick and easy views on employee performance
and utilization.
Memorized Favorite Reports
Managers who run the same reports every time can flag them as "favorites, so they show up first.
Saves time each week.
Flexible Billing Rates
Attach a billing rate based on project, person, activity, or any combination of these. This flexibility lets
firms negotiate individual deals for clients, change billing schemes at any time, and print customized
rate cards at any time. Invoicing is a breeze when ClickTime calculates the billing rates.
Timesheet Approvals
The simple interface means employees have no mystery how or where to submit time sheets, and
managers can approve with one click.
Expense Tracking
Since ClickTime is entirely web-based, employees can enter their expenses anytime, anywhere. Once
an expense sheet is approved, managers can easily generate reports for reimbursement, invoicing, or
cost-accounting.
Data Integration
QuickBooks Link
ClickTime can send data to your QuickBooks software. Saves time and money, since there's no double-
entry of time information, and invoices/paychecks get calculated sooner.
Data Export in XML

ClickTime can exchange data with virtually ANY accounting, HR, or payroll system. Combine best-of-
breed packages to enjoy the benefits of each.
Working with ClickTime

Context-sensitive online help
Right in the web browser, the correct section of the ClickTime manual will pop up for any screen in the
system.
Customer Support by Phone, Email, and Web
ClickTime is so easy, it nearly runs itself. But customers who need a little assistance receive fast
support, so they spend less time wondering to do next, and can get back to more important things.
Hosted at ClickTime, not your office
Cut your time tracking costs dramatically - no server, database, or client software is required to use
ClickTime. Whether you have 1 location or 10, you'll spend a lot less on IT management, security
worries, and network complexity.
Frequent Updates
ClickTime is updated behind-the-scenes, so you'll enjoy new features without installing time-consuming
and expensive software upgrades. These updates are usually free of charge to subscribers.
Platform and Web Browser Support

You can access ClickTime from almost any computer and any of the most popular web browsers. To find
out what browsers are currently compatible with the ClickTime system, please go to www.clicktime.com,
Product Info and click on System Requirements. You will find an up-to-date list of all platforms, operating
systems and browsers that we currently support.
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About Multiplatform Timesheets

When accurate timekeeping for every employee is your goal, you must insure that every computer can
access your timesheet system, without exceptions. ClickTime is designed for this purpose.
ClickTime on Windows
Because Microsoft Windows is installed on 95% of personal computers, the ClickTime Web Timesheet is
designed to offer great performance on everything from Windows 98 to the latest XP. It even runs well on
older systems. And we extend that broad support to include browsers besides just Internet Explorer
(which, of course, we support as well). So regardless of what Windows system you're using, ClickTime will
offer the best user experience of any web timesheet product.
The ClickTime Desktop Application also runs on Windows 98 up through Windows 2000, 2003 and XP. It
offers portable, offline timesheet entry while you're traveling with your Windows laptop.
ClickTime on Macintosh
Of the various options for workgroup time tracking, ClickTime is the best timesheet for Macintosh users.
Each version of ClickTime is rigorously tested on OS 9 and OS X, on IE, Netscape, Safari, and
Mozilla/Camino/Firefox. Our list of compatible browsers is kept up-to-date with each release from Apple.
We serve many markets where Macs are widely used -- advertising, design, education, nonprofit, and law
offices -- so the feedback we get from our Mac users helps us build the best product.
The ClickTime Desktop Application offers separate, customized versions for both OS 9 and OS X. In fact,
ClickTime is the only hosted timesheet product to offer offline entry for both Macintosh and Windows
users.
ClickTime on Linux
By respecting internet standards, like xHTML, CSS, Javascript/ECMAscript, and PDF, ClickTime enjoys
compatibility with Linux and other flavors of UN*X. While every version and platform of UNIX/Linux cannot
be tested, most users report excellent compatibility. And although ClickTime does use certain client-side
ActiveX and Flash components, none of these are required for basic operation of the product.
Offline and Remote Access
Offline Access: ClickTime Desktop Application

No web connection? No problem. Download and install ClickTime's unique Desktop Application, and your
users can enter time, on their desktop computers or laptops, regardless of where they are (like on an
airplane). And it works on Windows and Macintosh, so mobile users get more flexibility. Next time they're
connected, the time syncs up automatically.
Remote Access: ClickTime Mobile Edition

Today's business environment requires mobility. Whether it's travel abroad or running between conference
rooms, employees are asked to be out in the field more than ever before. ClickTime’s Mobile Edition
combines the power of our web-based application with the convenience of a handheld device to allow you
to log time and expenses as they occur in real-time. When away from the computer, ClickTime offers you
freedom to track time and expenses anywhere with your handheld.
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Product Overview
ClickTime.com is an application service provider (ASP) offering highly usable applications to businesses in
over 30 countries worldwide. Its flagship product, the ClickTime Web Timesheet, has been the web's
easiest way to track employee time and expenses since 1997. ClickTime's mission is to deliver high-
quality, incredibly friendly business applications to the web-enabled user.
ClickTime.com began in 1997 as a division of Mann Consulting, a San Francisco-based IT consulting firm.
At the time, Mann's clients were demanding solutions not being adequately handled by existing software
products or Internet web sites. The company was spun off as a separate entity in late 1999.
ClickTime, the company's flagship product, delivers quick and easy outsourced time tracking to service
organizations without the installation of complicated software. It was the first product of its kind to allow
off-line time reporting, web-based reports, and customizable data-sharing with legacy applications.
Time Entry
At this point, you’re all set with adding items to your ClickTime account. You and all the other people in
your company can now start using ClickTime to track your time entries.
In this section, you will learn how to enter time via the website interface, on two different pages (Day
View and Week View). We can also find useful tips and trick that will make your time entry faster and
more efficient.
How to Enter Time on Day View
How to Enter Time on the Standard Day View

Depending on the type of activity your company performs, you may have a few jobs or a very long list of
jobs. Our interface offers two ways of selecting your client-job combination: via a standard, pop-down list
(if your company has a relatively small number of clients and jobs) and via a type-ahead method (for
companies with a long inventory of clients and jobs). This section describes time entry through the
standard interface.
To get to the page where you can enter your own worked and non-worked time, go to Personal > Day
View. The page should look similar to the image below. The central part of the page will contain a pre-
determined number of rows, where you can enter your time against selected jobs and tasks. Above the
time entry rows you can see the date you are entering time for, as well as clickable days of the current
week, with the current day highlighted.
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On the left side of the window, you can see a clickable calendar displaying the current month. You can
move back and forth to the previous and next month by clicking the arrows situated to the left and right
of the current month. You can jump to other days in the current, previous or next months by clicking on
the wanted date within the calendar. Clicking the “Today” button will immediately return you to the
current date.
If you want to go to a specific date, either in the past or future, enter the date (using the required date
format) in the box at the bottom of the “calendar” section and click on “go”. It will take you to that date’s
time entry page.
To add a new time entry, please follow the instructional steps below:
• Select the date you wish to sign time for by either entering the date or finding the month and
clicking on the day.
• Select the job you wish to sign time for (client's short name and job number can be found to
the left of the job description). To do this, click on the drop down menu under the Job heading.
This will display the list of jobs the company administrator has entered.
• Select the task you completed. Again, click on the drop down menu under the Task heading.
The Task column will default to a task that you can specify in "My Preferences"
• Enter the number of hours you worked in the Time column. If your company requires start time
and end time, simply enter your start and end time in the appropriate fields and the "Total
time" field will be calculated automatically.
• Click "save" when you are done. You may also click on the arrow buttons that move you
between days to save your time.
• For people who do the same or similar jobs frequently, the "Quickday" button on the left side of
the screen copies the last day for which you have entered time.
If you ever enter time and make a mistake, you can click the "undo" button to display the last
saved time entries for that day.
Note: You may add up to 24 hours per day and 99 time entries per day.
How to Use the Type-Ahead Job Selection Method

ClickTime offers two methods for users to select their jobs on the Day View page: “pop-down list” and
“type-ahead”. Pop-down list is the classic ClickTime job selection method and it looks exactly the same as
the task or the Time-Off selection pop-down lists.
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The “type-ahead” method allows users to type in the first couple of characters in a job’s name. This
permits the system to search through all existing jobs in order to generate a ten-item list of jobs that
begin with the letters or characters that you typed. The more characters you type, the more refined the
results in the list will be.
Depending on the type of activity your company performs, you may have a few jobs or a very long list of
jobs. The “type-ahead” job selection method is recommended for companies that have more than 500
jobs and they need a fast way to find the job they are looking for.
When you use the type-ahead interface and you see the job you were looking for in the pop-down list
containing 10 jobs, use your up/down arrows to highlight the job, then hit the tab key to select it (see
image below). You may continue to use the tab key to move from one field to another on the Day View
interface.
The “type ahead” job entry method is available only on the Day View page. To select a job on the Week
View page or when you enter an expense item, you will continue to see the “pop-down list” job selection
method.
Note: If users are configured to use the type-ahead job selection method, they will continue to use this
feature, but only on the Job column. Type-ahead functionality will not apply to the phase pop-down
selectors.
Time Entries with Start and End Times

You can require that you or your employees enter start and end times for each time entry. Note that if you
require an employee to enter start and end times, he/she will not be able to use Week View or the
Desktop Application to enter time.
To enable the Start/End Times feature, go to the person’s detail page (either when you add a new person
or when you edit an existing user), under the “Time Entry, Expense and Approval Requirements” section.
Once enabled, it becomes a mandatory requirement that the user cannot override on his preferences
page. Start and end times become required fields on the user’s Day View interface. Users must enter a
start and end time and the total number of hours is automatically calculated in the Hours field, which
cannot be directly edited by the user.
Start and end times can be entered in AM/PM or 24-hour format. You free to choose the preferred time
format on your preferences page. You can enter time from 12:00am (midnight) up to and including
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11:59pm (midnight). You cannot use 12:00pm as end time, as this entry is considered part of the
following day. For instance, if you enter 11:45pm as a start time and 12:00pm (interpreted as noon by
ClickTime) as end time, an error occurs because the start time is later than the end time.
Having to enter start and end times for each time entry will disable your Week View interface. You will
have to use the Day View page to enter time. Download and use of the Desktop Application will also be
prohibited to people who must enter start and end times.
Adjustment/Break Time Field

This extra field gives you the possibility to enter the amount of time you used for any sort of breaks
(meals, adjustment time, etc). The field is not mandatory and can be left blank. The time entered in the
Break Time field (see image below) will be subtracted from the total number of hours in the Hours field.
Break time may be entered as either a decimal value (e.g. 0.5 hours equals half an hour) or a colon-
separated value (e.g. 0:30 equals half an hour). Colon separated values must always be in a 24-hour
format (e.g. 18:15 equals 18 hours and 15 minutes) in order to be recognized correctly by the system.
Prevent Stopwatches from Being Restarted

If you configure new users to enter start and end times, and they are using the stopwatch timer to enter
time, you may want to prevent them from restarting a stopwatch after the first time it was started and
stopped. The timestamps of the stopwatch will be used to automatically fill in the start and end times
fields. After that, the timer for that row will be disabled. If the user wants to add more time for the same
job and task combination, he/she can start another time entry on the next row.
Person Must Use Stopwatch to Add Time

Checking this field will force users to enter their time through the stopwatch timer. There will be no
alternative for them to enter time in the ClickTime system. The image below shows how the user’s Day
View interface looks like and works when the user is required to use stopwatches to add time. The user
can select the job and the task for a time entry. He/she can start and stop the stopwatch only once, after
which the stopwatch is disabled. The start, end, break (if existing) and hours fields are always in read-only
mode for users who are set to use stopwatches at all times. The history of a stopwatch cannot be cleared
after the stopwatch was used and a time entry cannot be deleted after it was saved. If the user realized
he made a time entry mistake, he/she must contact the ClickTime administrator to have the wrong time
entry corrected.
When Start/End Times are enabled, time can be entered either in AM/PM format or in 24-hour format,
depending on how time format was set, either by you on the Company Preferences page, or by the user
him/herself on the “My Preferences” page.
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Time Entries with Multiple Job Levels

If your company has enabled the use of multiple job levels (phases and sub-phases), you will be able to
use this feature only on the Day View time entry page. This feature is not available on the Week View
page.
When a company is configured to use multiple job levels (or phases), an additional column will appear on
the Day View time entry screen. This column will show up between the Jobs and the Tasks column.
If users are configured to use the type-ahead job selection method, they will continue to use this feature,
but only on the Job column. Type-ahead functionality will not apply to the phase pop-down selectors.
When clicked, the phases pop-down will display a hierarchical view of the available phases and sub-
phases, depending on how many levels your company is configured to have.
If a job has phases associated with it, whose status is "open", then you are required to select a phase
before you can save your time entry. You are not allowed to save a time entry, if you haven't specified a
phase. If all the phases associated with that job are "closed", you will not be allowed to make any time
entries against that job.
If you are a standard user and would like to find out more about the "open" versus "closed" status of a
phase or sub-phase, please contact your ClickTime administrator. If you are an administrator, you can
read more about this in the "Change the Open/Closed Status of a Phase or Sub-Phase" section.
How to Save and Delete Time Entries

The easiest and most intuitive way to save your time entries is by clicking the “save” button. You can also
save your work by clicking on the blue arrows to the left and right of the current date. When you hover
your mouse pointer over these two arrows, the word “save” will show up. Clicking it will move you to the
previous or next day and will automatically save time entries for the day you previously entered time for.
A confirmation message will show up at the top of the page informing you about the amount of time saved
for the specified date.
Using the arrows for saving your time becomes very handy when, for instance, you are several days
behind with filling out your timesheet. In this scenario, you only need one click of the mouse to save and
move to the next/previous day at the same time. And if your days have identical time entries, you can use
“Quickday” to copy them. You can read more about “Quickday” in one of the following paragraphs.
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If you try to leave the page without saving, you will get a warning message that says: “If you leave this
page, your current changes will not be saved. To continue without saving, click OK. To save your changes,
click Cancel; then click the Save button.”
To delete time entries (both regular and time-off), check the box to the right of the entry you want to
delete and click “save”. The page refreshes, the marked row will disappear and the total number of hours
will be updated to reflect the change.
How to Add and Delete Notes

The leftmost column on the time entry page contains notes associated with each and every time entry.
You may enter comments, task descriptions, minutes of a meeting, or anything else you might want to
add in relation to that time entry. When no comment was entered, the Notes icon looks empty. When a
comment exists, the Notes icon will appear as a page with blue lines.
The Notes field opens in a popup window. You are limited to a maximum of 2.000 characters. Click OK to
save the note. Remember that closing the popup window from the “Close” button on the top right corner
of the popup will not save the text you entered.
To delete a comment, click on that comment’s icon to open the popup, select the entire text and delete it
from the keyboard. Click OK to save your changes. The Notes icon will turn to blank, showing you that no
comment exists there anymore. Remember that deleting a time entry will also delete the note associated
with it.
Notes are extremely useful when you need to remember the details of your own work on a certain day or
to inform your timesheet approver about the work you performed.
If the notes popup window won’t open or your notes are not saved, most likely you are using an outdated
browser. Under many of the older Netscape and Internet Explorer browser, the notes feature will not work
properly. Please check to make sure that your Netscape version is at least Netscape 4.78 or newer and
that your Internet Explorer version is IE 5.0 or newer.
Note: The comments you enter on the Day or Week View pages will show up on reports.
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How to Use the Stopwatch Timer

As of ClickTime Version 4.0 you have the ability to clock in and out your time entries with the help of the
Stopwatch Timer. This feature will allow you to keep track of your time allocation in a more accurate and
efficient way. Whether it is a meeting, a conference call or a phone call from a client, all you have to do is
start your timer at the beginning of the event you want to track, and then stop it at the end. The
stopwatch will count for you the exact amount of time taken by an activity. It will also record the start and
end time, which can be shown to a client, in case of disagreement. As it is an automated process, you
won’t have to write down or memorize this kind of information anymore, in order to input it in ClickTime
at a later time. The following paragraphs will describe how to use the Stopwatch timer.
The first time you log in to ClickTime after the Stopwatch Timer feature has been added to the software,
you will see a message on your Day Entry view page giving you basic information and instructions on how
to configure this feature. The message will look like in the screenshot below:
Of you use the “Click here to try it now” link, the timer column will show up on your Day Entry page and
you will be able to use timers right away. If you decide you want to start using timers or, on the contrary,
you don’t want to see this feature on your time entry screens, click on the provided “My Preferences” link
and select “no” in the corresponding dropdown menu. (see image below).
Stopwatch timers will appear only on the current day and on those days in the past where a timer was
used to create a time entry. You will not be able, however, to create time entries with the timer for any
days in the past or future. You can see saved stopwatches on past days, but you will be able to restart
them.
The saved time will round up to the nearest time increment specified by your company’s administrator on
the company’s preferences page. For example, if your company is set to round time to ¼ of an hour, if
you ran the timer for only 2 minutes, the system will actually save 15 minutes (that is 0.25 hours). If your
company wants you to use the timer in the most accurate way, we recommend that you choose 1/10 of
an hour increment.
You can start a timer even if you haven’t specified a job or task for it yet. You can do that later, but before
saving the time entry. You can also log into your account, start a timer and log out. The timer will
continue to run in the background, even if you are not logged in. You can log back in later in the day,
using any computer, stop the timer and save your time entry. This functionality is basically the equivalent
of your traditional clocking in and out.
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If you hover your mouse over a stopwatch timer that has been either started, stopped or saved, a popup
window will appear showing the following information: timestamps for when the timer was started and
stopped and a “Clear” button that allows you to erase the time recorded with that timer. The “Clear”
button will not be available anymore after the time entry created with that particular timer was saved into
the system. To clear the time entry after it was already saved, you need to checkmark the entry on the
delete column and save your changes again.
About Time-Off Time Entries

At the bottom of your regular time entry list you can see additional rows where you can enter time off.
Your company must have active Leave Types, in order to enter non-worked time. If you’re unsure about
your company’s time off policies, please consult your ClickTime or payroll administrator. To enter non-
worked time:
• Under the Personal tab, click on “Day View” (or “Week View”).
• Use the pop-down menu “Time Off” to choose an appropriate Leave Type.
• Enter the appropriate number of hours in the same row.
• Click on the “Save” button to save your changes.
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To enter more time-off items, save your changes using the “Save” button. When the page reloads, you
will have additional rows. To read more about how time-off entries are integrated in the ClickTime system,
please read the help topics under Non-Worked Time and Time-Off Accruals.
Copying Time Entries with Quickday

The Quickday button will enter the last saved day that you have entered time for. This is a useful tool for
people who do the same or similar jobs and tasks everyday. After clicking the Quickday button, your jobs,
tasks, and hours will show up in their respective fields. Don't forget to click "save." The Quickday
confirmation message will only appear for the first two months after a new user is created. After this
period, it is assumed that you are familiar with the functionality of the “Quickday” button and you don’t
need to be warned anymore, every time you use it.
Notes:
• QuickDay will not copy notes associated with copied time entries.
• The QuickDay button will not be visible to users belonging to companies that have DCAA
compliance enabled. For more information about DCAA, please refer to the DCAA Compliance
help section.
About the Non-Allocated Job

This option allows you to select a job for an "unspecified client". This can be looked at as a "space holder"
in the case that the administrator has not added the client or for reasons specified by the company
administrator. Some companies use this for internal tasks for the company.
If this option does not show up in your job list, it is because the account administrator has not included
this option in your company preferences. For Administrators and Managers: You cannot edit this "job."
This option will always be exported in the Job List export report.
How to Enter Time on Week View
Time Entry on Week View

With Week View, you can conveniently enter time for the entire week on one page.
You may not be able to enter time on the Week View page. That is because Week View is a feature that
incorporates modern web standards (HTML and JavaScript) and some older browsers that are supported
with the Daily View cannot be used with the Week View feature. The following internet browsers cannot be
used:
• Internet Explorer 5.x (Windows and Mac)

• Mozilla 1.2.x (Windows and Mac)
• Safari v85 and older (Mac)
To get to Week View, under the Personal tab, click on Week View. (see #1 in the image below). By
default, you will be taken to the current week. In our example, it is Aug 7 – 13, 2005. You can change the
week by selecting it on the “Change Week” drop down menu and clicking on “go”. The current date is
marked with a highlighted bar above the day. (see #3 in the image below).
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To enter time, you have to follow the same steps as on the Day View page. Select a job, a task and enter
time for the day or days you want, in the corresponding box. Entering notes on the Week View page is
done in exactly the same manner as on the Day View page. Save your changes. The “Total” column (see
#4 in the image below) will display the total number of hours entered for each row and for the entire
week.
Note: You may add up to 24 hours per day and 99 time entries per day.
How to Save and Delete Time Entries

The easiest and most intuitive way to save your time entries is to click the “save” button. You can also
save your work by clicking on the blue arrows to the left and right of the current week. When you hover
your mouse pointer over these two arrows, the word “save” will show up. Clicking it will move you to the
previous or next week and will automatically save time entries for the week you previously entered time
for. A confirmation message will show up at the top of the page informing you about the amount of time
saved for that week.
Using the arrows for saving your time becomes very handy when, for instance, you are weeks behind with
filling out your timesheet. In this scenario, you only need one click of the mouse to save and move to the
next/previous week at the same time. And if your weeks have identical time entries, you can use
“Quickweek” (see #2 in the image above) to copy them. You can read more about “Quickweek” in one of
the following paragraphs.
If you try to leave the page without saving, you will get a warning message that says: “You have unsaved
changes. If you’d like to save your work, press “OK”, or choose “Cancel” to proceed without saving your
changes.”
To delete time entries (both regular and time-off), check the delete icon to the right of the row you want
to delete (see #5 in the image above). A warning message will show up, saying: “Press OK to clear off the
time entries and comments from this row. Press Cancel to preserve them. This operation cannot be
undone.”
How to Add and Delete Notes

Adding and deleting notes is done in the same manner as on Day View.:
The Notes field opens in a popup window. You are limited to a maximum of 2.000 characters. Click OK to
save the note. Remember that closing the popup window from the “Close” button on the top right corner
of the popup will not save the text you entered.
To delete a comment, click on that comment’s icon to open the popup, select the entire text and delete it
from the keyboard. Click OK to save your changes. The Notes icon will turn to blank, showing you that no
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comment exists there anymore. Remember that deleting a time entry will also delete the note associated
with it.
Notes are extremely useful when you need to remember the details of your own work on a certain day or
to inform your timesheet approver about the work you performed.
If the notes popup window won’t open or your notes are not saved, most likely you are using an outdated
browser. Under many of the older Netscape and Internet Explorer browser, the notes feature will not work
properly. Please check to make sure that your Netscape version is at least Netscape 4.78 or newer and
that your Internet Explorer version is IE 5.0 or newer.
About Time-Off Time Entries

At the bottom of your regular time entry list you can see additional rows where you can enter time off.
Your company must have active Leave Types, in order to enter non-worked time. If you’re unsure about
worked time:
o Under the Personal tab, click on Week View.

o Use the pop-down menu “Time Off” to choose an appropriate Leave Type.
o Enter the appropriate number of hours in the same row.
o Click on the “Save” button to save your changes.
Copying Time Entries with Quickweek

Quickweek is a convenient feature that acts much like Quickday. It copies the last week of time that was
entered into the current week without copying comments. The Quickweek confirmation will only appear for
the first two months after a new user is created. If, under your Personal Preferences, you chose the option
to “hide weekends,” Quickweek will not copy your weekend entries.
Notes:
• QuickWeek will not copy notes associated with copied time entries.
• The QuickWeek button will not be visible to users belonging to companies that have DCAA
compliance enabled. For more information about DCAA, please refer to the DCAA Compliance
help section.
• The QuickWeek button will not be visible to users who are required to enter mandatory
comments with every time entry.
How to View Your Own Timesheets

How to View Your Own Timesheet
To view your timesheet for a particular week, simply go to the "Personal" tab, and click on "Timesheet
View" in the upper left corner of the screen (see #1 in the image below). The Timesheet View shows a
summary of time entries. The number of days displayed depends on your company’s timesheet model
(weekly, biweekly, semi-monthly, monthly, or custom).
The Timesheet View displays both regular and time off time entries, as well as comments. The comments
will be listed at the bottom of the page (as in #3 in the image below) and they are displayed together with
the date, job and time entry they are associated with.
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Unfortunately, you can't enter time while in the "Timesheet View". To make any alterations to your
timesheet you must be working in the "Daily View" or "Week View." Clicking on any of the days in the
timesheet (as you can see in the image above, the days are highlighted with blue – which means they are
links) will take you to your preferred time entry page (Day or Week View).
The timesheet we are using in this image for demonstration purposes is in editable format. The Timesheet
Status of an editable timesheet is “Open” (see #5 in the image above). A timesheet is still editable also if
its status is “Waiting for Approval”. That is the case of a timesheet that has been submitted for approval,
but has not been approved yet. While in this “waiting state”, you can still edit time entries. Once the
timesheet is approved, the status changes to “Approved” and the timesheet will be displayed in read-only
mode. That means you cannot make any changes to your time entries anymore. Only companies with the
Timesheet Approvals module will have access to this feature.
How to View Your Old Timesheets

To view older timesheets, you can do one of the following: enter the historical date you want to go to in
the fields provided on the left top of the screen (see #2 in the image above) and click on “go”. If you want
to return to the current timesheet, click on “current timesheet” in the same place.
Or, you can obtain a list of historical timesheets, by clicking the “More Timesheets” link (as in #4 in the
image above). This action will open a page similar to the image below. You will be able to select even
further, by asking the system to display all timesheets, only approved or only rejected ones. First pick the
type of timesheets you want to see, select a pre-defined time frame or a more specific time frame (you
can enter the exact dates) and click on “go”.
To see the detail page of any of the timesheets on the list click on the edit pencil next to the timesheet
you want to open.
To view the timesheet history, click on the history notes icon next to the timesheet you are interested in.
A popup window will open, containing a record of all the status changes that have been performed on that
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timesheet (e.g. from “Open” to “Waiting for Approval” to “Rejected” to “Waiting for Approval to
Approved”; etc), with the most recent action recorded at the top of the list.
The My Timesheets page will list all of your timesheets and their current approval status. You can check
the history of a timesheet to find any comments that were added to your timesheet (e.g. If your
timesheet was rejected, the administrator/manager may have added the reason for your timesheet's
rejection). You may make changes to your timesheet and resubmit it for approval.
How to Submit Your Timesheet for Approval

To submit your timesheet for approval, go to the Timesheet View and locate the timesheet you want to
submit. Click on the "submit timesheet" button. You can only submit timesheets that have an "open"
status. Note: Once you submit a timesheet, you are still able to modify any of the time entries within that
timesheet until it is approved.
To check the current status of one of your timesheets, go to the Timesheet View and locate the
appropriate timesheet. Below the date of the timesheet, the "timesheet status" is displayed.
After you click on the "submit timesheet" button on the Timesheet View page, a new window will pop up.
This window will display the timeframe and the person responsible for approving your timesheet. You can
also go to the "My Preferences" section of the Personal tab to locate the approver of your timesheets.
All email addresses entered in the CC field will receive a copy of the timesheet notification alert. You can
enter your own email address and keep the email as a record of submitting your timesheet. If the person
who approves your timesheet is out of the office (sick, vacation, etc.) you may want to CC a different
ClickTime administrator.
The timesheet history displays all historical actions and comments for that particular timesheet. For
example, it will show you when a timesheet was submitted for approval, as well as who approved it. If
your timesheet was rejected, proceed with the following instructions: under the Personal tab, click on
Timesheet View. Next to the Date display, click on the "More timesheets…" link.
Once you submit a timesheet for approval, you will no longer be able to edit the timesheet unless you un-
submit it first. This will prevent any changes being made to a timesheet, by its owner, while it is in
“waiting for approval” state. In other words, the owner of a timesheet can edit his/her own time entries
and comments only when the timesheet is in “Open” state (or status). A manager or administrator who
has permission to override that person’s timesheet may still edit it, even if the timesheet is in “Waiting for
Approval” mode. The same behavior applies to Expense Sheets. To read more about submitting expense
sheets for approval, please read more in the Expenses section.
How to Undo Timesheet Submission

If you accidentally submitted a timesheet for approval, go to the Timesheet View and locate the
appropriate timesheet. Click on the "undo approval submission" button. If you do not see that button,
check the status of the timesheet. If your timesheet has been approved, you cannot reverse the
submission process.
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How to View Your Timesheet Status History

Personal Preferences
This section is dedicated to all the settings and personal preferences that a standard user, who doesn’t
have any of the managerial or administrative permissions, can edit on the pages that he or she has access
to.
Obviously, any manager or administrator in the company has access to the same preferences as a
standard user, under the Personal tab.
How to Set Your Personal Preferences

To access your personal preferences page, click on the Personal tab and then click on “My Preferences”
link. Every time you want to edit your preferences, make sure you click “update” to save your changes. A
confirmation message will show up at the top of the page, saying: “Your preferences have been saved
successfully.”
Most of the fields on this page are editable, with the exception of your email address, your employee
number and the division you belong to. To change any information that is hard-coded you have to contact
your ClickTime administrator to make appropriate changes. Since your email address is required for sign
in, it can't simply be changed. To change your email address you must contact your administrator. They
will need to edit your account and replace your existing email address with another one.
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Here is a list of things you can edit on your preferences page:
Change Your Personal Information

Your Personal Information:
• Password: to change your password, click on the “change password link” on the right top corner of
the page (see #1 in the image below). It will open a window where you have to enter your existing
password, the new password and a confirmation. Click update. Next time you log in, you will use
your new password. Make a note of it, as you will not receive an email notification reminding you of
this change.
• Your Full Name: you can edit your name. This may be helpful if your administrator added you to
the system with a wrong first or last name or with a spelling error. Bellow your name there are two
un-editable fields, which display your assigned employee number and the name of the division you
belong to. These fields can be edited only by administrators or managers with the right permissions.
Change Your Timesheet Information

Your Timesheet Information:
Timesheet Approver This information appears on your preferences page only if your company has access
to the Timesheet Approvals module. It is in read-only format, as you are not allowed to choose the
approver for your timesheets. This information is provided to you, so that you know who is in charge of
approving your timesheets.
Preferred Time Entry Viewfrom the pull-down menu you can select between Day View and Week View.
How is this helpful? You will continue to be able to see both time entry pages, but every time you log in,
the first thing you will see is your preferred time entry page. Remember that if you are an administrator
or manager, the first page you see when logging in is the Quick View page. Also, please note that if you
are using one of the browsers that don’t support Week View, or if you are required to enter start and end
times, you should probably select Day View as your preferred time entry view.
Job Selection Method from the pull-down menu you can choose between two methods of selecting jobs on
Day View time entry page. The two options for the job selection method correspond with the time-entry
interfaces available to the company as defined in the company’s admin site settings. Thus the options
would normally include: pop-down list and type-ahead. All users will have this setting default to “pop-
down list”
Minimum Entries per Day here you can specify how many rows of worked time you want to have on your
Day View time entry page. You can enter up to 99 rows, as the system won’t allow you to type in a three
figure number.
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Default Task if you work every day on the same task, and whenever you enter time you have to scroll
down on the tasks list to get to your task, we have made things easier for you, by allowing you to select
your default task. This means that the task you choose in this drop-down menu will show up first on the
tasks list (on both Day and Week View pages) from now on.
Time Format time format can be represented either in 24-hour or in AM/PM form. Make your choice based
on which of these two you are more familiar with or on the time format commonly used in the home
country of your company.
Ability to Skip Weekends If you choose to skip weekends, the following will occur: on Day view, when you
use the left/right arrows to move between days, you will jump from Friday to Monday. On Week View you
will no longer see Saturday and Sunday in the week view. Also, Quickweek will not copy time entries from
the weekend that is not displayed.
Ability to Show/Hide the Stopwatch This field allows you to decide whether you want to see the stopwatch
timer on the Day View page for the current day. There are certain circumstances when users may be
required by their ClickTime administrator to always use stopwatches to enter time. In those
circumstances, you will not be able to hide the stopwatch from your Day View interface.
Change Your Expense Sheet Information

Your Expense Sheet Information:
Expense Approver This option shows up on your preferences page only if your company has access to the
Expenses module. It is in read-only format, as you are not allowed to choose the approver for your
expense sheets. This information is provided to you, so that you know who is in charge of approving your
expenses.
Default Expense Type This option shows up on your preferences page only if your company has access to
the Expenses module. If you have a recurring expense type (such as car rental, or hotel or internet
service), you may want to set it as your default expense type. Every time you add a new expense, the
expense type field will be pre-populated with this item.
Default Payment Type This option shows up on your preferences page only if your company has access to
the Expenses module. If you always use the same payment method (such as Visa card, cash or checks),
you may want to set it as your default payment type. Every time you add a new expense, the payment
type field will be pre-populated with this item.
Editing Your Jobs List

On the submenu of the “Personal” tab, click on “My Jobs”.
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You can select what jobs you want to see on the time entry pages. This is useful when you only work on a
few jobs and you are not interested in seeing items that you never add to your timesheet. Use this page
to show or hide clients or jobs from your list. Don't forget to hit "save" when you are done.
Editing Your Tasks List
On the submenu of the “Personal” tab, click on “My Tasks”.
You can select what tasks you want to see on the time entry pages. This is useful when you only work on
a few tasks and you are not interested in seeing items that you never add to your timesheet. Use this
page to show or hide tasks from your list. Don't forget to hit "save" when you are done.
Timesheets
This section talks about timesheets and all the powerful time tracking tools that ClickTime offers you.
We will discuss simple timesheet review operations, incomplete timesheet reports, as well as advanced
timesheet approval functions, that are available only to companies that have access to the
optionalTimesheet Approvals Module.
Timesheet Approvals
Timesheet Approvals is an optional module.
If you haven’t selected access to this module during your signup process and still haven’t decided for it at
the activation of your account, you are not able to see and test any of the features discussed in this
section. However, we invite you to read this section and look at the demo images. Maybe you will realize
your company needs “Timesheet Approvals” after all.
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If you would like access to the Timesheet Approvals module, please contact ClickTime Sales for more
details.
Also, read the “DCAA Compliance” section, if you would like to set up your company for timesheet
approvals and DCAA compliance at the same time.
How to Submit Your Timesheet for Approval
Submit a Timesheet
To submit your timesheet for approval, go to the Timesheet View and locate the timesheet you want to
submit. Click on the "submit timesheet" button. You can only submit timesheets that have an "open"
status. Note: Once you submit a timesheet, you are still able to modify any of the time entries within that
timesheet until it is approved.
To check the current status of one of your timesheets, go to the Timesheet View and locate the
appropriate timesheet. Below the date of the timesheet, the "timesheet status" is displayed.
who approves your timesheet is out of the office (sick, vacation, etc.) you may want to CC a different
View My Timesheets Status

How to Undo Timesheet Submission

If you accidentally submitted a timesheet for approval, go to the Timesheet View and locate the
appropriate timesheet. Click on the "undo approval submission" button. If you do not see that button,
check the status of the timesheet. If your timesheet has been approved, you cannot reverse the
submission process.
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How to View Your Timesheet Status History

Expenses
The optional ClickTime Expenses Module provides a convenient method of tracking expenses.
A person creates an expense sheet in order to capture the various expenses incurred from work-related
tasks and purchases. Once completed, the person submits the expense sheet for approval.
An administrator or manager reviews the expense sheet, confirms that it has been completed
satisfactorily, and marks the expense sheet as “approved.” If an expense sheet is rejected, the expense
sheet is returned to the person for correction.
If you would like to add the Expenses module to your account, please contact ClickTime Sales.
How to Work with Expenses
Adding, Editing and Deleting an Expense Sheet

In order to effectively track your expenses, you will need to create an expense sheet. An expense sheet
provides a method for grouping various expenses together for the purpose of submitting them for
approval. Please note that expense sheets may be grouped by date or function. You may create expenses
sheets for each month of the year or based on specific functions (e.g. annual conference, spring
recruiting). Contact your ClickTime administrator or manager for your company’s expense sheet policies.
Creating a new expense sheet

Editing an expense sheet
Deleting an expense sheet
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Creating a New Expense Sheet

Go to Personal > Expense Sheets. Click on the “new expense sheet” link at top right-hand corner. (see
image above) Enter a title and date for the expense sheet. As noted by the red asterisks, these fields are
required.
Tracking ID and Description are optional. The tracking ID is commonly used as a phrase or code which can
be matched with an expense envelope for receipts. The Description field may be used to enter comments
or additional information regarding the expense sheet. For example, if you are submitting an expense
sheet for a business meeting, you may enter the client information in the description field. Click “add” to
create the expense sheet.
Editing an Expense Sheet

An expense sheet does not have to be created and submitted at the same time. People can create an
expense sheet and edit it as new expenses are incurred. For example, a person can create a new expense
sheet titled “February 2004” at the beginning of February and add new expenses throughout the month.
At the end of the month, the person can review his/her expenses, make appropriate changes if necessary,
and then submit it for approval.
Unlike timesheets, expense sheets are categorized differently and allow overlap. For instance, you may
have two different expense sheets titled “Client A Consulting” and “Client B Consulting.” You may create
expenses that have the same dates for both expense sheets. To edit an expense sheet:
• Click on the “Expense Sheets” link.
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• Locate the appropriate expense sheet and click on the corresponding edit pencil icon.
• You may edit the properties of the expense sheet (title, date, allowing foreign currency, etc) by
clicking on the “edit properties” link.
Deleting an Expense Sheet

• Click on the trash icon.
WARNING: Once an expense sheet is deleted, this action cannot be undone.
Adding, Editing and Deleting an Expense Item

After creating an expense sheet, you will need to add expense items. An expense item is a single expense
that an employee needs to be reimbursed for. This could consist of a cab ride, hotel charge or mileage
from driving to a work-related function. Each expense item in the expense sheet must be entered
individually.
Adding an expense item

Editing an expense item
Deleting an expense item
Adding an Expense Item

To create an expense item:
• Once an expense sheet has been created, go to the Expense Sheet Detail page.
• Click on the “add expense” link.
• Date – enter the date in which the expense took place. This field is required.
• Type – click on the pop-down list to select the expense type.
• Mileage – this field is only applicable if a mileage expense type was selected.
• Amount – the value of the expense; this must be a numeric value. This amount gets
automatically calculated for a Mileage Expense Type item based on the Expense Type’s rate and
the number entered as a mileage. This field is required.
• Payment Method – click on the pop-down list to select the payment method. This field explains
how the expense was paid.
• Description – Enter the description of the expense (e.g. lunch with Client A and Restaurant
XYX).
• Click on the Notes icon to enter detailed notes. For example, if the expense was a client lunch,
you may use the comment section to enter a list of attendees.
• Job – a person may select a corresponding client/job that the expense is associated with. This
pop-down list corresponds to a person’s My Jobs subscriptions.
• Bill to job – Check this checkbox if the expense type is billable to a client/job. Select the
appropriate client/job in the pop-down list.
• Click “Save” to add the expense item to the expense sheet.
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(See following image for all the fields described above.)
Editing an Expense Item
To edit an expense item:

• Roll your mouse over the expense item that you want to edit. The item will be underlined and
you can click on it, to open its detail page. You will know you are in edit mode by seeing the
title “Edit Expense” at the top of the page (see image above).
• You may edit any of the fields belonging to this expense item
• Click “Save” to preserve your changes.
Deleting an Expense Sheet

To delete an expense item, follow the steps you’d follow to edit an expense item. Once you get to the
detail page of an expense item, click on the trash bin icon. (highlighted in the image above). Remember
that deleting is an irreversible action.
Entering Expenses with Foreign Currency

Creating Expense Sheets with Foreign Currency Expenses
To create an expense sheet with the foreign currency feature:

• Click on the “new expense sheet” at top right-hand corner.
• Enter a title and date for the expense sheet.
• Tracking ID and Description fields are optional.
• Check the checkbox for “enable entry of foreign currency expenses”
• Click “add” to create the expense sheet.
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After creating an expense sheet with foreign currency, you will need to add expense items with foreign
currencies. Each expense item in the expense sheet must be entered individually.
To create an expense item with foreign currencies:

• Once an expense sheet has been created, go to the Expense Sheet Detail page
• Click on the “add expense” link
• Enter the Date
• Select the Type of expense and enter the mileage (if applicable)
• Amount - Enter the expense amount in the foreign currency
• Currency - Select the foreign currency used for the expense item in the pop-down list
• Rate - The exchange rate can be entered manually (the rate of exchanging one unit of the
foreign currency to the local currency) or automatically by clicking on the rate “lookup” link.
This will pop up a new window displaying the current exchange rate between the foreign
currency and your local currency. To accept the rate, click “use this rate” (see image below) and
it will be automatically entered into the Rate field
• Converted Amount – This field will be calculated automatically once the Amount and Rate fields
are entered. This amount is displayed in your local currency after applying the exchange rate.
Select the Payment Method Enter a Description (optional) Job – select a job if applicable Bill to job –
check box if applicable Click “save” to add the expense item to the expense sheet When the
Foreign Currency Expenses feature is enabled, the Expense Sheet Detail page displays additional
information. The Expense Sheet Detail page shows in the “Payment” column the amount paid in the
foreign currency and the exchange rate used for the conversion.
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How to Print Your Expense Sheet
To print an expense sheet:

• Click the “Printable version” link
• Click on the printer icon to print.
The image below is a sample expense sheet printout.
Expense Approvals
When people are finished recording their expenses, they submit their expense sheets for approval.
Administrators and managers have the option to approve, unapprove, or reject based on the expense
sheet’s accuracy. If you have expense sheets waiting for your approval, you will see the following screen
upon signing in.
Before approving or rejecting the expense sheet, an administrator or manager can view the expense
sheet’s history. At the Expense Sheet Detail page, clicking on the “Status” will pop up a new window
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displaying all of the historical actions and comments for that specific expense sheet along with their date
and time.
How to View Your Expense Sheets

The “My Expense Sheets” page conveniently displays a person’s expense sheets. To access the My
Expense Sheets page, simply click on the Expense Sheets link on the navigation bar.
In the My Expense Sheets page, a person has the ability to submit or un-submit a group of expense
sheets simply by checking the corresponding checkboxes, selecting an option in the pop-down list, and
clicking “go.”
The pop-down list next to the word “Show” allows a person to sort the My Expense Sheets to show various
expenses sheets based on their approval status (Open, Waiting for Approval, Approved, Rejected). People
may click on a History icon to view the historical actions and comments for the corresponding expense
sheet. If an expense sheets is marked as “Approved” or “Waiting for Approval” it is no longer editable. A
person can reset the status of an expense sheet that is “Waiting for Approval” from un-editable to editable
by un-submitting the expense sheet. Changes can then be made and the expense sheet can be re-
submitted for approval.
The reimbursable status of an expense item can now be viewed on “My Expense Sheets” page. The “total”
column will display the total amount of an expense sheet, whereas the “reimbursable” column will show
only how much of that total is reimbursable money. A detailed breakdown of reimbursable expenses can
be found by clicking on an Expense Sheet to open the detail page of that expense sheet.
How to Set Default Expense Sheet Values

To make entering expenses easier and quicker, a default expense type and/or payment method can be set
to frequently entered items. To set a default payment type and/or payment method:
• Click on “My Preferences” link.

• Click on the pop-down list next to “default expense type” to choose a default expense type.
• Click on the pop-down list next to “default expense payment method” to choose a default
payment method.
How to Submit an Expense Sheet for Approval

Depending on your company’s expense management policies, you may need to submit your expense
sheets electronically or manually.
Electronic submission of expense sheets is completed by clicking on the “submit expense sheet for
approval” button. Once an expense sheet is submitted, the manager configured to approve the person’s
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expense sheet receives an email notifying him/her that an expense sheet is ready for approval. The
manager then logs in to review the expense sheet and has the option to approve or reject.
A manual method of submitting expense sheets is also available. Generally, the manual submission of
expense sheets involves printing the expense sheets and submitting them to the appropriate manager.
Submitting an Expense Sheet for Approval

• Click on the “submit expense sheet” link.
• A new window appears titled “Submit Expense Sheet for Approval.”
• The top of window shows the administrator/manager configured to approve the expense sheet.
• You may add comments if necessary.
• In the “CC” field, you have the option to add email addresses. You can add your own email
address to keep a record of expense sheet submissions. (Note: an email will be sent to your
expense sheet approver once the “submit for approval” button is clicked).
• Click “submit for approval” to submit the expense sheet.
Once you submit an expense sheet for approval, you will no longer be able to edit the expense sheet
unless you un-submit it first. This will prevent any changes being made to an expense sheet, by its owner,
while it is in “waiting for approval” state. In other words, the creator of an expense sheet can edit his/her
own expenses and comments only when the expense sheet is in “Open” state (or status). A manager or
administrator who has permission to override that person’s expense sheet may still edit it, even if it is in
“Waiting for Approval” mode. The same behavior applies to Timesheets. To read more about submitting
timesheets for approval, please refer to the Timesheet Approvals section of the help documentation .
Note: If you are an administrator or manager with the appropriate configurations, you may be able to
submit/approve your own expense sheet at the same time.
Unsubmitting an Expense Sheet for Approval

If you submit your expense sheet for approval and then realize that it is incorrect or incomplete, you may
unsubmit the expense sheet if it has not been approved yet. In other words, all approved expense sheets
are locked and cannot be unsubmitted.
To unsubmit an expense sheet:

• Click on the “undo approval submission” button.
• Click OK to the confirmation.
Check the Status of an Expense Sheet

The “My Expense Sheets” page conveniently displays a person’s available expense sheets. To access the
My Expense Sheets page, simply click on the Expense Sheets link in the navigation bar.
In the My Expense Sheets page, a person has the ability to submit or unsubmit a group of expense sheets
simply by checking the appropriate checkboxes, selecting an option in the pop-down list, and clicking “go.”
The pop-down list next to the word “Show” allows a person to sort the My Expense Sheets to show various
expenses sheets based on their approval status. People may click on a History icon to view the historical
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actions and comments for the corresponding expense sheet. If an expense sheets is marked as
“approved,” it is no longer editable.
Reports
My Reports
To view your own reports, click on "My Reports" on the navigation bar. The following reports are available
to you:
Horizontal Timesheet
Provides a 16-day view of time allocation for you. Shows breakdown of dates, jobs, time, and comments.
Vertical Timesheet
Shows a complete breakdown of dates, hours (including start and end times), jobs, tasks, and comments.
Maximum date range is one year.
Incomplete Time Entry

Useful for determining which days you have not entered your minimum time.
Job and Task Summary

Useful for a quick overview of your cumulative hours as well as the breakdown of time by jobs and tasks.
Task Summary
Useful for a quick overview of your time allocation to all tasks. Provides cumulative hours only.
Expense Sheet
Useful for printing of an expense sheet and manager approval. Shows breakdown of dates, jobs, expense
amounts and comments. This report is available only if your account has access to the optional Expenses
Module.
Time Off and Accrual Summary

Provides a quick summary of your current time off balances for specified leave types (types of non-worked
time).
If no leave types are listed as checkbox options when running this report, contact your company's
administrator about configuring the time off and accruals settings.
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Time Off and Accrual Detail

Provides a detailed breakdown of all time off taken and accrued as well as your current balance for
specified leave types (types of non-worked time).
If no leave types are listed as checkbox options when running this report, contact your company's
administrator about configuring the time off and accruals settings.
Report Viewing Options

ClickTime provides the ability to create, view, export, and print various reports. Reports are viewed by one
of three methods: PDF, ActiveX, and HTML Frame. Not all browsers and operating systems support all
methods so we've provided some suggestions. Depending on your computer and browser not all of these
options will be available.
Report Viewers:
PDF:
Available for both Windows and Macintosh machines and requires the Adobe Acrobat reader. Compatible
with Netscape and Internet Explorer on Windows and Macintosh. If you do not have Adobe Acrobat
Reader, you can download it for free from Adobe's website
http://www.adobe.com/products/acrobat/readstep2.html. PDF is the preferred viewer, offering the most
functionality. Also, reports look best when printed in the PDF format.
ActiveX:
Provides the most efficient and best looking reports. It is available for Windows machines running Internet
Explorer 5.0 or higher. When running an ActiveX report for the first time, your computer may display a
security confirmation as your computer starts to download the viewer application. You need to confirm
that it is OK to download the software in order to use the viewer.
If you are unable to run Active X reports on your PC, there is a possibility that you are running a different
application on your computer that uses a different version of Crystal Reports. You may need to run your
reports with Java, instead, if you are unable to delete the application from your system that uses Crystal
reports. For more information on this, please contact ClickTime Support .
HTML:
We offer plain-HTML reports for people who cannot view ActiveX reports. This viewer is limited to viewing
reports onscreen.
We suggest PDF or ActiveX for printouts and report export.
How to Print Reports

The best file format for printing reports is PDF. Select the PDF viewer before you run the reports if you
want to print them.
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Non-Worked Time and Time-Off Accruals
Non-Worked Time and Time-Off Accruals

An administrator or manager can select or create “Leave Types” (non-worked time such as vacation, sick
leave, or company holiday) that are available to all the people in the company. Once they are available,
an administrator or manager adds hours to each person in the company who gains accrued hours.
People in the company can then enter time against these Leave Types on their timesheet.
Automated Accruals are available as an optional module. With Automated Accruals, it is not necessary for
an administrator or manager to manually add monthly accruals (i.e. 8 hours per month for vacation).
Please contact ClickTime Sales for more information.
How to Enter Your Own Time-Off

Your company must have active Leave Types in order to enter non-worked time. If you’re unsure about
worked time:
• In Personal View, click on Day View or Week View.

• Use the pop-down menu “Time Off” to choose an appropriate Leave Type.
• Enter the appropriate number of hours in the same row. You can also enter a note.
• Click on the “save” button to save your changes.
How to View Your Own Time-Off Reports

To run a report to find out your non-worked hours utilization and balance:
• In Personal View, click on My Reports.
• Select either “Time Off and Accrual Summary” or “Time Off and Accrual Detail”.
• Click on the “use this report” to run either report.
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The Desktop Application

What is the ClickTime Desktop Application?
A few words about this handy application: ClickTime Desktop Application is a small and light piece of
software that easily installs on your personal computer, either a desktop or a laptop, a PC or a Mac.
Downloading and Installing the Desktop Application

To download the ClickTime Desktop Application, first click on the Download tab. You will be taken to a
page that looks similar to the image below. The ClickTime Desktop Application is a free download for
ClickTime subscribers on the Basic or Corporate Plan.
Desktop Application - Version 2.0 BETA 6

The application is available for Windows XP/2003/2000 and Mac OSX (10.2 or greater) operating systems.
Before downloading the latest version of the Desktop Application, you will first need to uninstall the old
version. Please read the "How to Uninstall the Desktop Application" section for more details.
Note: This new beta version includes a "save" button and bug fixes. We strongly encourage all people who
are using an older beta version to upgrade as soon as possible. Older beta versions will expire on
December 31, 2006.
Installation Instructions for Windows Users

Simply expand the ClickTimeWinBeta2b6.zip file and drag the "ClickTimeWinBeta2b6" folder to your hard
drive, in the location you prefer. You may create a shortcut to the application on your desktop or in your
Startup Items folder if you wish. You must keep all files in this folder together.
Installation Instructions for Mac OS X Users

After downloading the ClickTime Desktop Application, do the following:
1. Mount the disk image file by double-clicking on the "ClickTimeMacBeta_2b6.dmg" file (your web
browser may do this automatically for you).
2. Open the mounted disk image by double-clicking it.
3. Select and drag the "ClickTime 2.0 Beta 6" application icon into your Applications folder.
4. You may create an alias/shortcut to the application on your desktop if you wish.
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If you are working from a PC and you receive errors when you try to install or use the Application, your
unzip program most likely didn’t download / unstuff all the information correctly. Make sure your
ClickTime folder contains these files:
• An xtras folder • msvcrt.dll

• ClickTime Readme.txt • prefcast.cxt
• ClickTime.exe • Proj.dll
• datecast.cxt • timesheet.dxr
• Dirapi.dll • utilcast.cxt
• Iml32.dll • XML_util.cx
• login.dxr
Open the xtras folder. It should contain these files:
• Animated GIF Asset.x32 • NetLingo.x32

• FileIo.x32 • OSControlXtra.X32
• FileXtra4.x32 • quitMsg.x32
• Flash Agent.x32 • Text Asset.x32
• INetURL.x32 • TextAuth.x32
• JPEG Agent.x32 • TextXtra.x32
• NetFile.x32 • WatcherHelper.x3
Desktop Application - Version 1.4.38
Installation Instructions for Windows Users
• Click on the "Windows" link and select "save."

• Select a destination to save the file.
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• Once downloaded, locate the file (ClickTimeWIN.zip).

• Right-click on the file, put your mouse cursor over "WinZip" and select "Extract to here."
• Locate the extracted folder named "ClickTime" and double-click on the ClickTime icon to launch
the Desktop Application. You may create an alias/shortcut to the application on your desktop or
in your Startup Items folder if you wish.
Installation Instructions for Mac OS X Users
• Click on the "Mac OS X (10.2.x or greater)" link.

• Mount the file by double-clicking on the ClickTime.dmg" file.
• Open the mounted file by double-clicking "ClickTime."
• Select and drag the "ClickTime 1.4 for X" folder into your Applications folder. You may create an
alias/shortcut to the application on your desktop if you wish.
Installation Instructions for Mac OS 9.x Users
• Click and hold the "Mac OS Classic (9.x)" link, select "Download link to disk."
• Select a destination to save the file and click OK.
• Once downloaded, double-click on the file named "ClickTime 1.4 for Classic.img"
• Double-click on the file name "ClickTime 1.4 for Classic"
• Select and drag the "ClickTime" folder into your Applications folder. You may create an
alias/shortcut to the application on your desktop if you wish.
Upgrading Your Desktop Application

If you are upgrading to a new version of the Desktop Application, and you have been working in “offline”
mode, you need to switch to “network” mode before downloading the newer version of the application.
This step is necessary for the following reason: when you work in “offline” mode, all your time entries are
stored locally on your computer. When you work in “network” mode, your data is transmitted to the online
ClickTime system and stored there. If you uninstall the old version Desktop Application after you have
worked “offline”, all the time entries that were stored locally on your computer will be lost.
To uninstall an old version of the Desktop Application follow the instructions provided in the
“How to Uninstall the Desktop Application” section.
Network Mode vs Offline Mode

“Network” is intended for people with an active connection to the Internet, either through a modem,
wireless connection (WiFi) or a LAN.
“Offline” is for people who have no connection to the Internet. For

example: people on an airplane, out of the office, or with no access to
a modem. If you are uncertain, you should attempt to use the
“Network” mode first. If that fails, and you are certain you have no
network connection, sign in with “Offline” mode selected.
The “Offline” mode allows people to sign time even when there is no
network connection whatsoever. However, a person must have signed
in at least once in the past 30 days for the “Offline” mode to be
available. This permits the program to keep a local copy of jobs and
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tasks on the local hard drive, which will be synchronized with the server during the next sign in. If a
person enters time in “Offline” mode, and there is also time stored on the server for the same day, the
entries will be combined.
Logging In and Signing Out

The first time you sign in with the Desktop Application, you must do so in “Network” mode, so the Desktop
Application can download your company’s job and task information from the web site. After that, you can
use the desktop application in “Offline” mode. Keep in mind, however, that the information stored on your
local hard drive will need to be synchronized with the ClickTime server once in a while. The
synchronization is done by signing in with “Network” mode. During synchronization, your time entries are
“uploaded” on the server, while your Desktop Application is “refreshed” with an updated list of jobs and
tasks that matches the one you see when you log in with the web interface.
Use your full email address and password to log in. The email address and password must be the same as
the ones you use to log in with the web interface. If, after login, you can’t see the place where you can
input time, it’s because the application has the ability to collapse, taking up less space on your screen.
Click on the ClickTime logo and the application should expand, revealing the time entry area.
To avoid typing your email address every time you log in, click on
Preferences and check the box that says “Remember my User Name”.
The application will remember your email address, but you will still
have to provide your password to log in. If you type in an incorrect
password, the following message will be displayed on your screen:
“An error has occurred. Login not found”. If you forgot your
password, go to the online login page and use the “forgot your
password?” link to have your password emailed to you.
If you are working in “Network” mode and are not able to connect to the server, please contact your
company’s IT person. You might need to enter a proxy server IP address. This can be done on the
Preferences page of the Desktop Application, as shown in the image to the right.
To log out of the Desktop Application, you can do one of the two following things: either click the close
button or the “Quit” button. Before quitting, the application will ask you to confirm this action. This
prevents logging out by mistake or leaving incomplete time entries.
For extra security, your Desktop Application will log you out automatically 48 hours after you logged in.
You will be logged out at midnight, after 48 hours have passed. All your non-saved time entries will be
automatically saved before you get logged out. This behavior allows for constant synchronization with the
website, updating the job and task lists that are displayed on your Desktop Application or informing you of
new Desktop Application versions available for download.
Time Entry with the Desktop Application

The main time entry mode for ClickTime is through online timesheets. What if you don’t have an Internet
connection at your place of work or your job entails a lot of travel? ClickTime offers you an alternative to
entering time through its web interface. This alternative is entering time through the ClickTime Desktop
Application. Next time your computer is connected to the internet, your time entries are transmitted from
the Desktop Application to your online account. So, when you log in through the web interface, you will
see all your time entries showing up on the corresponding days.
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Entering, Saving and Deleting Time

Adding a Time Entry
To enter time, you must click on the first job row. You will not be allowed to enter time on other rows, if
there are blank rows above them. Select a job from the pull-down list. In the task field, select a task from
the pull-down list of available tasks.
Click on the corresponding time field. You will see a pop-down with all possible time entries available,
depending on your company’s allowable time increments. In the example to the right, the person is
allowed to enter time with 15 minute increments.
The ClickTime Desktop Application allows employees to enter a maximum of 14 entries per day. If you
need to enter more than 14 entries on a day (or on a regular basis); you must use ClickTime’s web-based
interface.
Also, if you entered more than 14 entries of time on the web, the desktop application will only display 14
entries. However, the total number of hours will match the total on the website. If you notice there is a
difference between the total number of hours displayed and the actual entries you have, it is most likely
because you have more time entries on the website.
Saving Your Time Entries

a. To save your time entries, click on the "save" button on the upper right side. This button is
disabled when all your time entries are saved. The moment you start adding a new time entry,
the button will become active.
b. You can also save your time entries by clicking on the left and right arrows preceding and
following the current date at the top of the application. The date are will temporarily change to
say “Submitting data…”. This means that your time entries are being synchronized with the
server.
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c. Another way of saving time entries is to click on the preceding or following days or on their
corresponding “summary” fields. The same “Submitting data…” message will briefly appear to
confirm the successful transmission of your data.
d. Quitting the application will also save your data. The system also automatically saves your time,
if it detects any changes you made to the data you previously entered.
Deleting Your Time Entries

To delete time entries, simply click on the red delete button (marked with a red cross) that shows up on
the left end of time entry rows. The process is similar to deleting time entry rows on the web interface.
Using the Stopwatch Timer

The Desktop Application allows you to record worked time more accurately, by providing a stopwatch that
works very much like its web-based counterpart.
In the image to the left you can see a yellow icon with a stopwatch
painted on it. This icon will show up only for one row at a time,
since you can’t run more than one stopwatch at a time. To make it
appear on a specific row, you have to roll your mouse over that
row.
Click on the stopwatch icon and the timer bar will show up at the
top of the application. The selected row will be highlighted to
remind you what job / task you are entering time for. The start,
stop and pause buttons are similar to the standard ones used in any
software / hardware that involves a timeline.
Make sure you save your time entries the same way you would
when you enter them without using the stopwatch.
Using the Calendar

If you want to move in-between days that are far apart from each other, or check time entries from the
past, you can use the calendar. To access the calendar, click on the date at the top of the application. It
will open a popup window where you can select the date in the past or today’s date, in case you are
coming back from a date in the past.
The image below is an example of how the calendar looks like.
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Desktop Application Usage Restrictions

Access to the ClickTime Desktop Application will not be permitted in the following situations:
1. If DCAA compliance is enabled (on the Company Preferences page).
2. If the user's ClickTime account is set to require start and end times (on the Person Detail
page).
3. If your company's administrator disabled the right to download and use the ClickTime Desktop
Application (on the Company Preferences page, under Security Settings).
4. If your company's ClickTime account is configured to restrict task availability by client or job
selected (on the Company Preferences page, under Task List Settings).
5. If your company is set to enter time only through the “type-ahead” job selection method on the
Day View page, meaning that your company cannot use the standard “pop-down list” interface.
For more information about this, please contact your company’s ClickTime administrator.
6. If a user is required to enter mandatory comments with every time entry.
7. If the company has enabled the use of multiple job levels (phases and sub-phases).
How to Uninstall the Desktop Application

Follow the uninstall instructions for the Desktop Application Version that you have installed on your
computer:
Desktop Application - Version 2.0 BETA 6
Uninstall Instructions for Windows Users

Drag the "ClickTimeWinBeta2b6" folder into your Recycle Bin.
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Uninstall Instructions for Mac OS X Users

First, drag the "ClickTime 2.0 Beta 6.app" application icon from your Applications folder to your Trash.
Next, find your "Clicktime 2_0 Prefs" folder (to locate this folder, go to your hard drive, open the "Users"
folder, double-click on the user you are currently logged-in as, open the "Library" folder, then open the
"Preferences" folder) and drag it to your Trash.
Desktop Application - Version 1.4.38
Uninstall Instructions for Windows Users
• Locate the "ClickTime" folder and drag it to the Recycle Bin.

• Locate the "ClickTime 1_4 Prefs" folder and drag it to the Trash. The "ClickTime 1_4 Prefs"
folder can be found at one of the following directories:
o C:\Documents and Settings\UserName\Local Settings\Application Data
o C:\Windows
o C:\WinNT
o If you are unable to locate the "ClickTime 1_4 Prefs" folder, please contact your network
administrator for assistance.
• Delete any alias/shortcut you may have created.
• Empty the Recycle Bin.
Uninstall Instructions for Mac OS X Users
• Go to your Applications folder.

• Locate the "ClickTime 1.4 for X" folder, and drag it to the Trash.
• Locate the "ClickTime 1_4 Prefs" folder and drag it to the Trash. The "ClickTime 1_4 Prefs" folder
can be found at the following directory: Macintosh HD\Users\UserName\Library\Preferences.
• Empty the Trash.
Uninstall Instructions for Mac OS 9.x Users
• Go to your Applications folder. Locate the "ClickTime" folder, and drag it to the Trash.
• Locate the "ClickTime 1_4 Prefs" folder and drag it to the Trash. The "ClickTime 1_4 Prefs"
folder can be found at the following directory: Macintosh HD\System Folder\Preferences
• Empty the Trash.
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ClickTime Mobile Edition

We’ve developed a special version of ClickTime just for Palm Treo, Windows Mobile, Sidekick and
Blackberry web users. Just point your mobile device’s web browser to http://clicktime.com and login to
add and edit time and expenses.
Configure Your Mobile Browser Settings

The web browser on your mobile device must support and have cookies and must be JavaScript enabled.
To read more about how to configure the browser settings of your mobile device, go to the "Optimize Your
ClickTime Mobile Device" section.
Forgotten Login Email and/or Password

If, at some point in the future, you are unable to login on your mobile device, go to www.clicktime.com on
a desktop computer or laptop and try to login there. If you still have problems, use the “forgot your
password” link. Your password will be emailed to you. You can also try contacting your ClickTime account
administrator, who can supply your login email and/or password.
How to Enter Time with ClickTime Mobile Edition

Adding time entries with ClickTime Mobile Edition
First, make sure you have selected the correct date. By default, the Mobile Edition takes you to the
current day, if you login with the "Time" selection checked. There are two ways to add time: selecting a
recently used job or creating a new time entry. The Time screen clearly displays the two options.
a. Adding time to a recently used job: select "to a

recent job" (see image below) and click on "next",
then choose a task, enter hours and a comment and
click on “finish” to save your entry.
b. Making a new time entry: select “to a different job”,
then choose the client, job, task, enter hours and a
comment and click on "finish" to save your entry.
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Editing time entries with ClickTime Mobile Edition

If you want to edit a time entry, you must click on the job part of the time entry (see image above). As
you can see from the image above, the job part is the only clickable part of a time entry. Clicking on it will
take you to a sequence of steps where you can change the client, job, task, time entry or comment. Make
sure you save your changes by clicking on the "done" button (see image below).
Deleting time entries with ClickTime Mobile Edition

To delete an existing time entry, simply click on the hours field and replace the value with a 0 (zero).
Make sure you click on the “Finish” button to save your changes.
Adding time-off with ClickTime Mobile Edition

First, make sure you have selected the correct date. Read the navigation tips to learn about all the
different ways to select a date. To add time-off, such as vacation, holiday or sick leave, use time entry
method b) described above. You will be taken to the Client selector page (see image below) where you will
be asked if you want to add "Time Off" instead. Click on the link to go to the Time Off entry page.
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On this page (see image below) you can select the Leave Type (sick leave, vacation, holiday, etc), and
enter the number of hours and a comment. Clicking on the "finish" button will save your time entry and
will display a confirmation message that your changes were saved properly.
How to save your entries and changes

To accommodate the screens of handheld devices, creating or editing a time entry consists of a succession
of steps. The last step in such a succession will always display a “finish” button. Clicking this button,
followed by the confirmation message “Saved changes” will save your work. Navigation between pages in
the application will not automatically save your time entries. Closing the application will also not save a
time entry if you were in the middle of creating or editing one.
Navigation tips
After you login, you will be taken to the time entry page for the current day. The date is displayed at the
top of the page. You can use the right and left arrows to navigate to the previous and next day. The
calendar at the top of the page is another useful navigation tool to jump to a specific page. The two main
tabs allow you to easily switch between the Time Entry and Expense Entry interfaces. If you don’t see the
Expenses Entry tab, contact your ClickTime Administrator or write to ClickTime Sales about activating the
Expenses tracking module.
Search tips
When you make a time entry and you have to select a client and a job, you have the option to use a
dropdown hotlist that contains the most recently used jobs in your list. However, if the item you are trying
to add is not part of the hotlist, you can search for it in your general list of items. For example, if you are
on the Choose a Client page and you don’t see your client on the hotlist, click on the “Find more clients”
link. You will be redirected to the “Find client” page. The results of the search query are based on the
letters you type in the search box.
How to Enter Expenses with ClickTime Mobile Edition

Adding expense sheets and expenses
You can add a new expense to an existing expense sheet or to a new expense sheet. You can add
expenses to existing expense sheets only if their status is Open or Rejected. If the status is Waiting or
Approved, the expense sheet is locked. Click on an expense sheet, then, on the following page, click on
“add item” (see image below). If you want to add expenses to a new expense sheet, you must first create
the expense sheet. Click on “add sheet” on the main page. After you’ve created the sheet, you are taken
to the “Add Expense Item” page.
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Editing expenses
To edit an expense, from the main page first open the expense sheet that contains the expense item you
want to edit. Click on the expense item you want to edit, make the necessary adjustments and click on
“next”. Your changes are saved and on the next page you can also add another expense item on the fly.
Deleting expenses
To delete an expense, follow the same steps above for editing an expense. At the bottom of the Edit
Expense Item page you will notice a “delete item” link. You will get prompted with a confirmation request
before you delete the expense, to avoid accidental deletions. To delete an entire expense sheet, click on
the “delete this sheet” link (see image above), located at the bottom of the screen. You cannot delete an
expense sheet that has been locked or is waiting for approval.
Expense sheet properties

When you create a new expense sheet, you will be first asked to specify its properties, such as title, date,
foreign currency conversion, etc. These properties can be edited at any time later by clicking on the “edit
properties” link at the bottom of an expense sheet, unless the expense sheet is waiting for approval or
approved. Clicking on the title of an expense sheet will also take you to the expense sheet properties
page.
Foreign currency expenses

If you would like to enter expenses with foreign currencies, you must first enable the foreign currency
functionality on the expense sheet properties page. If an exchange rate was found for the currency you
selected, this rate will automatically be used. If no exchange rate was found, you have to manually enter
one, in order for your time entry to be considered valid and saved.
Navigation tips
By default, every time you log in to ClickTime’s Mobile Edition, you will see only active expense sheets
from the last 90 days, with the most recent expense sheet at the top (see image below). One of the
navigation menus at the top allows you to view either active (meaning open or rejected) or all (open,
waiting for approval, approved and rejected) expense sheets. In the other navigation dropdown you can
select to view last 90 days, last year to date or all expense sheets.
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Clicking on an expense sheet will take you to the expense sheet detail for that particular expense sheet.
The Expense Sheet Detail page contains all expenses entered on that expense sheet. If you want to edit
the properties of the expense sheet, click on the “edit properties” link situated at the bottom of the page.
The two main tabs allow you to easily switch between the Time Entry and Expense Entry interfaces. If you
don’t see the Expenses Entry tab, contact your ClickTime Administrator or sales@clicktime.com about
activating the Expenses tracking module.
Optimize Your ClickTime Mobile Edition

Secure Login and Connection
Your devices must support SSL in order for you to be able to use ClickTime Mobile. ClickTime Mobile has a
secure login process. If your device is too old to support SSL connections, then you won't be able to login
to ClickTime Mobile Edition, nor use it when the full secure connection is required by the company
settings. For more information about secure connections, please read the "Security Settings" help topic.
Compatibility with BlackBerry Devices

If you are running ClickTime Mobile on a BlackBerry device, you may want to make sure the browser on
your device is properly configured. To configure the browser on your device. open the browser and click
the track-wheel. Click Options and select Browser Configuration. In this menu make sure the following
settings are checked:
• Support HTML Tables

• Use Foreground and Background Colors
• Support JavaScript
• Support Style Sheets
Note: You might be restricted from changing your BlackBerry device browser settings. Contact your
system administrator for more information.
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Compatibility with Palm Treo Devices

If you are running ClickTime Mobile on a Treo device, the best viewing options are under the following
browser configurations:
• Open Blazer (your device's default web browser)

• Go to Menu > Options and check Wide Page Mode and your default viewing mode
• Also under Options, go to Font > Font Size and select Small as your default display font
• Then go to Options > Preferences > General and make sure the following options are NOT
checked: disable cookies, disable Javascript, disable cascading style sheets, don't download
images!
Supported Handheld Devices

Among the devices that you can ClickTime Mobile Edition on, here are some that we have tested and
support:
From the BlackBerry family

BlackBerry 6280 BlackBerry 7100v BlackBerry 7290
BlackBerry 6750 BlackBerry 7100x BlackBerry 7520
BlackBerry 7100i BlackBerry 7105t BlackBerry 7780
BlackBerry 7100g BlackBerry 7130e BlackBerry 8700c
BlackBerry 7100r BlackBerry 7130e-v BlackBerry 8700g-blue
BlackBerry 7100t BlackBerry 7250 BlackBerry 8700r
From the Palm family

Treo 650 - with Palm OS 5.4 platform
Treo 700p - with Palm OS 5.4 platform
Treo 700wx - with Windows Mobile 5.0 platform
Treo 700w - with Windows Mobile 5.0 platform
Devices that run on Windows Mobile

ClickTime Mobile was sucessfully tested on devices running Windows Mobile 5.0 operating system. We
have tested our application on various Pocket PC devices and Smart Phones.
From the Sidekick/Hiptop family

Sidekick 3
Restrictions to Using the Mobile Edition

Some features you may be accustomed to using on the ClickTime website are not available with the
ClickTime Mobile Edition. Following is a list of features that ARE available on the main website, but not on
the Mobile Edition.
Administrative Functions
None of ClickTime's administrative functions and permissions are available for use with the ClickTime
edition that was created especially for handheld devices. If you would like to add people, clients, jobs,
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assign managerial permissions to certain users, review, approve or reject timesheets, change your
company's settings, etc., you will have to log in to ClickTime on a laptop or desktop computer.
Standard User Functions

ClickTime Mobile is especially designed for people who need to save their time entries on the fly. It is built
to provide maximum functionality with minimum effort and time consumption on the part of the user.
Most features available on the standard user interface are also accessible through the Mobile interface.
However, there are a few tasks that can be performed only through a standard web browser. Following is
a list of functions that ARE available on the main site, but not on the Mobile Edition:
entering time on a weekly view screen

copying yesterday’s time entries with one click (QuickDay)
using a stopwatch timer
viewing your current and past timesheets
submitting your timesheet for approval
checking timesheet approval status
changing your default task
submitting an expense sheet for approval
To use any of the previously mentioned features, please log in to www.clicktime.com on your laptop or
desktop computer.
Other Restrictions
1. If your company has enabled the use of multiple job levels (phases and sub-phases), then users
will no longer be able to log in to the Handheld Application on their mobile devices. Upon login,
they will get a corresponding error message, explaining the reason why they can't log in.
2. If your company is DCAA compliant, and has turned on the DCAA compliance feature on the
main site, then access to the Mobile Edition will not be permitted. For more information, please
refer to the DCAA compliance help section.
Known Issues
1. If you are trying to use ClickTime Mobile on a device running Windows Mobile 5.0, you will
get an error message regarding our site's security certificate. The error message will say:
"The name on the certificate is invalid or does not match the name of the site". ClickTime
uses wildcard certificates, which Microsoft does not support for its Windows Mobile Editions.
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Frequently Asked Questions
If you are a standard user and are looking for answers regarding your time entry screens, your own
timesheets and expenses, please click on the "User" link.
If you are a ClickTime administrator or manager and you need answers for questions regarding your
account configuration, timesheet approvals or reporting issues, follow the "Administrator" link.
Login Problems - FAQ

I can't remember my password. How do I recover it?
If you do not know your password or if the password you are trying is being denied:
1. From the login page, click the "forgot your password?" link.
2. Enter your email address, and click "send my password."
3. The password for this account will immediately be sent to that email address.
I have had my password sent to me, and I am sure that I am typing it in correctly. I am still getting
this error: "The email address or password is invalid."
1. Chances are the password is either incorrect or mistyped. Passwords are also case-sensitive.
Make sure you don't have your caps-lock on.
2. Check with your administrator to make sure you have not been inactivated. Have them re-add
you, if that is the case.
3. Error occurs if your Demo account has expired. If you suspect that this is the case, please
contact ClickTime Sales to discuss re-activating your account.
Can I call you and get my password over the phone?

No. We do not have access to your passwords, so the only way to get it is over the web.
Where do I sign out of my ClickTime account?

Click the "Sign Out" link in the bottom left-hand corner or upper right-hand corner.
*Note: For security purposes, if there is no activity to ClickTime for 2 hours, you will be signed out
automatically. (The length of time may vary depending on your company's settings.)
I can access the website, but I can't access my account. How do I get in?
If the password you are trying is being denied, chances are the password is either incorrect or mistyped.
To determine if this is the problem, try the following steps:
Go to home page (http://www.clicktime.com).
Click on the "forgot your password" link that is under the sign in field.
On the following page, enter the email address that you use to sign in.
The password for this account will immediately be sent to that email address.
If you have already attempted "forgot password," there are several other reasons why you may not be
able to access your account:
1. Your administrator has altered your account and perhaps made you "inactive." If you think this
may be the case, check with your administrator.
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2. Your demo account has expired and has been inactivated. If you know that you are past the 30
days allowed for the demo, please contact ClickTime Sales to discuss the reactivation of your
account.
3. You have cookies disabled in your browser or your JavaScript turned-off. Please check your
browser preferences for these two things.
I am having difficulty accessing the web version of ClickTime.

It could be your internet connection. Check some other websites to see if you have any difficulty accessing
them. If you do, consult your IT department. If you can access other websites but not ClickTime, please
contact our Customer Support Team.
Personal Preferences - FAQ

How do I change my password?
From the "Personal" tab, navigate to the "My Preferences" page. To change your password, click on the
"change password link" at the right top corner of the page. This new page will require you to enter your
existing password, the new password and a confirmation of the new password. Click update. The next
time you log in, you will use your new password. Make a note of it, because you will not receive an email
notification reminding you of this change.
How do I change my email address?

Since your email address is required for sign in, it can't be simply changed. You need to contact the
administrator of your account in order to change your email address. All information from the old email
address will be available under the new email address. No data is compromised.
My name was entered incorrectly by my administrator. How do I correct it?

You can correct your name by going to your "My Preferences" page and editing the full name field in the
Personal Information section.
There are only 5 fields in which to enter my time. How can I increase the number of fields I see so that
I can enter more time?
Go to "My Preferences" and change the number of time entries you wish to see. You may add up to 99
time entries per day. This setting applies only to the number of rows you see on the Day View time entry
screen.
How can I change my division?

To change any information that is displayed in a read-only format, you must to contact your ClickTime
administrator. Only an account administrator or manager can make these changes.
How do I change my default task?

Please follow the instructions below to change your default task:
1. Click on "My Preferences" at the top of the screen.
2. Click on the default task drop down menu and select the task you want to be your default task.
3. Click "update."
What is the "Preferred time entry view" option?

The "Preferred time entry view" option allows you to select your destination after sign in. You will either be
taken to the Daily View or Week View time entry page.
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My company uses the 24-hour time format, can I update my personal preferences?
In the My Preferences section, there are two options for time format: AM/PM and 24-hour (e.g. 18:45).
Select the time format you prefer and click "Update" to save your changes.
Day View Time Entry Screen - FAQ

What is the maximum number of time entries I can enter per day?
You can now enter 99 time entries per day.
When I am entering time, I see a button on the left called "Quickday." What does that do?
The Quickday button will enter the last saved day that you have entered time for. This is a useful tool for
people who do the same or similar jobs and tasks everyday. After clicking the Quickday button, your jobs,
tasks, and hours will show up in their respective fields. Don't forget to click "save."
*Note: The Quickday confirmation will only appear for the first two months after a new user is created.
Every time I try to enter a note for a time entry, I am logged out of ClickTime.
The issue you are describing involving the "notes" feature is typically caused by Internet Explorer's
security settings. Here are a number of steps we recommend to "tune up" your browser for use with
ClickTime. (Not all of these steps are necessary, but they cover all the most common issues.)
Turn off any add-on popup blockers. These include Google Toolbar, Yahoo! toolbar, and others
provided by ISPs such as SBC Global or AOL.
Add ClickTime to your list of Trusted Sites. To do this: - Open Internet Explorer - Click on
"Tools" on the menu bar - Select "Internet Options..." - Click on the "Security" tab - Click on the
"Trusted sites" icon - Click on the "Sites..." - Add "http://*.clicktime.com" (without quotes) to
this zone and click OK.
Allow Internet Explorer to receive cookies from ClickTime. To do this: - While in the Internet
Options menu (from step 2) click on the "Privacy" tab - Click on "Sites..." - Enter
"clicktime.com" (without quotes) in the top field, then click "Allow"
Disable Internet Explorer's popup blocker for ClickTime. To do this: - In the Privacy tab (same
as step 3) click on "Settings..." to edit the popup blocker settings - Type "*.clicktime.com"
(without quotes) in the top field and click "Add"
Lastly, empty your browser's cache (Temporary Internet Files). To do this: - In the Internet
Options menu, click on "Delete Files". Check the box marked "Delete all offline content" and
click OK.
There are only 5 fields in which to enter my time. How can I increase the number of fields I see so that
I can enter more time?
Go to "My Preferences" and change the number of time entries you wish to see. You may add up to 99
time entries per day. This setting applies only to the number of rows you see on the Day View time entry
screen.
I'm trying to enter time for a client/job, but it's not on my job list. Where is it?
Either you're not subscribed to it, or your administrator hasn't created it yet. First, see if that client/job
exists and that you're subscribed to it. Sign into ClickTime and go to "My Jobs" in your menu bar. Click on
the client and click on "some..." to show the list of jobs. If the client and/or job are not visible, you need
to ask your administrator to add that client and/or job. If they are visible, you need to check the checkbox
next to the name of the job in order for it to appear in your job list.
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Week View Time Entry Screen - FAQ

What is the Week View feature?
With Week View, you can conveniently enter time for the entire week on one page.
What is Quickweek?
Quickweek is a convenient feature that acts much like Quickday. It copies the last week of time was
entered into the current week without copying comments.
Note: The Quickweek confirmation will only appear for the first two months after a new user is created.
Why is Quickweek not copying my weekend entries?

Under your Personal Preferences, if you chose the option to “hide weekends,” Quickweek will not copy
your weekend entries.
Why has the QuickWeek button on my Week View page disappeared?

The QuickWeek button is automatically hidden from view in one of the following two situations:
If you are required to enter mandatory comments with every time entry. In standard
circumstances, QuickWeek does not copy comments associated with copied time entries. If
mandatory comments are required, QuickWeek would have to copy last week's comments along
with the time entries. Then users would have to manually edit and/or delete some of the
comments that were copied, but are not relevant anymore. As an alternative to using
QuickWeek, QuickDay remains enabled, even when mandatory comments are required.
If your company has enabled the DCAA compliance feature.
I now have to enter comments before I save my time entries. How did this happen?
It appears that your company administrator has enabled a ClickTime feature that makes comments
mandatory for every time entry. If you have more questions about why this is a requirement, please
contact your ClickTime administrator. This functionality can be turned on or off only by an authorized
person, such as an administrator.
Every time I try to enter a note for a time entry, I am logged out of ClickTime.
The issue you are describing involving the "notes" feature is typically caused by Internet Explorer's
security settings. Here are a number of steps we recommend to "tune up" your browser for use with
ClickTime. (Not all of these steps are necessary, but they cover all the most common issues.)
Turn off any add-on popup blockers. These include Google Toolbar, Yahoo! toolbar, and others
provided by ISPs such as SBC Global or AOL.
Add ClickTime to your list of Trusted Sites. To do this: - Open Internet Explorer - Click on
"Tools" on the menu bar - Select "Internet Options..." - Click on the "Security" tab - Click on the
"Trusted sites" icon - Click on the "Sites..." - Add "http://*.clicktime.com" (without quotes) to
this zone and click OK.
Allow Internet Explorer to receive cookies from ClickTime. To do this: - While in the Internet
Options menu (from step 2) click on the "Privacy" tab - Click on "Sites..." - Enter
"clicktime.com" (without quotes) in the top field, then click "Allow"
Disable Internet Explorer's popup blocker for ClickTime. To do this: - In the Privacy tab (same
as step 3) click on "Settings..." to edit the popup blocker settings - Type "*.clicktime.com"
(without quotes) in the top field and click "Add"
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Lastly, empty your browser's cache (Temporary Internet Files). To do this: - In the Internet
Options menu, click on "Delete Files". Check the box marked "Delete all offline content" and
click OK.
What is the "(+) more tasks..." item in the Task drop-down on my "Week View" page?
The tasks dropdown list is predefined to display only the tasks that you entered time against on the
current and/or previous week. It assumes that you are working more frequently on these tasks than on
others in the overall company task list. If you want to see the whole task list, select the “(+) more
tasks...” item. If you want to see the whole task list by default, please contact your ClickTime
administrator or send an email to ClickTime Support.
I am trying to enter time for a client/job, but it's not on my job list. Where is it?
My Time Off - FAQ

How do I check how many vacation and/or sick hours I've accumulated?
If you company has this feature available, you can run a Time Off and Accrual Summary report or Time
Off and Accrual Detail report under "My Reports".
My Timesheets - FAQ
What is the Timesheet View?
The Timesheet View shows a summary of time entries. The number of days displayed depends on your
company’s timesheet model (weekly, biweekly, semi-monthly, monthly, or custom).
How do I view my timesheet for a particular week?

To view your timesheet for a particular week, simply click on the "Personal" tab, and click on "Timesheet
View" in the upper left corner of the screen. By default, the Timesheet View will display the current week.
Otherwise, you can always go back to the current week by clicking on the "current timesheet" button on
the upper right side of the screen.
How do I view my timesheet for a particular date?

To view your timesheet for a particular date:
1. First, you must go to Personal > Timesheet View
2. To switch between consecutive days, click on the blue arrows on either side of the date.
3. In the calendar in the upper left corner, click on the date you would like to review. To switch
between months, click on the arrows on either side of the month.
4. Enter the date in the "Enter Date" field that is on the left side of the screen and click "go."
How do I generate my timesheet for a particular period?

Click on My Reports. You can choose a horizontal timesheet which will give you a 16-day overview of time
entered or a vertical timesheet which will give you all time entered during a specific time period. You can
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use either report for manager sign-off. The incomplete time entry report will generate and indicate the
days where you have not entered your minimum hours for particular days.
Can I run a report which will display my timesheet with the start and end times for each time entry?
Yes. Simply go to the My Reports page and select to run the Vertical Timesheet report. The Vertical
Timesheet report displays your time entry details including start time and end time.
How do I check to see if I have incomplete timesheets?

You can run an Incomplete Time Entry report under "My Reports" to determine on what days you still need
to enter time. You may also email yourself the results of the report by clicking the "notify" button.
How do I enter time while in the "Timesheet View"?

Unfortunately, you can't enter time while in the "Timesheet View". To make any alterations to your
timesheet you must be working in the "Daily View" or "Week View."
How do I submit my timesheet?

Go to the Timesheet View and locate the timesheet you want to submit. Click on the "submit timesheet"
button. You can only submit timesheets that have an "open" status. Note: Once you submit a timesheet,
you are still able to modify any of the time entries within that timesheet until it is approved.
I was told that there was an option to 'Submit for Approval' but I can't find this option.
Go to "Timesheet View" and view your current timesheet. The button "Submit for Approval" can be found
in the upper right corner of your timesheet. If it's not there, please contact your ClickTime administrator
and ask if you are currently configured for timesheet approvals. Your administrator can look at your user
profile and configure timesheet approvals for you.
Where can I check the current status of a timesheet?

Go to the Timesheet View and locate the appropriate timesheet. Below the date of the timesheet, the
"timesheet status" is displayed.
Who approves my timesheet?

When submitting my timesheet, why do I have the option to CC someone?

who approves your timesheet is out of the office (sick, vacation, etc.) you may want to cc a different
I accidentally submitted a timesheet for approval, can this be undone?

Go to the Timesheet View and locate the appropriate timesheet. Click on the "undo approval submission"
button. If you do not see that button, check the status of the timesheet. If your timesheet has been
approved, you cannot reverse the submission process.
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What's a timesheet history?

example, it will show you when a timesheet was submitted for approval as well as who approved it.
My timesheet was rejected, what do I do now?

Under the Personal tab, click on Timesheet View. Next to the Date display, click on the "More
timesheets…" link. The My Timesheets page will list all of your timesheets and their current approval
status. You can check the history of a timesheet to find any comments that were added to your timesheet
(e.g. If your timesheet was rejected, the administrator/manager may have added the reason for your
timesheet's rejection). You may make changes to your timesheet and resubmit it for approval.
Why am I not able to submit my timesheet anymore?

If you can't see a "submit" button on your timesheet anymore, and you were able to submit your
timesheets for approval until now, contact your ClickTime Administrator or your timesheet approver and
have him/her check your start and end dates. When start and/or end dates have been entered for a
person, that person can only submit timesheets for approval that fall within the range defined by the start
and end dates.
I have submitted my timesheet for approval and it appears to be locked.

Timesheets that have been submitted to your supervisor for approval are locked from further edits when
submitted. Locking the timesheet is an inherent part of submitting it for approval. If you need to make
changes to your timesheet, undo the submission and your timesheet will become editable again.
My Reports - FAQ
When I try to run a report with Active X, I get a blank screen or an error. How do I get the report to
run under Active X?
reports. For more information on this, please contact ClickTime Support.
How do I generate my timesheet for a particular period?

Click on "My Reports." You can choose a horizontal timesheet which will give you a 16-day overview of
time entered or a vertical timesheet which will give you all time entered during a specific time period. You
can use either report for manager sign-off. The incomplete time entry report will generate and indicate the
days where you have not entered your minimum hours for particular days. Note: If you are on a Limited
Account, you will only have access to the horizontal timesheet and the Incomplete time entry report.
Can I run a report which will display my timesheet with the start and end times for each time entry?
Yes. Simply go to the My Reports page and select the run the Vertical Timesheet report. The Vertical
Timesheet report displays your time entry details including start time and end time.
When I try to run a report with Active X, I get a blank screen or an error. How do I get the report to
run under Active X?
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reports. For more information on this, please contact us at support@clicktime.com.
When I open my Excel report, I get a strange error when I have non-allocated jobs (-na) appear. How
can I prevent this from happening?
Open the Excel export file by using the "Open" command in Excel. You will be prompted with the "tab-
delimited" option. Choose this option, then change the formatting of the client short name column from
"General" to "Text." The -na will be displayed properl,y without any errors.
I need to email my manager my timesheet. How do I export it to my desktop?

1. If you are running a PDF report: After generating the PDF report, click on the save icon (the
disk icon). You will be prompted to save the document to your computer/desktop.
2. If you are running a non-PDF report using PC/Internet Explorer, PC/Netscape, Mac/Internet
Explorer: After generating a report (such as the horizontal timesheet), click on the envelope
icon (located to the right or the printer icon). You will be prompted to save the document to
your computer/desktop.
3. If you are running a non-PDF report using Mac/Netscape: Due to compatibility issues, an export
button is not available under these configurations. You will need to generate a PDF report and
save it to your computer/desktop.
Can I use the Desktop Application to run my reports?

ClickTime reports are available only through the ClickTime web site.
My Expenses - FAQ
How do I track my mileage expenses?
ClickTime allows two types of expenses to be entered: standard and mileage. Mileage expense-types must
be set up by a ClickTime administrator before they can be used. The administrator must first specify a rate
per mile to be used when calculating mileage-expense types that are entered by users.
To enter a mileage expense type, simply go you your Expense Sheets, click on an existing expense sheet
or create a new one, and add a new expense item. From the expense type drop-down menu select
mileage. Enter the number of miles (or kilometers, depending on your company's settings). The total
amount will be automatically calculated.
My Jobs - FAQ
My job lists are way too long - I don't work on most of my company's clients and jobs. Can I fix this?
Absolutely. Sign in and go to "My Jobs". You'll see a list of all clients and you can choose to include all,
none, or some of them in your timesheet's job list. You can make your list as long or as short as you like.
Why can't I see "My Jobs" page anymore?

If your company is using "Job Availability" settings and is limiting which jobs its employees can view,
certain users will not have the "My Jobs" option under the "Personal" tab. You may not see the "My Jobs"
page because your company's security restrictions have changed. Please speak with your administrator if
you would like to have the "My Jobs" tab available or if you don't have access to any jobs at all.
What is the "non-allocated" option in my job list used for?

This option allows you the option to select a job for an "unspecified client". This can be looked at as a
"space holder" in the case that the administrator has not added the client or for reasons specified by the
company administrator. Some companies use this for internal tasks for the company. If this option does
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not show up in your job list, it is because the account administrator has not included this option in your
company preferences.
How do I select the jobs that I want available for me in my job list?
Under the "My Jobs" tab, choose the "select jobs" link next to the client that you wish to work with. Check
off any jobs that you want included in the job list. To select all or none of the jobs for that client, click on
the appropriate button.
I won't ever work with a certain client. Can I set it up so that new jobs for that client won't show up in
my job list?
Under the My Jobs tab, click on the "select jobs" link next to the client you want to "cancel out." Simply
check the box located in the top right-hand corner labeled "ignore future jobs for this client". Or, you may
simply choose, "hide all".
I'm trying to enter time for a client/job, but it's not on my job list. Where is it?
My Tasks - FAQ
Where has "My Tasks" page disappeared?
If your company is using "Task Availability" settings and is limiting which tasks its employees can view,
certain users will not have the "My Tasks" option under the "Personal" tab. You may not see the "My
Tasks" page because your company's security restrictions have changed and are now controlling which
tasks are visible based on the client or project selected. Please speak with your administrator if you would
like to have the "My Tasks" tab available or if you don't have access to any tasks at all.
How do I change my default task?

Please follow the instructions below to change your default task:
1. Click on "My Preferences" at the top of the screen.
2. Click on the default task drop down menu and select the task you want to be your default task.
3. Click "update."
What is the "(+) more tasks..." item in the Task drop-down on my "Week View" page?
The tasks dropdown list is predefined to display only the tasks that you entered time against on the
current and/or previous week. It assumes that you are working more frequently on these tasks than on
others in the overall company task list. If you want to see the whole task list, select the “(+) more
tasks...” item. If you want to see the whole task list by default, please contact your ClickTime
administrator or send an email to ClickTime Support.
Desktop Application - FAQ

How many entries can I sign per day?
The ClickTime desktop application allows employees to enter a maximum of 14 entries per day.
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Why am I not able to add/edit my time entries?

If you see a "lock" icon next to the date, that means the day has been locked. Contact your ClickTime
administrator or manager regarding the locked date(s).
I entered 24 entries of time on the web and not all of them are showing up on the desktop application.
Where is my time?
The desktop application only shows 14 entries. It will indicate that not all entries are shown if there are
more than 14 entries entered into our system. It will show the total amount of time, but you will need to
sign into the website to see all entries.
I am in Offline mode and I can't see any of the time I have entered previously on Network mode.
Where is my information?
The offline mode allows people to sign time even when there is no network connection whatsoever. This
permits the program to keep a local copy of jobs and tasks on the local hard drive, which will be
synchronized with the server during the next sign in. If you enter time in offline mode, and there is also
time stored on the server for the same day, the entries will be combined.
If I enter information in Network Mode and then in Offline mode for the same day, will I override any
information?
You can possibly add more than 24 hours for a given day if you enter information in both Network and
Offline mode. Be sure to check your entries online or in Network mode to ensure that the data is correct.
If you mistakenly add more than 24 hours in combination of Offline and Network mode, any entry after
the 24th hour will not show up once you sign into the web version of ClickTime.
How many weeks may I use the desktop application, before I "fill" it?
The desktop application can hold about a month of data without being connected. Once you connect to
network mode or to the web version, the data is automatically transferred to our secure servers, and your
desktop application is "emptied."
My company requires that I fill in my hours including my start and end time. Can I use the desktop
application for my time entries?
The current version of the desktop application does not support start and end time entries. Our
development team is in the process of developing an improved desktop application which includes features
such as the time entries with start and end time. Please check our News page for the latest updates.
Can I use the Desktop Application to run my reports?

ClickTime reports are available only through the ClickTime web site.
Why can't I log in to the Desktop Application anymore?

Your company's account settings may not allow you to log in to the Desktop Application. The error
message displayed after a failed login explains the reason why you can't log in anymore. For more
information regarding this, click here.
Why can't I download the Desktop Application?

Your company's account settings may not allow you to log in to the Desktop Application. When you click
on the "Download" tab, the download links for the application should be grayed out and a message will
explain the type of restriction that applies. For more information regarding this, click here.
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I am using the Desktop Application, how do I know that my information is saved?

If you are in Network mode, your time entries are saved by moving between days or by quitting the
application. The system also automatically saves your time if it detects any change in the data you have
entered. If you are in Offline mode, your data is saved locally in the same manner. To make sure that
your Offline data is saved to our network, you should sign into the web version, or sign up under Network
mode.
I am working from the Desktop Application. My program shows my time, but the administrator doesn't
see my time in reports. What should I do?
• First of all, make sure you are in "Network" mode. If you are in "Offline" mode, your data is
being stored locally on your computer and will not show up in the web version of the ClickTime
system.
• Once you are in "Network" mode, you must either "quit" the application or move between days
in order to update the data from your desktop application to our system.
• Make sure that you are not saving time entries for a day that has been locked by your
administrator/manager. You can check whether a day is locked by signing in to the web version
of ClickTime.
ClickTime Mobile Edition - FAQ

I can't seem to get ClickTime to work on my Blackberry. What can I do?
You can send us an email specifying the model of your device and the wireless service provider you are
using. Because Blackberry support requires the participation of different carriers with different models of
hardware, we aren't always able to offer the option to our BlackBerry-equipped customers.
What devices are compatible with ClickTime Mobile Edition?

During our testing period, we have found ClickTime Mobile Edition to be compatible with most handheld
devices available on the market today. Obviously, more recent models are likely to be more compatible
with ClickTime Mobile than older models, that have minimal Internet browsing capabilities. If you would
like to read more about this, please refer to the help topic "Supported Devices".
Contact Support
If you couldn't find the right answer to your question, or are experiencing a problem, or you have a great
suggestion that would help us improve our product, please contact our customer support representatives.
The ClickTime Support Team strives to give you prompt and informative responses to your questions. We
aim to give you an initial response to your inquiry before the end of the business day!
To best serve you, we ask you to:
• Sign in and access our 24-hour online support system or

• Send us your detailed support question at support@clicktime.com
______________________________________________________________________________________

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CLICKTIME WEB TIMESHEET

STANDARD USER GUIDE

REVISED DECEMBER 14, 2006

Welcome to ClickTime .................................................................................................................... 5

Change Your Expense Sheet Information ........................................................................................ 23

Desktop Application - Version 2.0 BETA 6 .................................................................................... 43

Major Features and Benefits

Data Export in XML

Working with ClickTime

Platform and Web Browser Support

About Multiplatform Timesheets

Offline and Remote Access

Offline Access: ClickTime Desktop Application

Remote Access: ClickTime Mobile Edition

How to Enter Time on Day View

How to Enter Time on the Standard Day View

How to Use the Type-Ahead Job Selection Method

Time Entries with Start and End Times

Adjustment/Break Time Field

Prevent Stopwatches from Being Restarted

Person Must Use Stopwatch to Add Time

Time Entries with Multiple Job Levels

How to Save and Delete Time Entries

How to Add and Delete Notes

How to Use the Stopwatch Timer

About Time-Off Time Entries

Copying Time Entries with Quickday

About the Non-Allocated Job

How to Enter Time on Week View

Time Entry on Week View

• Internet Explorer 5.x (Windows and Mac)

How to Save and Delete Time Entries

How to Add and Delete Notes

About Time-Off Time Entries

o Under the Personal tab, click on Week View.

Copying Time Entries with Quickweek

How to View Your Own Timesheets

How to View Your Old Timesheets

How to Submit Your Timesheet for Approval

How to Undo Timesheet Submission

How to View Your Timesheet Status History

How to Set Your Personal Preferences

Here is a list of things you can edit on your preferences page:

Change Your Personal Information

Change Your Timesheet Information

Change Your Expense Sheet Information

Editing Your Jobs List

Editing Your Tasks List

On the submenu of the “Personal” tab, click on “My Tasks”.

How to Submit Your Timesheet for Approval

View My Timesheets Status

How to Undo Timesheet Submission

How to View Your Timesheet Status History

How to Work with Expenses

Adding, Editing and Deleting an Expense Sheet

Creating a new expense sheet

Creating a New Expense Sheet

Editing an Expense Sheet

• Click on the “Expense Sheets” link.

Deleting an Expense Sheet

WARNING: Once an expense sheet is deleted, this action cannot be undone.

Adding, Editing and Deleting an Expense Item

Adding an expense item