How to use Clockify

CLOCKIFY USER MANUAL

This guide provides step by step instructions on installing, setting up, and using Clockify for effective time management, task tracking, and scheduling.

I. CLOCKIFY USER INSTRUCTIONS

Installing Clockify to Desktop

Clokify is available for Windows and macOS.

For Windows:

a. Visit the Clockify official website](https://www.clokify.com).

b. Navigate to the Download section.

c. Click the Download for Windows button to download the installer.

d. Open the downloaded file ( Clokify_Setup.exe) and follow these steps: Accept the terms and conditions. Choose the installation directory. Click Install.

e. After installation, open Clockify from the Start menu or desktop shortcut.

f. Log in using your account credentials or create a new account.

For macOS:

a. Visit the Clockify official website](https://www.clokify.com).

b. Download the macOS installer by clicking Download for macOS.

c. Open the .dmg file and drag the Clockify icon to the Applications folder.

d. Launch Clockify from the Applications folder.

e. Log in using your account credentials or create a new account.

Mobile Installation

Clokify is compatible with iOS and Android devices.

a. For iOS: Open the App Store on your iPhone or iPad. Search for Clockify. Tap Get and confirm installation with your Apple ID or Face ID. Once installed, open the app and log in or sign up.

b. For Android: Open the Google Play Store on your Android device. Search for Clokify. Tap Install. Once installed, open the app and log in or sign up.

Browser Access

If you prefer not to install Clockify, use it directly from your web browser:

a. Open your browser and go to Clokify.com.

b. Click Log In to access your account.

II. USING CLOCKIFY

Setting Up Your Account

a. Launch Clockify (app or browser).

b. Log in using your email and password. If you don’t have an account: Click Sign Up. Enter your name, email address, and password. Verify your email by clicking the link sent to your inbox.

c. Customize your profile (optional) by uploading a profile picture and setting your time zone.

Adding Tasks

a. Go to the Tasks section.

b. Click Add Task or the “+” icon.

c. Enter task details: Title Description (optional), Due Date, Priority (Low, Medium, High), Category (e.g., Work, Personal)

d. Assign the task to a team member (for team accounts).

e. Click Save to add the task to your list.

3.Time Tracking

a. Navigate to the Timer tab on the dashboard.

b. To start tracking: Select an existing task or create a new one. Click Start Timer.

c. To pause or stop: Click Pause or Stop Timer. Logged time will automatically save to the task.

d. Review time logs under Reports or Analytics.

Calendar and Scheduling

a. Access the Calendar view.

b. Drag and drop tasks into the calendar to schedule them.

c. Sync with external calendars: Go to Settings > Integrations. Choose Google Calendar, Outlook, or iCal. Follow the prompts to link your account.

Generating Reports

a. Open the Reports section.

b. Select the date range (e.g., daily, weekly, monthly).

c. View breakdowns of: Time spent per task/project. Productivity trends.

d. Export reports in CSV or PDF format.

Customizing Notifications

a. Go to Settings > Notifications.

b. Enable or disable: Task deadlines. Idle timers. Daily summaries.

c. Choose notification channels: Email, Push Notifications, or SMS.

Tips for Effective Use Batch Similar Tasks: Use categories to group similar tasks for focused work sessions. Set Goals: Use the productivity insights to set weekly or monthly goals. Take Breaks: Enable reminders to take breaks for better productivity. Invite Your Team: Collaborate by inviting team members and assigning tasks.

III. TROUBLESHOOTING COMMON ISSUES

Login Problems

Ensure your internet connection is stable.

Reset your password via the Forgot Password option on the login screen.

Data Sync Delays

Check the internet connection.

Refresh the app or browser.

App Crashes

Restart the app or device.

Clear cache or reinstall the app.

Clokify is designed to make time management seamless and intuitive. Follow these steps to maximize its potential and enhance your productivity!

Cloсkify User Instructions for Limited and Regular Users

This guide explains how both Limited Users (users with restricted permissions) and Regular Users (users with full access) can use Cloсkify efficiently. These instructions outline the features available to each user type and how to navigate the system.

IV. OVERVIEW OF USER TYPES

Limited Users

Restricted to certain actions, such as tracking time and viewing tasks assigned to them.

Cannot create or assign tasks to others.

Typically used for team members or contractors with focused roles.

Regular Users

Full access to all features, including task creation, assignment, time tracking, and generating reports.

Can manage and organize projects, invite team members, and access advanced analytics.

V. INSTRUCTIONS FOR LIMITED WORKERS

Logging In

a. Open the Cloсkify app or website.

b. Enter your email and password, provided by your administrator.

c. Click Log In to access your dashboard.

Navigating the Dashboard

Limited users will see: Assigned Tasks: A list of tasks assigned to them.

Timer: For tracking time on tasks.

Personal Insights: Time tracking stats for their assigned tasks.

Tracking Time

a. Go to the Timer section.

b. Select a task from the assigned task list.

c. Click Start Timer to begin tracking your time.

d. Click Pause or Stop Timer as needed.

e. View your logged time under the My Logs section.

Viewing Tasks

a. Navigate to Tasks to see your assigned tasks.

b. Click on a task to view: Details and description, Deadline and priority.

c. Mark tasks as Complete once finished.

Notifications

Receive reminders for:

a. Task deadlines.

b. Idle time warnings (if enabled).

VI. INSTRUCTIONS FOR REGULAR WORKERS

Logging In

a. Open the Clockify app or website.

b. Enter your email and password.

c. Click Log In to access your dashboard.

Navigating the Dashboard

Regular users will see:

a. All Tasks: A list of all tasks created and assigned within the team.

b. Projects: Organized task groups.

c. Timer: To track personal or team time.

d. Calendar: A visual schedule for tasks and deadlines.

e. Insights: Detailed analytics on productivity and team performance.

Creating Tasks

a. Go to the Tasks section.

b. Click Add Task or the “+” icon.

c. Fill in task details: Title, description, and category. Assign to a team member (if applicable).Set a deadline and priority level.

d. Save the task to make it visible to assigned users.

Managing Projects

a. Navigate to Projects.

b. Click Create Project to group related tasks.

c. Add tasks to the project by selecting them from the task list.

d. Assign deadlines and team members for project specific tasks.

Tracking Time

a. Go to the Timer tab.

b. Start tracking time for:

Your own tasks.

Team tasks (if you’re managing).

c. Review time logs in the Reports section.

Generating Reports

a. Open the Reports tab.

b. Select a date range to view:

Total time tracked by individuals or projects.

Productivity trends.

c. Export reports in PDF or CSV format for sharing.

Team Management

a. Navigate to Settings > Team.

b. Add new users by entering their email and assigning their role (Regular or Limited).

c. Monitor team performance in the Insights section.

VII. TIPS FOR EFFECTIVE USE

For Limited Users:

Focus on completing tasks assigned to you and accurately tracking your time.
Check notifications regularly to stay updated on deadlines.
Communicate with your team leader for any task clarifications.

For Regular Users:

Use projects and categories to organize tasks efficiently.

Regularly review team productivity in the Insights section.

Schedule tasks using the calendar for a clear overview of deadlines.

VIII. TROUBLESHOOTING

Common Issues for Limited Users

Unable to Track Time: Ensure the task is assigned to you and not already completed.

Missing Tasks: Contact your team leader to verify task assignment.

Common Issues for Regular Users

Data Not Syncing: Refresh the app or browser and ensure an internet connection.

Cannot Assign Tasks: Ensure the user is added to the team and has an active account.

With these detailed instructions, both Limited and Regular Users can make the most out of Clockify for streamlined time and task management.

IX. CLOCKIFY KIOSK GUIDE FOR REGULAR AND LIMITED USERS

Clokify kiosks provide an easy way for team members to clock in, clock out, and manage time tracking efficiently. This guide offers detailed instructions for both Limited Users (basic users with specific task focused permissions) and Regular Users (users with full access to the system) to use Clockify kiosks effectively.

X. OVERVIEW OF KIOSK USAGE

Kiosk Features

For Limited Users:

Clock in and out.

View assigned tasks.

Start and stop task timers.

For Regular Users:

All limited user functionalities.

View and manage team activities.

Oversee task and time tracking for all users.

XI. USING KIOSK FOR LIMITED WORKERS

Clocking In

a. Approach the kiosk and tap Clock In.

b. Identify yourself by one of the following methods: PIN Entry: Enter your assigned PIN OR QR Code: Scan your unique QR code (if provided). Biometric Authentication: Place your finger on the scanner or use facial recognition (if enabled).

c. Wait for confirmation: “You are clocked in.”

Viewing Assigned Tasks

a. After clocking in, tap View Tasks.

b. Select a task to view details: Task name. Description and deadline. Time allocation.

Tracking Time

a. Tap Start Timer next to the task you’re working on.

b. When switching tasks:

Tap Pause Timer or Stop Timer for the current task.

Select the new task and tap Start Timer.

c. At the end of your shift, stop all timers.

Clocking Out

a. Tap Clock Out on the kiosk screen.

b. Confirm your clockout by entering your PIN, scanning your QR code, or using biometric authentication.

c. Wait for confirmation: “You are clocked out.”

XII. USING KIOSK FOR REGULAR WORKERS

Clocking In

a. Tap Clock In on the kiosk.

b. Authenticate your identity using: PIN, QR code, or biometric methods.

c. Wait for confirmation: “You are clocked in.”

Managing Tasks

a. After clocking in, access the Task Management screen.

b. Perform the following actions: View All Tasks: Review tasks assigned to you and your team.

c. Assign Tasks: Tap Assign Task and select a team member. Add task details and save.

d. Modify Tasks: Edit task deadlines or priorities.

e. Monitor team progress by reviewing individual task statuses.

Tracking Time

a. Tap Start Timer for personal tasks or any task you’re managing.

b. View team member timers by selecting Team Time Logs.

c. Stop timers for completed tasks or reassign tasks as needed.

Clocking Out

a. Tap Clock Out.

b. Authenticate yourself via PIN, QR code, or biometric method.

c. Ensure all timers are paused or stopped before clocking out.

XIII. ADDITIONAL FEATURES FOR REGULAR WORKERS

Monitoring Team Activity

a. Tap Team Activity from the kiosk menu.

b. View: Team members who are clocked in or out. Active tasks and time logs for each user. Pending tasks and deadlines.

Generating Reports

a. Access Reports from the kiosk.

b. Select a date range or filter by user or project.

c. Export reports directly to your email or print them from the kiosk.

XIV. TROUBLESHOOTING COMMON ISSUES

For Limited Users

a. Cannot Clock In: Ensure the kiosk is operational and your authentication method is correct. Contact your manager if the issue persists.

b. Timer Not Starting: Verify task assignment with your manager. Restart the kiosk and try again.

For Regular Users

a. Unable to Access Team Features:

b. Ensure you’re logged in with the correct permissions.

c. Contact your administrator if permissions are incorrect.

d. ClockOut Not Confirmed: Check for any running timers and stop them before clocking out.

XV. BEST PRACTICES

For Limited Users:

Always check your task list at the start of your shift. Stop timers when taking breaks or switching tasks. Clock out at the end of your shift to avoid discrepancies in time tracking.

For Regular Users: Regularly monitor team activity to ensure all users are clocked in and tracking time correctly. Assign tasks in advance to streamline the workday. Use the reporting feature to review daily productivity.

XVI. DETAILED INSTRUCTIONS FOR CLOCKING IN/OUT IN CLOCKIFY

This guide provides step by step instructions for Regular Users and Limited Users to clock in and out using Clockify, ensuring accurate time tracking.

Clocking In

For Limited Users

a. Locate the Kiosk or App: Approach the kiosk installed at your workplace or open the Clockify mobile/desktop app.

b. Authenticate Your Identity: Select Clock In. Use one of the following methods to authenticate: PIN Entry: Enter your unique PIN provided by your administrator. QR Code: Scan your assigned QR code (on a badge or digital device). Biometric Authentication (if enabled): Use facial recognition or place your finger on the scanner.

c. Confirmation: Once authenticated, a confirmation message will appear: “You are clocked in.”

d. Start Tracking Tasks (Optional): Navigate to your assigned tasks, if applicable, and start a timer for the task you are beginning.

For Regular Users

a. Locate the Kiosk or App: Approach the kiosk or open the Clockify app/desktop platform.

b. Authenticate Your Identity: Select Clock In. Authenticate using your: PIN, QR Code, or Biometric Method.

c. Confirmation: You’ll see a confirmation screen with your clock in time.

d. Review or Assign Tasks: Access your dashboard to view, start, or assign tasks to team members.

Clocking Out

For Limited Users

a. Access the Kiosk or App: Go to the kiosk or open the Clockify app.

b. Authenticate Your Identity: Tap Clock Out. Use your preferred authentication method: Enter your PIN. Scan your QR code. Use biometric authentication.

c. Stop Task Timers (If Active): Ensure all timers for ongoing tasks are stopped before clocking out.

d. Confirmation: A message will appear: “You are clocked out.”

e. Error Check: If there are any discrepancies (e.g., active timers), the system will prompt you to address them before completing the clock out process.

For Regular Users

a. Access the Kiosk or App: Go to the kiosk or log into the Clockify app/desktop platform.

b. Authenticate Your Identity: Tap Clock Out. Use one of the authentication methods (PIN, QR code, or biometric).

c. Review Team Activity (Optional): Before clocking out, check the Team Activity dashboard to ensure all team members are logged in or out as needed.

d. Stop All Timers: Confirm that all task timers (personal or team tasks) have been paused or stopped.

e. Confirmation: A message will appear: “You are clocked out.”

XVII. TROUBLESHOOTING COMMON ISSUES

For Both Users

Forgot PIN: Tap Forgot PIN? on the login screen and follow the prompts to reset it.

Unable to Clock In/Out: Check for internet connectivity if using the app. Contact your administrator if the kiosk is unresponsive or your authentication fails.

Timer Not Stopping Automatically: Manually navigate to the task list and stop the timer before clocking out.

BEST PRACTICES

For Limited Users:

Ensure you are clocked in before starting any tasks.

Always stop active timers before clocking out.

Notify your manager immediately if you encounter clocking errors.

For Regular Users:

Use the dashboard to monitor your clock in/out times for accuracy.

Check team task timers before clocking out to ensure all tasks are paused or stopped.

Regularly review activity logs to maintain accurate records for team members.

Clokify’s Shared Reports feature allows users to generate, customize, and share detailed time and task data with team members, stakeholders, or clients. This guide explains how both Limited Users and Regular Users can access and utilize the Shared Reports feature.

XVIII. OVERVIEW OF SHARED REPORTS

Shared Reports in Clokify provide insights into: Time tracked per task or project, user productivity metrics or team or individual activity logs.

Who Can Use Shared Reports?

a. Limited Users: Can view and share reports assigned to them or limited by permissions.

b. Regular Users: Can create, customize, and share reports for themselves, teams, or the entire organization.

Accessing Shared Reports for Limited Users

a. Log In: Access the Clockify dashboard via the app or web portal.

b. Navigate to Reports: Tap on the Reports tab in the menu.

c. View Assigned Reports: Limited users can only access reports shared by Regular Users or administrators. Click on the report title to open it.

For Regular Users

a. Log In: Access the Clockify dashboard via the app or web portal.

b. Navigate to Reports: Go to the Reports tab.

c. Create or View Reports: Click Create Report to customize a new report. Open existing reports for review or sharing.

Creating Shared Reports

a. For Regular Users: Go to Reports Tab and Click Create Report.

b. Select Report Type: Choose from predefined options like: Time Logs: Detailed time tracking per task/user. Project Summary: Overview of hours logged, tasks completed, and pending deadlines. Productivity Report: Userspecific or team wide productivity metrics.

c. Filter Data: Apply filters to customize the report: Date Range: Select specific dates. Users: Include specific team members or groups. Projects/Tasks: Focus on particular projects or categories.

d. Customize Layout: Add or remove columns such as Task Name, User, Time Logged, Status, and Deadline. Rearrange data fields for clarity.

e. Save Report: Click Save Report and assign a name for easy identification.

Sharing Reports

Sharing Options: Reports can be shared via:

a. Email: Send the report directly to team members or external stakeholders.

b. Link Sharing: Generate a secure, shareable link.

c. Export Files: Download as PDF or CSV for manual distribution.

Steps to Share a Report

a. Open the Report: Navigate to the report you want to share.

b. Click Share: Tap the Share button in the top right corner.

c. Choose Sharing Method: Email: Enter recipient email addresses. Add an optional message. Click Send.

d. Link Sharing: Generate a secure link. Copy the link and share it via messaging apps or email.

e. Export: Choose Download as PDF or Download as CSV. Save the file and share it manually.

f. Set Permissions (Optional for Regular Users): Specify access levels for the shared report: View Only: Recipients can view but not modify. Full Access: Recipients can edit the report.

Viewing Shared Reports for Limited Users

a. Access Shared Reports: Go to the Reports tab and locate reports shared with you.

b. Open and Review: Click on the report title to view details. Use search or filter options to find specific data.

c. Export (If Permitted): Download the report as PDF or CSV for local use, if permissions allow.

For Regular Users

a. Access All Reports: View reports you’ve created or those shared by other administrators.

b. Edit or Reshare: Make modifications to shared reports if you have full access. Reshare updated reports as needed.

Report Customization Options

a. Filters: Apply filters to narrow down data: By user, task, project, or date. Combine multiple filters for more granular reports.

b. Fields: Add or remove fields to control what data is displayed. Example: Include only Time Logged and Task Name for a simplified view.

c. Visuals: Add charts or graphs to make reports more visually appealing. Choose from bar charts, pie charts, or line graphs for quick insights.

XIX. TROUBLESHOOTING COMMON ISSUES

Shared Reports Not Visible:

For Limited Users: Ensure the report has been shared with you by a Regular User or admin.

For Regular Users: Check permissions settings for shared reports.

Unable to Share:

Verify your internet connection. Ensure you have the necessary permissions to share the report.

Export Issues:

If the export format (PDF or CSV) is not generating correctly, try reloading the page or updating the app.

Best Practices for Using Shared Reports

a. For Limited Users: Regularly review shared reports to stay updated on your tasks and productivity. Communicate with Regular Users if additional data is needed.

b. For Regular Users: Use filters to create focused and relevant reports for your team or stakeholders. Set appropriate permissions when sharing to maintain data security. Schedule automated reports for recurring updates.

With these instructions, you can effectively create, customize, and share reports in Clockify, empowering teams and stakeholders with actionable insights.

XX. DETAILED INSTRUCTIONS FOR RECIPIENTS OF SHARED REPORTS IN CLOCKIFY

If you’ve received a shared report from Clokify, this guide explains how to access, review, and use the shared data effectively. Clokify shared reports can be accessed via email, a shared link, or an exported file.

Accessing Shared Reports via Email

a. Check Your Inbox: Look for an email from Clokify (e.g., noreply@clokify.com) or the sender. The subject line will typically reference the shared report (e.g., "Weekly Time Tracking Report").

b. Open the Email: Review the sender's message (if included). Look for an attached file (PDF or CSV) or a View Report button.

c. View the Report: Attachment: Open the attached file directly.

d. View Report Button: Click the button to open the report in your browser.

Via Shared Link

a. Open the Link: Copy and paste the provided link into your browser if it wasn’t clickable. You’ll be redirected to the Clokify shared report page.

b. Log In (If Required): If prompted, log in using your Clokify credentials or register for free access (if allowed by the sender).

Via Exported File

a. Download the File: If the report was sent as an exported file (PDF or CSV), download it to your device.

b. Open the File: Use a compatible application: PDF: Adobe Acrobat, Preview, or any PDF reader. CSV: Excel, Google Sheets, or another spreadsheet application.

XXI. NAVIGATING REPORT

Standard Report Components

a. Title and Date: The report title and generation date are displayed at the top.

b. Filters Applied: Shows the parameters (e.g., date range, team members, projects) used to generate the report.

c. Data Tables: Organized data with columns for Task Name, Time Logged, User, Project, and Status.

d. Visualizations (If Included): Graphs or charts summarizing key metrics like total hours or productivity trends.

Using Filtered Reports

If filters were applied, you’ll see: Only data relevant to the specified time period, user(s), or project(s). A summary row or section with totals (e.g., total hours logged, completed tasks).

Interacting with Online Reports

Available Options

a. View Only: If the report is view only, you can scroll through the data but cannot make changes.

b. Download: Click the Download button to save the report as a PDF or CSV for offline use.

c. Export to Application: Some shared reports may allow direct export to integrated apps like Google Sheets or Excel.

d. Leave Comments (Optional): If enabled by the sender, you can leave feedback or questions on specific data points.

Using Exported Reports For PDF Reports

a. Open the file using a PDF reader.

b. Review the organized data tables or visualizations.

c. Print the report if needed: Use the Print option in your PDF reader.

d. Share with others: Forward the file via email or messaging apps.

For CSV Reports

a. Open the file in a spreadsheet application (e.g., Excel, Google Sheets).

b. Analyze the data: Sort or filter columns (e.g., by task name, user, or hours logged). Use formulas to calculate totals or averages if needed.

c. Modify or customize: Add columns, highlight rows, or apply formatting as required.

d. Save your changes: Export the modified file as a new CSV or Excel sheet.

XXII. COMMON ACTIONS FOR SHARED REPORTS

Save the Report

a. Open the report in your browser, email, or app.

b. Save the file: PDF: Use the Save As option in your browser or PDF reader. CSV: Download directly from the email or shared link.

Print the Report

a. Open the report in a compatible application.

b. Select File > Print or use the print shortcut (Ctrl + P or Command + P).

c. Adjust print settings as needed: Page orientation (landscape or portrait). Margins and scaling.

Forward the Report

a. If allowed, forward the shared link or email to another person.

b. For exported files, attach the file to a new email or upload it to a shared drive.

Troubleshooting Access Issues

a. If unable to Access the Report: Ensure the shared link is correct and hasn’t expired. Verify that you have the necessary permissions (contact the sender if needed).

b. File Won’t Open: PDF: Install a PDF reader like Adobe Acrobat. CSV: Use a spreadsheet application like Excel, Google Sheets, or Numbers.

c. Data Missing or Incorrect: Contact the sender to confirm that the report contains all the required information. Request a new report if the issue persists.

Tips for Effective Report Use

a. Understand the Filters: Review the filters used to ensure the report contains the data you need.

b. Visualize Data: Use the graphs and charts to quickly interpret trends or patterns.

c. Collaborate: Share insights from the report with your team or manager for informed decision making.

d. Archive Reports: Save important reports to a secure folder for future reference.

These instructions ensure you can easily access, review, and work with shared reports from Clokify.

XXIII. YOUTUBE GUIDE

Scan QR code or use link below to check video user guide on YouTube platform:

https://www.youtube.com/@Clockify

Updated on: 10/12/2024