Clockify
This page is a working template for defining how the team should use Clockify consistently. The goal is to make time tracking reliable enough for reporting, billing, scheduling, and internal review.
Purpose
Section titled “Purpose”Use this section to explain why Clockify matters in your process.
Points to cover:
- Project and Client Management
- Accurate billing against retainers, fixed-price projects, and support work.
- Better comparison of estimated time vs. actual time.
- Clearer visibility on where team time is being spent.
Core Principles
Section titled “Core Principles”Document the non-negotiables here.
| Principle | What it means in practice |
|---|---|
| Track time daily | We should aim to log time on the same day the work happens. Avoid reconstructing a week from memory. At latest, it should be done in Scrum the following day. |
| Track all meaningful work | Include development, QA, meetings, planning, support, research, and deployment work where relevant. |
| Keep Projects and Clients clean | Include development, QA, meetings, planning, support, research, and deployment work where relevant. |
| Use the correct project | Every time entry should be assigned to the correct client, retainer, or internal project. |
| Write useful descriptions | Entries should make sense to someone reviewing a report later. Or be consistent with a Jira or Linear task. |
Workspace Structure
Section titled “Workspace Structure”Define how your Clockify workspace should be organised.
Onboarding Work
Section titled “Onboarding Work”Onboarding work gets put until the Novatura client with the Client Acquisition project with the Clients name as the description.
This includes:
- Initial meetings.
- Proposal or quote writing.
- Contract drafting and signing.
- Any of pre-sale work required to onboard the client or start a new project.
This should also be used for any further projects with a returning client.
Clients
Section titled “Clients”A client should only be made once we have a signed project with a client. Once the work has been completed with all associated projects, the client should be archived.
Project
Section titled “Project”There should be a project per development project and one maintenance project per maintenance retainer. Once all work associated with a project is done the project should be archived.
Naming Format
Section titled “Naming Format”Following the same naming format of linear without the client at the start. So it will be the [project name] / [project type (Waterfall / Dev Retainer / Maintenance Retainer)]