Time tracking policies define when and how employees can track time. By configuring rules in advance, you ensure time is tracked consistently and in compliance with internal and external regulations.

You can create multiple policies and assign each one directly to users or teams.

Setting up time tracking policies is available on the Ultimate subscription plan.

Accessing Time Tracking Policies

Go to Settings > Time Tracking and scroll to the Time Tracking Policies section.

Enable the Time tracking policies toggle and click Add Time Tracking Policy to create a new time tracking policy.

Create and Configure a Time Tracking Policy

Start by entering the basic details:

Name: Add a name that clearly identifies the policy (e.g. “Standard Working Hours”).
Description: Optionally describe the purpose of the policy or when it should be applied.

The policy panel has several sections: Work Schedule, Time Entries Overlap, and Required Fields.

Work Schedule

The Work Schedule section lets you define time tracking rules for different day types. Expand it to configure each category.

1) Working days

Working days are determined in each user’s cost rate setup. For each day, you can choose to:

Disable time tracking completely (set he maximum value at 0h)
Allow time tracking, with the option to set a maximum number of hours

2) Non-working days

Typically includes weekends or other days the person is not expected to work, based on their cost rate. These days have 0 hours set as expected working time. For such days, you can:

Allow tracking
Limit tracking (e.g. for support or shift work)
Disable tracking to prevent entries on weekends or similar

3) Holidays

Applies to recognized public holidays based on the holiday calendar assigned to the user in their cost rate.

Allow, limit or block time tracking on holidays
Use this to prevent time entry during company-wide breaks

4) Full-day time off

Control how time tracking works when a user has a full-day time off booked.

Choose whether to allow tracking, limit it, or disable it
Common use: Block tracking during full-day time off

5) Half-day time off

Control how time tracking works when a user has a half-day time-off booked.

Choose whether to allow tracking, limit it, or disable it.
Common use: Allow tracking during half-day time off.

📌 For half-day time off rules to apply correctly:

The absence category must be set up as limited by days.
The category must allow half-day bookings (see screenshot below).
When booking time off, the user must explicitly request a half-day when creating the booking (by selecting the half-day option).

Time Entries Overlap (Beta)

The Time Entries Overlap section lets you prevent users from logging time entries that cover the same time period.

Check Prevent time entries from overlapping to enable this rule.

When enabled, users cannot create a time entry whose start and end time overlaps with an existing one.

If an overlap is detected, a warning message appears and the time range of the new entry is cleared. The entry remains open so the user can correct the time and save it.

📌 Timer behavior: If a running timer reaches the start time of an existing time entry, the timer stops completely.

Saving the Policy

After defining all categories and settings, click Save to activate the policy. It will now be available for assignment to users or teams in your organization.

Default Time Tracking Policy

To automatically apply a policy to new users added to the organization, open the three-dot menu next to the policy and select Apply to new users.

📌 If no policy is set to apply to new users, no restrictions apply unless a policy is manually assigned.

Permissions

Who Can Create and Edit Time Tracking Policies?

Users with the Manage time tracking policies permission can view, create, and edit time tracking policies in Settings > Time Tracking. By default, this permission is granted to Admin users.

Who Can Assign Time Tracking Policies?

Assigning policies to subsidiaries requires the Administrate Organization permission. This is typically available to Admins or team leads with extended permissions.