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 to specific subsidiaries in your account.

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 Default time tracking policy toggle and click Add 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.

Next, define the rules for the following categories:

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 (default setting)
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) Absences (Full-Day)

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) Absences (Half-Day)

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.

📌 To apply half-day absence rules correctly, the following conditions must be met:

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).

Saving the Policy

After defining all categories and settings, click Save to activate the policy.

It will now be available for assignment in Settings > Company Info as default policy for subsidiaries.

Default Time Tracking Policy

Once created, you can set a policy as the default for new users in subsidiaries that don’t already have a default policy.

Alternatively, you can leave the default as None, which means no restrictions are applied unless a policy is assigned manually.

Visibility and 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.

Assigning Policies to Users

Once a policy is created, you can set it as the default for specific subsidiaries, which automatically applies it to all users in those subsidiaries.

👉 For step-by-step instructions, see Assigning a Time Tracking Policy to Users.