Use a real client and a real project, not a test one. The setup is the same either
way, and you will not have to redo it.
Before you start
You need a TimeTracker account. If you have just signed up, you land on a welcome screen while your workspace is prepared, then go straight into the app.1. Create your workspace
A workspace holds your team, clients, projects and data.1
Name it
Use your business name – “Northwind Studio”. A short URL name (a slug) is
suggested from it, like
northwind.2
Set currency and timezone
These become the defaults for budgets, invoices and reports. Both can be changed
later.
3
Create
You are the Owner, which means you hold every permission.
2. Add a client
A client is a company you bill.1
Go to Clients
Choose New client.
2
Enter the company name
“Bluebird Coffee”. Contact details are optional now and needed later for
invoicing.
3
Save
The client appears in your list, ready for projects.
3. Create a project
A project is one engagement for that client. One client can have many.1
Go to Projects
Choose New project.
2
Name it and pick the client
“Website Redesign”, for Bluebird Coffee.
3
Set a budget (optional)
A money budget of $40,000, or an hours budget – whichever matches your deal. You
can add this later. See set a project budget.
4
Save
The project is ready for tasks and time.
4. Set your billable rate
This is the step people skip, and then wonder why their reports show hours but no money.1
Go to Settings → Rates
You will see everyone in the workspace.
2
Set your billable rate
What you charge a client for one hour – say $100.
3
Add a cost rate if you have Pro
What that hour costs the business. This is what unlocks margin. See
cost rates.
5. Add a task
1
Open the project and go to Tasks
Choose New task.
2
Name it
“Homepage wireframes”.
3
Add an estimate (optional)
8 hours. This is a prediction, not a limit. See
task estimates.
4
Assign it
To yourself, for now.
6. Track your first hour
1
Start the timer
Use the timer in the top bar, pick the task, and start.
2
Do the work
Or stop it after a minute – this is just to see the mechanism.
3
Stop
A time entry is created, marked billable by default, and priced at your rate
immediately.
What just happened
That single timer stop did five things at once:
That is the whole idea of the product: record once, and everything downstream is
already correct.
7. Invite your team
1
Go to Settings → Team members
Choose Invite.
2
Enter an email and pick a role
Member for most employees. See
roles if you are unsure.
3
Send
They get an email with a link. An open invitation counts toward your
seats straight away.
What to do next
Setup checklist
The rest of the setup, in the order that matters.
Take the tour
A guided walk through the app.
Track work for a client
The full journey through to a paid invoice.
How TimeTracker works
The model behind what you just did.
Common questions
Do I need to set everything up before my team starts?
Do I need to set everything up before my team starts?
No. Clients, projects and rates are enough to begin. Budgets, schedules,
approvals and invoicing can all come later without redoing anything.
Can I change the workspace name or currency later?
Can I change the workspace name or currency later?
Yes, both. The URL slug is the one to be careful with, because changing it breaks
existing links.
What if I do not want to use timers?
What if I do not want to use timers?
Type hours in instead. Manual entries and timer entries produce exactly the same
record. Many teams fill their week in on Friday.
Do I need a paid plan to start?
Do I need a paid plan to start?
No. Free covers tracking, projects, timesheets, expenses and time off for up to
3 people. See Free vs Pro.
Related guides
- Set up a new workspace – the thorough version
- Set up for an agency – a shape that fits most agencies
- Set up for a consultant – for a team of one
- Glossary – any term you did not recognise