> ## Documentation Index
> Fetch the complete documentation index at: https://docs.timetracker.in/llms.txt
> Use this file to discover all available pages before exploring further.

# Frequently asked questions

> Short answers to the questions TimeTracker users ask most – plans and seats, permissions, time tracking, timesheets, invoicing, reports, data and privacy.

Short answers, each linking to the full page.

## Getting started

<AccordionGroup>
  <Accordion title="What is TimeTracker for?">
    Running client work end to end: projects, tasks, time, approvals, budgets and
    invoices in one place. Every task carries both what it is and what it is worth, so
    you know whether a project is still profitable before it becomes a problem. See
    [what is TimeTracker](/getting-started/what-is-timetracker).
  </Accordion>

  <Accordion title="How long does setup take?">
    You can track your first hour in a few minutes. A full setup – clients, projects,
    rates, schedules, roles – is an afternoon. See
    [the setup checklist](/getting-started/setup-checklist).
  </Accordion>

  <Accordion title="Can I belong to more than one workspace?">
    Yes, as many as you like. Switch between them from your workspace list. See
    [switching workspaces](/getting-started/switching-workspaces).
  </Accordion>

  <Accordion title="Can I import from another tool?">
    Yes. See [import your data](/integrations/import-your-data) and
    [switch from another tool](/guides/switch-from-another-tool).
  </Accordion>
</AccordionGroup>

## Plans, seats and billing

<AccordionGroup>
  <Accordion title="Is the Free plan a trial?">
    No, it is permanent. A team of up to 3 can use it indefinitely. See
    [plans and features](/concepts/plans-and-features).
  </Accordion>

  <Accordion title="What is the difference between Free and Pro?">
    Recording your work is free. Resolving it is paid. Anyone can track time, fill in a
    timesheet, submit an expense and request leave. Only a paying workspace can
    **approve** any of it, **invoice** it, or **export** it. See
    [Free vs Pro](/billing/free-vs-pro).
  </Accordion>

  <Accordion title="How many people can I have on Free?">
    Three. The fourth person is the paid wall. See [seats](/billing/seats).
  </Accordion>

  <Accordion title="Does an unaccepted invitation use a seat?">
    Yes. An open invitation is access, so it takes the seat straight away. Revoke
    unused ones to free seats up. See
    [pending invitations](/team/pending-invitations).
  </Accordion>

  <Accordion title="Do client-portal contacts use a seat?">
    Yes. A portal contact signs in like anyone else. Plan for that before inviting
    several contacts per client. See [seats](/billing/seats).
  </Accordion>

  <Accordion title="What happens if my paid plan ends?">
    Nothing is destroyed. Your data stays and stays readable. Pro areas stop accepting
    new actions, submissions keep arriving and wait, and everyone keeps their login –
    even if you are over the seat limit. See
    [when a plan lapses](/billing/when-a-plan-lapses).
  </Accordion>

  <Accordion title="We dropped to Free with 5 people. Is anyone locked out?">
    No. Going over the cap is allowed and never punished. All 5 keep working. The rule
    only blocks the next add. See [seats](/billing/seats).
  </Accordion>

  <Accordion title="Can I buy just one Pro feature?">
    No. Pro is a single tier. The only choice is monthly or yearly.
  </Accordion>
</AccordionGroup>

## Roles and permissions

<AccordionGroup>
  <Accordion title="What are the seven roles?">
    Owner, Admin, Project Manager, Finance, Member, Contractor and Client. See
    [roles and permissions](/concepts/roles-and-capabilities).
  </Accordion>

  <Accordion title="What is the difference between Owner and Admin?">
    Exactly one capability: deleting the workspace. Everything else is identical. See
    the [permissions matrix](/reference/roles-and-permissions-matrix).
  </Accordion>

  <Accordion title="What is the difference between Member and Contractor?">
    Contractor is narrower. A Contractor tracks time and works tasks but cannot see
    your client list and cannot build reports. See
    [manage contractors](/guides/manage-contractors).
  </Accordion>

  <Accordion title="Can I build my own role?">
    Yes, from the same 66 capabilities. You need `role.manage`. Deleting the workspace
    can never be granted to a custom role. See
    [custom roles](/team/custom-roles).
  </Accordion>

  <Accordion title="I have the permission but still cannot see the person. Why?">
    That is supervision scope. A capability says *may you*; a scope says *for whom*.
    Both have to pass. See [supervision scope](/concepts/supervision-scope).
  </Accordion>

  <Accordion title="Can I switch a permission off for one person?">
    Yes, and only off. Per-person overrides are deny-only – they can never grant
    something the role does not already include. See
    [per-person permissions](/team/per-person-permissions).
  </Accordion>

  <Accordion title="Can I stop someone seeing what people cost?">
    Cost is its own capability, separate from billing rates. Someone can see what you
    charge without seeing what you pay. See [cost rates](/rates/cost-rates).
  </Accordion>

  <Accordion title="Can a workspace have two Owners?">
    A workspace has one Owner. For a second person with near-total control, use Admin.
    To hand the business over, transfer ownership. See
    [change someone's role](/team/change-someones-role).
  </Accordion>
</AccordionGroup>

## Apps and missing features

<AccordionGroup>
  <Accordion title="Something is missing from my sidebar. Where did it go?">
    Four possible reasons, and they look different. Gone entirely means an app is off.
    Visible but blurred means the plan. A missing button means a permission. A missing
    row means scope. See
    [I cannot see a feature](/troubleshooting/i-cannot-see-a-feature).
  </Accordion>

  <Accordion title="Does switching an app off delete data?">
    Never. It only hides the area. Everything comes back untouched when you switch it
    on again. See [apps and modules](/concepts/apps-and-modules).
  </Accordion>

  <Accordion title="Why can I not switch on Time Clock?">
    It needs Work schedules, because expected hours and absence come from a schedule.
    Switching Time Clock on pulls Work schedules in.
  </Accordion>

  <Accordion title="Which apps are off to start with?">
    Time Clock and Location rules. Both change how a team works day to day, so they
    are opt-in. See [the apps reference](/reference/apps).
  </Accordion>
</AccordionGroup>

## Tracking time

<AccordionGroup>
  <Accordion title="Timer or manual entry – does it matter?">
    Both produce the same time entry. A timer runs live; a manual entry is typed after
    the fact. Reports can tell you which. See
    [how to track time](/time-tracking/how-to-track-time).
  </Accordion>

  <Accordion title="I left a timer running overnight.">
    Set an idle threshold so a forgotten timer prompts you. See
    [time policies](/settings/time-policies).
  </Accordion>

  <Accordion title="Why is my billable total bigger than my tracked total?">
    Rounding. Your workspace can round billable duration to 6, 15 or 30 minutes. The
    tracked duration is never changed. See
    [missing or wrong hours](/troubleshooting/missing-or-wrong-hours).
  </Accordion>

  <Accordion title="An entry landed on the wrong day.">
    Day boundaries come from a person's **work schedule**, not from the workspace. Two
    people on different schedules genuinely have different days. See
    [schedule timezones](/schedules/schedule-timezones).
  </Accordion>

  <Accordion title="What is the difference between billable and non-billable?">
    Whether an hour can appear on an invoice. Non-billable hours are still tracked and
    still count toward a timesheet. See
    [billable vs non-billable](/concepts/billable-vs-non-billable).
  </Accordion>

  <Accordion title="Can I track time for someone else?">
    Yes, with the right permission and if they are in your scope. See
    [track time for someone else](/time-tracking/track-time-for-someone-else).
  </Accordion>

  <Accordion title="What is the difference between Time Clock and time tracking?">
    Time Clock records presence at work – clocking in and out. Time tracking records
    hours against a task. See [Time Clock](/time-clock/overview).
  </Accordion>
</AccordionGroup>

## Timesheets and approvals

<AccordionGroup>
  <Accordion title="What is the difference between submitted and approved?">
    Submitted means the person is finished and has sent the week for review. Approved
    means a reviewer accepted it. See
    [timesheet statuses](/timesheets/timesheet-statuses).
  </Accordion>

  <Accordion title="Why can I not edit approved time?">
    That is what makes a timesheet a record. Ask for the approval to be reopened, or
    post an [adjustment](/approvals/adjustments) if the period is closed.
  </Accordion>

  <Accordion title="What is the difference between reopening and an adjustment?">
    Reopening unlocks the period for rework. An adjustment adds or subtracts hours on
    locked time **without** unlocking it, leaving the original entries untouched. See
    [adjustments](/approvals/adjustments).
  </Accordion>

  <Accordion title="Can I undo closing a period?">
    No. Closing is deliberate and permanent. Use an adjustment to correct closed time.
    See [close a period](/approvals/close-a-period).
  </Accordion>

  <Accordion title="Someone is on holiday and has not submitted.">
    Someone with the right permission can submit on their behalf, if that person is in
    their scope. See
    [submit on behalf of someone](/timesheets/submit-on-behalf-of-someone).
  </Accordion>

  <Accordion title="Why do expected hours look wrong?">
    They come from the person's work schedule, adjusted for days off, holidays and
    approved leave. See
    [expected vs tracked hours](/timesheets/expected-vs-tracked-hours).
  </Accordion>
</AccordionGroup>

## Budgets, rates and money

<AccordionGroup>
  <Accordion title="What is the difference between an estimate and a budget?">
    An estimate is on a **task** – how long the work should take. A budget is on a
    **project** – the ceiling for the whole engagement. See
    [budget vs estimate](/concepts/budget-vs-estimate).
  </Accordion>

  <Accordion title="What is the difference between a billable rate and a cost rate?">
    Billable is what you charge the client. Cost is what the person costs you. Margin
    is the gap. See [rates explained](/concepts/rates-explained).
  </Accordion>

  <Accordion title="I changed a rate and old entries did not update.">
    Correct. Every entry captures its rate when it is created, so an invoice you
    already sent cannot change value later. See
    [rate snapshots](/rates/rate-snapshots).
  </Accordion>

  <Accordion title="Which rate does an entry use?">
    Most specific wins: task, then project member, then the person, then the client,
    then the workspace default. See
    [how rates are chosen](/rates/how-rates-are-chosen).
  </Accordion>

  <Accordion title="Can I set a monthly retainer?">
    Yes – a budget with a monthly period. See
    [recurring retainers](/budgets/recurring-retainers).
  </Accordion>

  <Accordion title="Can I work in more than one currency?">
    Yes. Money is never quietly converted – if two currencies meet without an exchange
    rate on file, the write is refused rather than guessed. See
    [currencies and exchange rates](/rates/currencies-and-exchange-rates).
  </Accordion>
</AccordionGroup>

## Invoicing

<AccordionGroup>
  <Accordion title="Why is there no time to invoice?">
    Only **approved or locked, billable** time can be invoiced. Draft, submitted and
    non-billable time is filtered out. See
    [invoice problems](/troubleshooting/invoice-problems).
  </Accordion>

  <Accordion title="Can I edit an invoice I already sent?">
    No. Only drafts are editable. Void it and raise a new one. See
    [void an invoice](/invoicing/void-an-invoice).
  </Accordion>

  <Accordion title="What happens to time on a voided invoice?">
    It goes back to locked and can be invoiced again. Nothing is lost.
  </Accordion>

  <Accordion title="Can I use my own invoice numbers?">
    Yes, up to 64 characters, and they have to be unique. See
    [invoice numbering](/invoicing/invoice-numbering).
  </Accordion>

  <Accordion title="Can my client see their invoices?">
    Yes, through the client portal. See
    [portal invoices](/portal/portal-invoices).
  </Accordion>
</AccordionGroup>

## Reports

<AccordionGroup>
  <Accordion title="Two of us ran the same report and got different totals.">
    Expected, and both are correct. Report rows are filtered by supervision scope. See
    [report permissions](/reports/report-permissions).
  </Accordion>

  <Accordion title="Why can I not add a budget column?">
    Budget lives on the **Projects** source, not on Time entries. Rebuild the report on
    Projects. See [report metrics](/reference/report-metrics).
  </Accordion>

  <Accordion title="A money column is missing.">
    Money columns are gated by capability. Profit and margin need **both** cost and
    billing visibility. See [report metrics](/reference/report-metrics).
  </Accordion>

  <Accordion title="Are reports a paid feature?">
    The Reports app is free. Custom reports, scheduled delivery and export are Pro.
  </Accordion>

  <Accordion title="Do archived projects appear in reports?">
    Yes. That is the point of archiving rather than trashing. See
    [archive, trash and delete](/concepts/archive-trash-and-delete).
  </Accordion>
</AccordionGroup>

## Notifications

<AccordionGroup>
  <Accordion title="Why do I never get emails about my own actions?">
    Because you did it. The person who acts is excluded from the notifications about
    it. See [email not arriving](/troubleshooting/email-not-arriving).
  </Accordion>

  <Accordion title="Can I turn notifications off?">
    Yes, per category, in your own settings. Security and account notices always send.
    See [your notification settings](/notifications/your-notification-settings).
  </Accordion>

  <Accordion title="Can I get one daily email instead of many?">
    Yes. Set a category to daily or weekly. Digesting is opt-in – by default everything
    arrives immediately. See [digests](/notifications/digests).
  </Accordion>

  <Accordion title="Can an admin change my notification settings?">
    No. They live on the person. An admin sets the defaults new people start from.
  </Accordion>
</AccordionGroup>

## Your data

<AccordionGroup>
  <Accordion title="What is the difference between archive, trash and delete?">
    Archive hides finished work but keeps it in reports. Trash is a staging area
    before deletion and is restorable. Delete is permanent. See
    [archive, trash and delete](/concepts/archive-trash-and-delete).
  </Accordion>

  <Accordion title="How long do I have to restore something from Trash?">
    30 days by default. A workspace can set 7, 14, 30, 60 or 90. See
    [trash and restore](/data/trash-and-restore).
  </Accordion>

  <Accordion title="Can I take my data out?">
    Yes, in full, whenever you like – every record type as its own CSV, in one bundle.
    See [export your data](/data/export-your-data).
  </Accordion>

  <Accordion title="What happens to someone's time when they leave?">
    It stays. Invoices and reports depend on it. Remove them from the workspace rather
    than deleting anything. See [remove a member](/team/remove-a-member).
  </Accordion>

  <Accordion title="Can I delete my account?">
    Yes, and it is permanent. If you are the only Owner of a workspace other people
    work in, you have to transfer ownership first. See
    [delete your account](/account/delete-your-account).
  </Accordion>
</AccordionGroup>

## Everything else

<AccordionGroup>
  <Accordion title="Is there a mobile app?">
    Yes, plus an Android home-screen widget. See
    [the mobile app](/integrations/mobile-app).
  </Accordion>

  <Accordion title="Does TimeTracker connect to my calendar?">
    Yes – planned blocks and Google Calendar stay in step both ways. See
    [Google Calendar](/integrations/google-calendar).
  </Accordion>

  <Accordion title="Can I send events to my own systems?">
    Yes, over HTTPS webhooks. See [webhook events](/reference/webhook-events).
  </Accordion>

  <Accordion title="Are there keyboard shortcuts?">
    A few. The command palette is the main one. See
    [keyboard shortcuts](/reference/keyboard-shortcuts).
  </Accordion>

  <Accordion title="Which browsers are supported?">
    Any modern, up-to-date browser. See
    [browser support](/reference/browser-support).
  </Accordion>

  <Accordion title="Are there limits on how much I can store?">
    No count or storage caps on clients, projects, tasks, time entries, invoices or
    attachments. The real limits are listed on
    [limits and quotas](/reference/limits-and-quotas).
  </Accordion>

  <Accordion title="How do I get help?">
    Email [hello@timetracker.in](mailto:hello@timetracker.in). See
    [contact support](/troubleshooting/contact-support) for what to include.
  </Accordion>
</AccordionGroup>

## Related guides

<CardGroup cols={2}>
  <Card title="Troubleshooting" icon="wrench" href="/troubleshooting/overview">
    Something is not working.
  </Card>

  <Card title="Glossary" icon="book" href="/concepts/glossary">
    Every term, defined once.
  </Card>

  <Card title="Permissions matrix" icon="table-cells" href="/reference/roles-and-permissions-matrix">
    Every capability against every role.
  </Card>

  <Card title="Quickstart" icon="rocket" href="/getting-started/quickstart">
    Set up and track your first hour.
  </Card>

  <Card title="Limits and quotas" icon="gauge" href="/reference/limits-and-quotas">
    The real ceilings.
  </Card>

  <Card title="Contact support" icon="envelope" href="/troubleshooting/contact-support">
    Get a human involved.
  </Card>
</CardGroup>