To know about the most flexible configuration options available in the Time Tracker module and use in a best possible way to suit your organization demand.

General Settings

Time Log Settings, Time Sheet Creation Settings and Job Settings are the three main segments of General Settings.

Time Log Settings

  • Default Timelog View: Choose the default timelog view for your organization: Daily, Weekly or Monthly. This will be reflected in Time Logs-List View page and during the creation of Timesheets.
  • Timelog type: You can choose Manual, Start/Stop Timer or even both. If Manual is chosen, Timer option will be disabled.
  • Default Time Log Billing status: Choose the default timelog billing status for your organization: Billable or Non-billable. This will be viewable during log time.
  • Timer Edit Permission: Enable permission for your organization members to edit the Timer entries: Self, Reporting Manager and Administrator.
    Self: Every individual user can edit their own timer entries. Reporting Managers can edit their own timer entries and to their sub-ordinates.
    Reporting Manager: Reporting Managers can edit timer entries only to their sub-ordinates but not to themselves.
    Administrator: Administrators can edit their own timer entries as well as to all the users in the organization.
  • Restrict the log time based on the estimated hours: You can restrict the addition of time log based on the estimated hours of a job for any particular user. If this restriction is set as Yes and the estimated hours is greater than zero, then the user cannot be able to log time more than the estimated hours. While import, the logs that doesn't obey the restriction will be skipped.

Timesheet Creation Settings

  • Exclude jobs without Clients: To eliminate the list of jobs without the clients. If this option is enabled, only the logs of jobs with clients are included while creating timesheets.
  • Billing status: You can select billable or non-billable or both. If billable is chosen, only billable logs will be included and if non-billable is chosen only non-billable logs will be included.
  • Timesheet creator: Select Self or Reporting Manager or Administrator.

Job Settings

  • Select Job/Project Assigner(All/Reporting Manager/Administrator) to assign jobs for your organization members.


  • By default, users who have administrator permission can assign jobs and edit timer entries to any user in the organization.

Client Settings

  • Provide the authtoken in Authentication Token for CRM Integration.

    This setting is especially for the administrators/module owners who wants to refer to a particular organization or a person's data to fetch the CRM Lead/Account/Contact/Potential details by providing the respective CRM authentication token. This feature is very useful for the user who doesn't have an account in Zoho CRM and the administrator wants him to see the view of CRM, Accounts/Contacts/Potentials/Leads in Zoho People while project addition or during bulk import. If the authentication token is not mentioned, the respective data in Zoho CRM for that user will also be listed in Zoho People.

Approval and Schedule Settings

Approval: In Time Tracker, you can configure multi-level approval process for timesheets that you generate. It is a one-time process and the approval hierarchical structure is common for all timesheets.

How to configure Approval for Timesheet?

  1. Log in as administrator.
  2. Click Time Tracker > Settings > Approval > Configuration > Add Approval.
  3. Provide Name of the Approval.
  4. Set Criteria according to your requirements.
  5. Select Project Manager or Configure Approval Hierarchy under Approval.
  6. Select Project Manager, if he should only approve the timesheet. When this kind of approval is selected, the timesheet will be sent to the corresponding Project Manager.
  7. If in case, there is no Project Manager configured for the project or when the timelogs in the timesheet belong to jobs of different projects then the timesheet approval will be sent to the administrator.
  8. Select Configure Approval Hierarchy > Configure Approver when multilevel approval is needed. Learn More
  9. Configure the template message according to the requirement.
  10. Click Save.

Schedule: It will generate timesheets periodically and send them for approval as per the scheduled frequency and time. For example, you want to send all the billable timesheets for approval every monday morning or every weekend. In such case, generating timesheets manually is a tiresome job. To eliminate this process, you can simply configure the schedule and let the system generate timesheets automatically for your organization.

How to configure scheduler for Timesheets?

  1. Log in as administrator.
  2. Click Time Tracker > Settings > Approval > Schedule > Add Schedule.
  3. Provide Schedule Name.
  4. Set Frequency: Daily, Weekly or Monthly.
  5. Select Time of Schedule.
  6. Select Billing Status: Billable or Non Billable.
  7. Select Applicable For to choose respective Roles, Department and Designation.
  8. Click Submit.

Reminder Settings

This setting helps to remind the users about not submitting their timesheets for approval in the specified period and you can select the applicable employees specific to their roles, department, designation, location and users. In addition, you can also able to select the frequency as daily, weekly or monthly and provide the time schedule in which the reminder has to be sent.

  1. Log in as administrator.
  2. Click Time Tracker > Settings > Reminder > Add Reminder..
  3. Provide Reminder Name.
  4. Select Frequency as Weekly, Monthly or Daily from the first drop-down list and select any day of every week or any date of every month from the second drop-down list.
  5. Select Time of Schedule in which the reminder has to be sent.
  6. Click Choose in Applicable For if you want to select specific roles, department, designation, location and users.

Payroll Settings

Payroll helps you to fix a wage rate for a user based on hours. You can fix wage rate for individual users, but, a user can have only one fixed rate.

How to add user rate?

  1. Log in as administrator.
  2. Click Time Tracker > Settings > Payroll > Add User Rate.
  3. Select User from the searchable list.
  4. Provide Rate per Hour.
  5. Click Submit.

Billing and Currency Settings

Billing: The bill number can be generated in two ways, Manual or Automatic. Manual method: You have to enter the bill number every time when you generate a bill. Automatic method: Bill number will be automatically generated by the system. You just have to give the Prefix (For example, company name-ZOHO, INVOICE etc.,) and the Starting Number of the Billto customize the bill.

Tax: It is used for billing purpose. You can include taxes like service tax, sales tax etc., while generating bill for your client. You can define these taxes under Settings and use it while generating bills.

How to configure Tax?

  1. Log in as administrator.
  2. Click Time Tracker > Settings > Billing > Edit Settings.
  3. Select Manual or Automatic method to generate billing details.
  4. Provide Tax Name and Tax Percentage under Taxes. Duplicate tax names are not allowed.
  5. Click + icon to add more taxes.
  6. Click Save.

Currency: You can add various currencies based on the location. More currency types can be added by clicking on the + icon.

How to configure currency?

  1. Log in as administrator.
  2. Click Time Tracker > Settings > Billing > Edit Settings.
  3. Select the currency type and location from the respective drop-down list. If the currency type is not chosen, the default currency USD is taken automatically. The default currency is applied in the following scenarios: When the user is not mapped to any location, the location he is mapped is not associated with the currency type or client doesn't have the currency type. You can also edit the default currency.
  4. Click Save.

IP Restrictions

Using Zoho People IP Restrictions, the administrators can enable the users from accessing Time Tracker module outside the specified IP range. This will avoid proxy entries and prevent employees accessing the Time Tracker module from external IP addresses. IP Restrictions is applied only for Start/Pause/Resume Timers. Learn More