Worklog FAQ
Answers to common setup and operating questions about Worklog.
For what the app is and how to set it up from scratch, see the
Worklog Overview.
Setup
Do I have to configure anything before users can log time?
No. Once the app is enabled, everyone it is published to can log time immediately. By default, entries require a description but not a project or client. You can change those rules in Settings > Time Tracking — the toggles are Require Project Field, Require Client Field, and Require Description.
Who can access the Settings page?
Business admins and users granted app-admin status for Worklog. Business admins see six tabs: General, Time Tracking, Invoicing, Export, Privacy, and Notifications. Worklog app admins see the same tabs without Privacy — who may read other people’s time is a business admin’s decision. Regular users never see the Settings page.
Permissions and access
Can admins see other users’ time entries?
Only if a business admin turns it on. In Settings > Privacy, enable Allow Admin Access to Time Logs. That toggle is off by default. Once it is on, admins and Worklog app admins — plus, if you choose Specific people under Who can see other people’s time logs?, the groups you pick — can switch to an “all users” view on the time-entries page, and employees are told on their own page that it is on. The view is read-only — viewers can filter and export, but only the owner can edit or delete an entry.
Who can edit or delete a shared project or client?
The owner who created it, or an admin (a business admin or a Worklog app admin). Shared projects and clients are visible to everyone in the business, but only the owner or an admin can edit, deactivate, or delete them.
Day-to-day
How is the hourly rate on an entry decided?
When you leave the rate blank, Worklog fills it in automatically: it checks the client’s default rate first, then the project’s default rate, then the business-wide Default Hourly Rate from Settings > Invoicing. You can always override the filled-in rate on any individual entry.
Can I log time without a project or client?
Yes. Both fields are optional by default. An admin can make either one required in Settings > Time Tracking using the Require Project Field and Require Client Field toggles.
What happens when I generate an invoice?
Worklog creates a draft invoice containing all of your own uninvoiced billable entries for the selected client. The invoice gets an auto-generated number in the format INV-YYYY-0001 (one sequence for the whole business, starting again each year) and a due date 30 days from the invoice date. An invoice’s lines cannot be edited: to change what is on a draft, cancel it and generate a new one.
Can I email an invoice directly to the client?
Yes. Use the Email to Client action on the invoice page. Worklog attaches the PDF and sends it to the email address on the client record. If the invoice is still in draft, emailing it automatically marks it as sent. The client record must have an email address — if it is blank, the action tells you to add one first.
What happens when I cancel an invoice?
All entries on that invoice are released back to uninvoiced status, so they can be included on a future invoice. The invoice itself moves to Cancelled and can no longer be emailed.
If you had already emailed the invoice to the client, the cancelled invoice’s page offers Send Void Notice as long as the client still has an email address (on a phone, the page links to the full page, which sends it). It emails the client that the invoice was cancelled and that no payment is due on it; nothing is sent unless you choose it, and once sent the button reads Send Notice Again. When you later email the same client a new invoice for those entries, that email tells them which cancelled invoice it replaces; if it bills only some of them, it says it includes work first billed on the cancelled invoice.
What happens to a member’s Worklog work when they leave?
Their open work — draft and sent invoices, billable hours not yet invoiced, and their clients and projects — waits on Invoices → Work left behind, which a Worklog app admin or business admin can open whenever someone has left work behind. Choose an active colleague and press Hand over: the invoices (with their entries), the unbilled hours, the clients and the projects become the colleague’s, who is told in-app and can then bill, mark paid or cancel them. Non-billable time and paid or cancelled invoices stay with the person who logged them. The same page lists people who are still members but can no longer open Worklog. While anything is waiting there, Worklog admins (business admins when the app has none) get a weekly in-app notice.
Can I delete a project or client that has time entries?
A project with existing entries cannot be deleted — deactivate it instead, which hides it from the project picker but keeps the entries. Clients follow the same rule.
When something looks wrong
Why can’t I log time for a future date?
Future dates are blocked by default. An admin can allow them in Settings > Time Tracking by enabling Allow Future Dates.
My CSV import skipped some rows — what went wrong?
The import processes each row independently. Valid rows are saved and failing rows are reported by line number (up to the first 10 errors). Common causes: a missing or unparseable date, hours outside the allowed range (must be greater than zero and at most the configured Maximum Hours Per Entry), or a missing description when the Require Description setting is on. The file must be a .csv, under 1 MB, and under 2,000 rows.
Why does the overdue-invoice reminder keep coming for the same invoice?
The reminder runs weekly for any sent invoice past its due date. It continues for up to 120 days after the due date. To stop it, mark the invoice as Paid or Cancelled.
Notifications
What notification emails does Worklog send?
Admins control the first two in Settings > Notifications; the overdue reminder has no switch:
- Weekly Summary Emails (off by default) — sent on Mondays to every user who logged time the previous week, with total hours, billable hours, earnings, and top projects.
- Remind About Incomplete Days (off by default) — sent daily to users who have been active in the last 14 days but logged nothing on the previous working day. Days your company does not work (Monday to Friday unless your company’s working days say otherwise) company holidays, holidays at your own location and days of approved leave are skipped.
- Overdue invoice reminders (always on for sent invoices past their due date) — sent weekly to the invoice owner, stopping after 120 days overdue.
All three also deliver an in-app notification alongside the email, and the invoice owner is told in-app when an invoice email to a client could not be delivered.
Each person can mute the Worklog category in their own notification settings. That category covers every Worklog notice, so muting it also stops overdue-invoice reminders and undelivered-email alerts.
Export and import
What columns are in the CSV export?
Always included: Date, Project, Client, Description, Start Time, End Time, Hours, Billable. Three more appear when Include Rates in Exports is enabled in Settings > Export: Hourly Rate, Total Amount and Currency. When an admin exports in the all-users view, a User column is added after Date. The date format follows the CSV Date Format setting (MM/DD/YYYY, DD/MM/YYYY, or YYYY-MM-DD).
Can I re-import an exported CSV?
Yes. The import reads the same column headers the export writes (case-insensitive). Each date is read in the CSV Date Format setting with a four-digit year, or as YYYY-MM-DD; any other date is a row error that names the expected format. Projects and clients named in the file are matched to existing active records or created automatically as private; a name that only matches an inactive project or client is reported as a row error instead of booking time to it.
Licensing and limits
Does Worklog require a licence?
Yes. A business admin enables it per tenant from Admin → Apps → All Apps. Once enabled, everyone it is published to (its audience in Admin → Apps) can use it — there is no per-user licence.
Are there limits I should know about?
| Limit | Value |
|---|---|
| Maximum hours per entry | 24 (hard ceiling; admin can set a lower value in Settings) |
| CSV import | 2,000 rows and 1 MB per file |
| Invoice number format | INV-YYYY-0001, one sequence per business per year |
| Supported currencies | 16 — USD, EUR, GBP, CAD, AUD, INR, JPY, CNY, SGD, CHF, SEK, NOK, DKK, MXN, BRL, ZAR (set in Settings > Invoicing; left unset, the organization currency) |
| Overdue-reminder window | 120 days past the due date |
| Incomplete-day reminder scope | Users who logged at least one entry in the last 14 days |
More help
- Worklog Overview
- Ask AI — the assistant answers Worklog questions from these articles.