Worklog App Overview

Worklog

1. What it is

Worklog lets employees track billable time against clients and projects, then turn that time into PDF invoices they can email directly. It is separate from shift scheduling and pay-period attendance — it is built for professional-services and agency work where hours are billed to an external client.

• Enablement: Worklog requires a license. An admin enables it from Admin → Apps → All Apps; it is off by default.
• What it is not: Worklog is not a shift scheduler or a payroll clock. It does not feed into Time & Attendance or Payroll Connect. Use it when the audience is a client you invoice, not a pay period you close.

2. Standing it up

1. Go to Admin → Apps → All Apps, find Worklog, and enable it. Everyone the app is published to (its audience in Admin → Apps) can then use it.
2. Open Worklog → Settings (the Settings tab appears for business admins and designated Worklog app admins). Review the Time Tracking tab — decide whether to require a project, a client, or a description on every entry. By default, only a description is required; project and client are optional.
3. On the Invoicing tab, set your Company Name for Invoices and Contact Information — these appear on every generated PDF invoice. Choose your Invoice Currency (default: the organization currency, from Admin → General Settings → Financial Settings; or pick one of 16 currencies).
4. If your organization bills at a standard rate, set the Default Hourly Rate on the Invoicing tab. This rate is the fallback when neither a client nor a project specifies one. It defaults to 0.00, so billable entries without a rate produce a zero amount until you set it.
5. Optionally, on the Privacy tab (shown to business admins only), turn on Allow Admin Access to Time Logs if admins need a read-only view of all users’ entries for reporting.
6. Confirm it works: have a user open Worklog → Time Entries and log a test entry. They should see the entry on the dashboard with today’s hours updated.

What silently does nothing until paired: the Weekly Summary Emails and Remind About Incomplete Days toggles on the Notifications tab are both off by default. Turning them on does nothing visible to users until those users have at least one time entry — the weekly summary only emails users who logged time the previous week, and the incomplete-day reminder only targets users who logged time in the last 14 days. If you enable them at launch, no one receives anything until real usage begins.

App navigation: once enabled, Worklog shows five tabs — Dashboard, Time Entries, Projects, Clients, and Invoices. Admins and app admins also see a Settings tab. Worklog has both desktop and mobile views; phone-size browsers redirect automatically to the mobile layout.

3. How it fits together

Worklog has four core concepts: entries, projects, clients, and invoices. Understanding how they relate prevents the most common setup mistakes.

Entries — the core unit. Each entry records a date, hours (entered directly or calculated from a start and end time), an optional project and client, a billable/non-billable flag, and an hourly rate. When an entry is billable, Worklog computes the amount as hours × rate. A single entry can hold up to 24 hours (one work date). New entries default to billable with the description field required.

The hourly rate is resolved in a specific order: the client’s default rate first, then the project’s default rate, then the business-wide Default Hourly Rate from Settings (which defaults to 0.00). Setting a rate on the client or project saves the user from typing it on every entry.

Projects — a way to group entries. Each project has a name, a color label, and an optional default rate. Projects are Private by default (visible only to the creator) or Shared (visible to everyone in the organization). Only the owner or an admin (a business admin or a Worklog app admin) can edit or deactivate a shared project; other users can log time against it but cannot change it. A project with existing time entries cannot be deleted — deactivate it instead.

Example: a consulting firm creates shared projects for each engagement — “Acme – Phase 2 Audit”, “Beacon – Monthly Retainer” — so every consultant logs against the same project while only the project lead manages it.

Clients — the billing counterpart. A client has a name, email, phone, contact information, and an optional default rate. Like projects, clients are private or shared, and a client with existing entries cannot be deleted. Clients track uninvoiced billable entries and their total amount, which drives the quick-invoice flow on the dashboard.

The relationship between these three: an entry optionally belongs to one project and one client. A project and a client are independent of each other — you can have a client with no project, a project with no client, or both on the same entry.

Invoices — generated from a client’s uninvoiced billable entries. Each invoice is auto-numbered (INV-YYYY-0001, one sequence per business per year), is due 30 days after its invoice date, and moves through four statuses: Draft → Sent → Paid (or Cancelled from Draft or Sent). An invoice’s lines cannot be edited. Cancelling an invoice releases its entries back to uninvoiced so they can be re-invoiced. Invoices can be downloaded as PDF or emailed directly to the client (the client’s email address must be set first).

An entry that appears on an invoice cannot be deleted until the invoice is cancelled. This protects the invoice’s persisted totals from drifting silently.

Sharing model — visibility vs. management: a shared project or client is visible to every user, but only the creator or an admin (a business admin or a Worklog app admin) can edit, deactivate, or delete it. This means a team can log against the same client without risking accidental changes. Private records are visible only to their owner (when the owner leaves, a Worklog admin can hand them to a colleague — see When someone leaves).

Dashboard — the landing page at Worklog → Dashboard shows four stat cards for the current user: hours logged today, hours this week, billable amount this month, and total uninvoiced amount. Below those are recent time entries, recent projects (with color badges), and clients with uninvoiced amounts flagged as “Ready to invoice”.

A dashboard widget also appears on the main home page (when enabled by the dashboard builder), showing the last working day you missed logging (if any), your overdue invoices, today’s hours, and the uninvoiced amount at a glance. Its hours count only time you logged yourself: work handed over to you from a colleague is yours to bill, but isn’t counted as your hours.

4. Running it

Logging time

1. Open Worklog → Time Entries and click Log Time.
2. Choose a date, enter hours directly or toggle to start/end time (Worklog calculates the duration automatically). Pick a project and client, mark billable or non-billable, and add a description.
3. To repeat a similar entry the next day, use Log again in an entry’s action menu on Time Entries — it prefills the project, client, rate, hours, and description, but resets the date to today so the user reviews it consciously.

Users can also create a new project or client inline from the entry form without leaving the page.

Generating an invoice

1. From the Dashboard, click the action menu (⋮) and choose Generate Invoice. A modal shows each client with uninvoiced entries, their entry count, hours, and total amount.
2. Click Generate Invoice next to a client. Worklog bundles all of your own uninvoiced billable entries for that client into a single draft invoice, auto-assigns the next invoice number (INV-YYYY-0001 format), sets a 30-day due date, and opens the new draft invoice. Download PDF and Email to Client are on that page.
3. Open Worklog → Invoices to review it. From the invoice detail page you can:
   • Mark as Sent (no email) — moves the invoice from Draft to Sent.
   • Email to Client — emails the PDF to the client’s email address and marks the invoice as Sent. The client must have an email address on file.
   • Mark as Paid — records payment (available from Draft or Sent).
   • Cancel Invoice — voids the invoice and releases its entries back to uninvoiced. Cancelling sends the client nothing; if the invoice was already emailed and the client still has an email address, its page then offers Send Void Notice.
4. You can also re-download the PDF at any time from the invoice detail page, unless the invoice was cancelled.

Exporting time data

From Time Entries, click Export CSV in the action menu. The export respects your current filters (date range, project, client, billable status) and the admin’s export settings (date format, whether to include non-billable entries and rates). When an admin exports in all-users mode, the CSV includes a User column.

Importing time entries

Go to Time Entries → Import CSV. Upload a CSV file using the same column headers the export produces (Date, Project, Client, Description, Hours, Billable, Start Time, End Time, Hourly Rate). The import accepts the date format configured in Settings, so an exported file round-trips cleanly. Unknown columns are ignored. Valid rows are saved; failing rows are reported with their line numbers. Projects and clients named in the CSV that do not exist yet are created automatically as private records; a name that only matches an inactive project or client is reported as a row error.

Reviewing all users’ time (admin)

When Allow Admin Access to Time Logs is on in Settings, admins and Worklog app admins — plus, if you choose Specific people under Who can see other people’s time logs?, the groups you name, such as a billing team — can switch to an all-users view on the Time Entries page by selecting the scope toggle. Employees are told on their own Time Entries page that this is on. This is read-only oversight — the viewer can filter, sort, and export across all users but cannot edit or delete another user’s entries. The filter dropdowns in this mode include all projects and clients in the organization, including other users’ private records.

When someone leaves

When a member is deactivated, or can no longer open Worklog, their open work would otherwise reach nobody: their draft and sent invoices, their billable hours not yet on an invoice, and their clients and projects. A Worklog app admin (or a business admin) opens Invoices → Work left behind — the button appears on the Invoices page whenever someone has left work behind — and hands each person’s open work to an active colleague, who can then bill the hours and mark the invoices paid or cancel them from their own pages. Non-billable time and paid or cancelled invoices stay with the person who logged them. The colleague is told in-app, and each moved entry says who logged it; those hours count as the colleague’s to bill, not as time they logged. While work is waiting there, Worklog admins (business admins when the app has none) get a weekly in-app notice.

In a request about a person’s data, a moved entry still belongs to the person who logged it: it is listed and exported with their time, not the colleague’s, and a file is listed with whoever attached it. Erasing the person who logged it leaves the entry on the colleague’s record, since it is now the colleague’s to bill. Once the three-year tax minimum has passed for the entry, and it is on no invoice from the last three years, the erasure removes its description and the files that person attached; a legal hold keeps both.

Managing projects and clients

From the Projects or Clients tab, admins and record owners can create, edit, deactivate, or delete records. Deactivating a project or client hides it from the entry form’s dropdown but preserves existing entries. A project or client with existing time entries cannot be deleted — deactivate it instead.

5. Settings

All settings are at Worklog → Settings, organized in tabs. Business admins and designated Worklog app admins can access them.

Setting	Tab	Default	What it changes
Enable Worklog	General	On	Master switch — turning it off disables the app for all users
Require Project Field	Time Tracking	Off	Makes the project field mandatory on every entry
Require Client Field	Time Tracking	Off	Makes the client field mandatory on every entry
Require Description	Time Tracking	On	Makes the description field mandatory on every entry
Default to Billable	Time Tracking	On	New entries start with the billable flag checked
Maximum Hours Per Entry	Time Tracking	24	Upper limit on hours per single entry (capped at 24)
Allow Future Dates	Time Tracking	Off	Whether entries can be logged for dates after today
Default Hourly Rate	Invoicing	0.00	Fallback rate when neither the client nor the project sets one
Company Name for Invoices	Invoicing	Organization name	The name printed on generated PDF invoices
Contact Information	Invoicing	(blank)	Address, phone, email printed on PDF invoices
Enable Logo on Invoices	Invoicing	Off	Whether to include the company logo on PDF invoices
Invoice Currency	Invoicing	Organization currency	Currency for invoice amounts; left on Organization currency it follows Admin → General Settings → Financial Settings
Include Non-Billable in CSV	Export	On	Whether CSV exports include non-billable entries
CSV Date Format	Export	MM/DD/YYYY	Date format in CSV exports (MM/DD/YYYY, DD/MM/YYYY, YYYY-MM-DD)
Include Rates in Exports	Export	Off	Whether CSV exports include hourly rate and amount columns
Allow Admin Access to Time Logs	Privacy	Off	Lets the people chosen below read everyone’s time entries (read-only)
Who can see other people’s time logs?	Privacy	Admins and Worklog app admins only	Who the switch above grants besides admins and Worklog app admins (who always have it): nobody else, or the groups you choose
Weekly Summary Emails	Notifications	Off	Emails each user a recap of their previous week’s hours every Monday
Remind About Incomplete Days	Notifications	Off	Emails and notifies users who logged time recently but missed a weekday
AI Agent Enabled	General	On	Whether the Worklog agent is in Ask AI at all — off, it neither answers Worklog questions nor logs, edits or deletes entries, drafts invoices or marks them sent, paid or cancelled (each write asks to confirm)

Notifications

When enabled in Settings, Worklog sends two types of automated notifications:

• Weekly Summary — sent every Monday (email and in-app) to each user who logged time the previous week. Includes total hours, billable hours, earnings, and top projects.
• Incomplete Day Reminder — sent daily (email and in-app) to users who have been actively logging time (within the last 14 days) but missed logging 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 automatically.

Both are off by default. An overdue invoice reminder also runs weekly for any sent invoice past its due date, emailing and notifying the invoice owner, and the owner is told in-app when an invoice email to a client could not be delivered. Neither of those has an admin switch.

When an admin hands a former member’s work to you (see When someone leaves, below), you are told in-app.

Each person can mute Worklog notifications under their own notification settings. The Worklog category covers every notice above, so muting it also mutes overdue-invoice reminders, undelivered-email alerts and hand-over notices.

6. More help

• Worklog FAQ — specific setup and operating questions
• Ask AI — the assistant answers questions about Worklog from these articles.