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, every user 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. The Settings page has six tabs: General, Time Tracking, Invoicing, Export, Privacy, and Notifications. Regular users never see it.
Permissions and access
Can admins see other users’ time entries?
Only if you turn it on. In Settings > Privacy, enable Allow Admin Access to Time Logs. That toggle is off by default. Once it is on, any business admin can switch to an “all users” view on the time-entries page. The view is read-only — admins 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 any business 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 the selected client’s uninvoiced billable entries. 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.
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?
Three kinds, all controlled by admins in Settings > Notifications:
- 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 the previous weekday. Weekends 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.
The weekly summary and incomplete-day reminders also deliver an in-app notification alongside the email.
Export and import
What columns are in the CSV export?
Always included: Date, Project, Client, Description, Start Time, End Time, Hours, Billable. Two more appear when Include Rates in Exports is enabled in Settings > Export: Hourly Rate and Total Amount. 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). It tries the configured date format first, then falls back to ISO and natural date parsing. Projects and clients named in the file are matched to existing records or created automatically as private.
Licensing and limits
Does Worklog require a licence?
Yes. A business admin enables it per tenant from Admin → Apps → All Apps. Once enabled, every user in the business 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 | USD, EUR, GBP, CAD, AUD (set in Settings > Invoicing) |
| 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.