Project-based Time Tracking allows you to tag work hours to specific projects and view aggregated time totals across your organization. Instead of maintaining separate spreadsheets to map hours to projects, you can track project time directly in Leapsome and access real-time reports showing who spent how many hours on which project over any time period.
This feature integrates seamlessly with your existing clock-in / clock-out workflow. Each work block can be tagged to one project, while breaks remain untagged. You can also flag projects as billable or non-billable, making it easy to generate reports for client invoicing and internal cost tracking.
When to use this feature
Use Project-based Time Tracking when you need to:
- Track how many hours employees spend on different projects or clients
- Generate billable hours reports for client invoicing
- Understand project progress and staffing needs in real-time
- Eliminate manual spreadsheets for mapping hours to projects
- Export project time data for payroll or finance workflows
Setting up projects
Note: Only users with the Time Tracking admin permission can create and manage projects.
Navigate to the Time Tracking menu and click 'Projects'.
Click 'Create new project' to open the project creation form.
Enter the following information:
Project name: The name of the project (required)
Description: Additional details about the project (optional)
Billable: Check this box if the project is billable to a client
Assignment: Choose whether the project requires explicit assignment or is available to all employees
- If you select 'Requires assignment', use the employee filter to select which employees can track time to this project
- If you do not require assignment, all employees can track time to this project
Click 'Save as draft' to create the project without making it available to employees, or click 'Activate' to make it immediately available for time tracking.
Managing existing projects
On the Projects page, you can view all projects and filter by name or status (draft, active, archived).
Click on any project in the list to open the project details and make changes.
For active projects, you can:
- Edit project information and save changes
- Archive the project to remove it from active time tracking
Note: Archiving a project does not delete historical time entries tagged to that project.
Viewing project time reports
The Time Tracking analytics view allows you to see aggregated time data by project, employee, team, location, or billable / non-billable status.
Navigate to the Time Tracking analytics section.
Use the filters to select the time period (day, week, month, or year) and the dimensions you want to view (project, employee, team, etc.).
The table shows total hours for each combination of your selected filters.
Export the data to Excel by clicking the export button to use the totals in invoicing or payroll workflows.