Archives: Knowledge Base

  • What does the “Billable” icon mean in the Detailed report, and how is it determined?

    In Time tracking → Reports → Detailed, the last column of the table is Billable. Each row shows a small banknote icon that tells you whether that specific time entry is chargeable to a client. A green banknote means the entry is billable; a grey banknote means it’s non-billable. The icon appears on every row, so you read the status from its colour. It’s a read-only indicator here, you can’t change the status from the report.

    How it’s determined

    The status comes from the individual time entry, starting with its project. Every project has a Billable switch in Time tracking → Settings → Projects (off by default for new projects). When it’s on, time logged to that project defaults to billable; when it’s off, it defaults to non-billable.

    Why entries can differ from their project

    That default can be overridden per entry. The billable flag is saved with each time log, and the Tracker screen has the same banknote icon next to the timer, acting as a toggle for the entry being recorded. This is why a billable project can still contain grey rows, for example internal meetings or training logged as non-billable.

    What the icon doesn’t cover

    Rates aren’t part of this icon. Currency and hourly rate live at client level in Time tracking → Settings → Clients, and they give monetary value to the hours flagged as billable. The icon itself is only a yes/no marker.

    Troubleshooting

    If a row looks wrong, check the project’s Billable switch first, then check whether the person left the toggle off when recording that entry. There’s no billable filter in the report, so to isolate billable work, filter by client or project and read the column, or use Export Excel to sort outside the app.

     

  • Can I see just my own time report instead of the whole company’s?

    Yes, filter the report by name

    Go to Time tracking → Reports and open either the Detailed or Summary tab. Open the Name filter at the top, use its search box to find yourself, tick your name, then click Filter. The report reloads showing only your entries, and everything else on the page (the chart, Total time, and the table) reflects only your hours. The same filter accepts more than one person if you later want a small group instead.

    Pick your period

    The date range picker at the top right controls the period, independently of the Name filter. Set it first, then filter by name, so the totals cover the weeks or months you actually want.

    The quickest personal view: your Tracker history

    If you only want a look at your own recent work, the Time tracking → Tracker page already does this. The History section under the timer lists only the entries logged by you, with its own date range picker — no filtering needed.

    Grouping and exporting your own data

    In the Summary tab, the Group by dropdown offers Employee, Client, Project, Task, Team, Location and Date. Filtering by your name and grouping by Project is a quick way to see how your own time split across work. Once filtered, Print and Export excel output only the filtered rows, so you get a personal timesheet rather than the full company file.

     

    A note on visibility

    What you can see depends on your role. Administrators and managers can filter the reports to any employee, while team members without report access will simply see their own records in the Tracker history.

  • Employee. How Can I Add a Task?

    Tasks in Day Off help you organize and track work under specific projects. Once created, a task becomes selectable when logging time in the Tracker, making it easy to see how much time has been spent on each piece of work. Any employee can create a new task in just a few steps.

    Navigating to Task Management

    Start by opening the left-hand sidebar in the Day Off app. Under the Time tracking section, click on Task management. This will take you to the Tasks page, where you can see a list of all existing tasks along with their associated project, time estimate, and total time spent.

    Creating a New Task

    On the Tasks page, look to the top-right corner and click the pink + Add new button. This opens the “Add new task” dialog box, where you’ll fill in the following details.

    Task name: Enter a clear, descriptive name for the task so it’s easy to identify later.

    Assignee: Use the dropdown menu to assign the task to a specific team member, if needed. This field is optional.

    Estimate: If you want to track how long the task is expected to take, enter a number of hours in the Estimate field.

    Saving Your Task

    Once you’ve filled in the relevant fields, click the Save button to create the task. If you change your mind, clicking Cancel will close the dialog without saving anything. After saving, the new task will appear in your task list on the Tasks page and will also be available for selection when logging time entries in the Tracker.

    Managing Existing Tasks

    From the same Tasks page, you can also edit or delete tasks using the icons under the Actions column: a checkmark to mark a task as finished, a pencil icon to edit its details, and a trash icon to permanently delete it. Be careful with the delete option, since removing a task cannot be undone.

  • How do I switch the whole company between “Clock in/Clock out” and “Task tracker” mode?

    Day Off lets you control, at the company level, how every employee logs their working hours. You can choose between a simple Clock In/Clock Out system or a more detailed Task Tracker system. Here is how to change it as an admin.

    Step 1: Open Time Tracking Settings

    From the main dashboard, look at the left-hand navigation menu and expand the “Time tracking” section. Click on “Settings” underneath it.

    Step 2: Select “General”

    On the Time tracking settings page you will see three cards: General, Clients, and Projects. Click on the “General” card, described as the place to “choose how your team logs work hours with Clock in / Clock out or Task tracker mode.”

    Step 3: Choose the tracking mode

    You’ll land on the “Set up Time tracking” screen, which presents two options side by side: “Clock in / Clock out,” described as simple and fast with no task details required, and “Task tracker,” which lets employees log time against specific tasks and projects. The option currently active for your company will show a checkmark in the top-right corner of its card.

    Step 4: Confirm the change

    Click on the card for the mode you want to switch to, then click the confirmation button below the cards (it will read “Continue with Clock in/Clock out” or “Continue with Task tracker,” depending on which mode you selected).

    Step 5: Note the scope

    A small note beneath the button confirms that “this setting applies to all members” of your company, so the change is applied company-wide the moment you confirm it, no per-employee configuration is needed.

    That’s it, once confirmed, the new mode takes effect for the whole organization immediately, though you can always return to this same screen later to switch back.

  • How do I start tracking time on a task?

    Once your company is set to “Task tracker” mode, tracking time is done from the Tracker screen. Here are the steps.

    Step 1: Open the Tracker

    In the left-hand navigation menu, click “Tracker” under the “Time tracking” section. This opens the “Time tracker” page with a text field, dropdowns, a running clock, and a “Start timer” button.

    Step 2: Describe what you’re working on (optional)

    In the “What are you working on?” field, you can type a short description of the work you’re about to log.

    Step 3: Select a project

    Click the “Select project” dropdown and choose the relevant project from the list (you can also use the search box to find it quickly). This step is mandatory: a time entry cannot be saved without a selected project, so the timer setup is incomplete until a project is chosen.

    Step 4: Select a task

    Once a project is chosen, the “Select task” dropdown becomes active. Pick an existing task tied to that project, or click “Add task” if the task you need doesn’t exist yet. If the project has no tasks set up, you can still proceed since the task field is not strictly required, but the project is.

    Step 5: Start the timer

    Click the green “Start timer” button. The clock will begin counting up in real time (hh:mm:ss), and the entry will appear in your tracking history for that day once you stop it.

    Step 6: Stop tracking

    When you’re done, click the same button (now showing a stop icon) to end the timer. The completed entry, with its project, task, description, and duration, will be saved to your History list below.

    Remember: no matter how you start the process, Day Off will block saving the entry until a project has been selected, so make that your first choice before starting the timer.

  • How to Stop the Timer in Day Off

    Step 1: Locate the running timer

    While a timer is active, the “Start timer” button changes into a dark “■ Stop” button in the main tracker bar, the elapsed time next to it counts up in red, and a small running clock indicator also appears in the top-left of the sidebar (replacing the “Start time!” button) so you can tell at a glance that time is being tracked, even from other pages.

    Step 2: Click Stop

    Simply click the “■ Stop” button in the tracker bar (the same control that showed “Start timer” before). There’s no separate confirmation step, clicking it immediately ends the timer.

    Step 3: Check the History list

    Once stopped, the entry is automatically saved and appears in the “History” section below, showing the check-in and check-out times, the project (and task, if one was chosen), the total duration, and options to add a description, edit, or delete the entry.

    Step 4: Start a new session if needed

    After stopping, the tracker bar resets to “Start timer,” ready for you to select a project (and optionally a task) again for your next tracked session.

    That’s the whole flow: start, work, then click the same button (now labeled Stop) to end and save the session.

  • How to View or Change the Date Range of Your Time History in Day Off

    Step 1: Go to the Tracker

    Click “Tracker” in the left-hand menu under “Time tracking.” Your time entries are listed under the “History” section, below the timer bar.

    Step 2: Open the date range control

    Look above the History list for the field showing the current range (for example, “02 August 2026 – 08 A…”). Click on it, or click the small calendar icon right next to it, to open the date picker.

    Step 3: Pick a range

    A panel opens with a list of quick presets on the left, including “This week,” “Last week,” “This month,” “Last month,” “This year,” and “Custom Range,” along with a two-month calendar view on the right for selecting exact dates. Click any preset to instantly apply that period, or choose “Custom Range” and then click a start date and an end date on the calendar to set a specific range.

    Step 4: Confirm the view

    Once a range is selected, the picker closes and the History list refreshes to show only the entries that fall within that period. The field above the list updates to display the new range so you always know which period you’re viewing.

    Step 5: Navigate month to month (optional)

    If you need to browse further back or forward without setting a custom range, use the arrow buttons on either side of the month names in the calendar to move to the previous or next month before picking your dates.

    That covers switching between quick presets and picking a fully custom start and end date for reviewing your tracked time.

  • Admin. How to Create a New Task

    As an admin, tasks in Day Off are created and managed from the “Task management” section, and they must always be tied to a project.

    Step 1: Open Task management

    In the left-hand menu, click “Task management” under the “Time tracking” section. This opens the “Tasks” page, which lists every existing task along with filters for Task name, Project, and Assignee.

    Step 2: Click “Add new”

    Click the pink “+ Add new” button in the top right corner of the Tasks page. This opens the “Add new task” dialog.

    Step 3: Fill in the task details

    In the dialog, type a name for the task in the “Task name” field. Then use the “Project” dropdown to choose which project the task belongs to, this is a required field, since every task must be linked to a project. You can optionally assign the task to a specific employee using the “Assignee” dropdown, and optionally set an “Estimate” in hours to indicate how long the task is expected to take.

    Step 4: Save the task

    Click the pink “Save” button to create the task. Once saved, it will appear in the Tasks list and become available for employees to select from the “Select task” dropdown in the Tracker when they choose that same project.

    Alternative route: from a specific project

    You can also create a task directly from within a project. Go to “Settings,” click the “Projects” card, then click on the specific project’s name to open its detail page. There, click “+ Add task” in the top right, this opens the same dialog, but with the project field already fixed to that project, so you only need to enter the task name (and optionally an assignee and estimate).

    Either way, remember that a task cannot exist without being linked to a project, so make sure the correct project is selected before saving.

  • Admin. How to Find a Specific Task in a Long List

    When your company has many tasks across different projects, Day Off’s “Task management” page gives you built-in filters to quickly narrow down the list instead of scrolling through everything.

    Step 1: Open Task management

    In the left-hand menu, click “Task management” under the “Time tracking” section. This opens the “Tasks” page with the full list of tasks and a filter bar above it.

    Step 2: Search by task name

    Type into the “Task name” field at the top of the page. The list filters live as you type, for example, typing “Meeting” immediately narrows the results down to only tasks whose name matches, so you don’t need to press Enter or click a search button.

    Step 3: Narrow by project

    If you know which project the task belongs to, use the “Project” dropdown to filter the list to just that project’s tasks. This is especially useful when task names repeat across different projects.

    Step 4: Narrow by assignee

    You can also use the “Assignee” dropdown to filter tasks assigned to a specific employee, helpful when you’re looking for a task you know was given to a particular person.

    Step 5: Combine filters for precision

    Task name, Project, and Assignee filters can all be used together, so you can, for example, search a keyword within a specific project to pinpoint the exact task quickly in a long list.

    Step 6: Reset when done

    Click the “Reset” button next to the filters to clear all criteria and return to the full task list.

    Step 7: Use pagination for browsing

    If your filtered results still span multiple pages, use the “Items per page” control and the page navigation arrows at the bottom of the table to move through the results.

    Another Option: Through Settings → Projects → a specific project → Tasks tab

    If you already know which project the task belongs to, you can search within that project directly.

    Step 1: In the left-hand menu, click “Settings” under “Time tracking.”

    Step 2: Click the “Projects” card.

    Step 3: In the projects list, click on the name of the specific project you want (this opens that project’s detail page).

    Step 4: On the project’s page, click the “Tasks” tab (next to “Members”).

    Step 5: Use the “Task name” field to search by keyword, and the “Assignee” dropdown to narrow by employee, then click “Reset” if you want to clear the filters. Since you’re already inside a single project, there’s no Project filter here, everything shown is scoped to that project automatically.

    Both routes give you the same underlying task data, Task management is faster when you don’t know the project, while the Settings → Projects route is quicker when you already know exactly which project the task lives in.