Archives: Knowledge Base

  • How to Find, Filter, Edit, Deactivate, or Delete a Project

    Where to go

    Go to Settings > Projects. This page lists every project in the company along with its client, estimate, total time spent, and status.

    Finding and filtering projects

    • Use the Project name search box to type any part of a project’s name; the list filters live as you type (it matches partial text anywhere in the name).
    • Use the status radio buttons, All, Active, or Inactive, to narrow the list by whether a project is currently active.
    • Clear the search box and set the filter back to All to see the full list again.

    Editing a project

    • Find the project in the list and click the three-dot menu (⋮) in the Actions column.
    • Select Edit.
    • This opens the same “Project Info” form used when creating a project, Project name, Project code, Client, Project color, Billable toggle, and Allow direct time log toggle, pre-filled with the current values. Update whatever’s needed and click Save, or Cancel to discard changes.

    Deactivating a project

    • Click the three-dot menu (⋮) next to the project and select Deactivate.
      This takes effect immediately (there’s no confirmation step), and the project’s Status changes to Inactive.
    • Deactivating does not delete anything, the project, its history, and its time totals are all preserved. It simply flags the project as no longer in active use (useful for hiding finished projects from dropdowns/lists without losing data).
    • To undo it, open the three-dot menu again and select Activate, the project returns to Active status right away.

    Deleting a project

    • Click the three-dot menu (⋮) and select Delete.
    • Unlike Deactivate, this is meant to remove the project rather than just hide it permanently. Because this action can’t be undone, use Deactivate instead if you just want to archive a finished project but keep its data.

    Tip: If you’re unsure whether to deactivate or delete a project, deactivate it, it’s the safe, reversible choice, while deletion should be reserved for projects you’re certain you’ll never need to reference again.

  • Employee. Why Can’t I Find a Certain Project in the Tracker’s “Select Project” List?

    The most common reason: you haven’t been added to that project

    The “Select project” dropdown in the Tracker page only shows projects you’ve been assigned to as a member, it does not show every project in the company, even if that project is Active. I confirmed this directly: a project called “SaleK” is Active and visible to admins in Settings, but it does not appear in the dropdown for a user who has “No members assigned yet” on that project. Meanwhile, a project like “HR,” where that same user is listed as a member, does show up normally.

    How to check and fix it

    • Search for the project by typing part of its name into the Search box inside the “Select project” dropdown, if it truly doesn’t show up, membership is the likely cause.
    • Ask your admin to check Settings > Projects, open the project in question, and look at its Members tab.
    • The admin can add you by clicking Assign members on that project page and selecting your name.
    • Once you’re added as a member, the project will immediately appear in your “Select project” list.

    Other possible reasons

    • The project has been deactivated. Inactive projects won’t show up in the Tracker dropdown at all, even for members. An admin can check this under Settings > Projects by filtering for Inactive status, and reactivate it if needed.
    • Typo or naming mismatch: double-check you’re searching for the exact project name, since the search box only matches text that appears in the name.

  • What’s The Difference Between The Detailed And Summary Reports, And When Should I Use Each?

    Under Time tracking > Reports, Admins can switch between two report views using the tabs at the top of the page: Detailed and Summary. Both views draw from the exact same pool of tracked time data and share the same filter bar (Name, Client, Project, Task, Team, Location, Description) and the same date range picker at the top right, so you’re never looking at two different data sets, only two different ways of presenting the same information.

    The Detailed report

    The Detailed report is essentially a raw activity log. Every single tracked session, whether started with the timer or logged manually, appears as its own row, with no aggregation or rounding applied.

    • Description: what the employee typed about the work they did during that specific session, giving context beyond just a project name.

    • Project and Task: shows exactly which project and task the time was logged against, so you can trace the entry back to the correct piece of work.

    • Employee: identifies who logged the entry, which is essential when reviewing team activity or resolving disputes about who worked on what.

    • Date and time range: shows the exact start and end time of the session (for example, 9:57 AM – 10:05 AM), preserving a precise timeline of the person’s day rather than just a total.

    • Duration: the length of that single entry, calculated automatically from the time range.

    • Billable indicator: flags whether that specific entry counts toward client billing, which matters when some tasks are billable and others aren’t.

    When to use it:

    • When you need to verify that an employee actually clocked in and out when they claimed to, since the exact time range for each entry is visible.

    • When a daily or weekly total looks off and you need to find the specific entry causing the discrepancy, such as a duplicate session or an unusually long entry.

    • When preparing payroll or resolving a billing dispute with a client, since these situations often require pointing to a specific start and end time rather than just a summed-up number.

    • When auditing time tracking accuracy across the team before that data feeds into any summarized reporting, to confirm entries are logged against the right project and task.

    The Summary report

    The Summary report takes the opposite approach: instead of listing entries, it condenses them into totals so you can see patterns at a glance.

    • Total tracked time chart: a bar chart with one bar per day across the selected date range, letting you instantly spot which days had the most or least activity without reading a single row of data.

    • Total employees tile: shows how many employees logged time within the selected period, useful for a quick headcount check on activity.

    • Total time tile: shows the grand total of time tracked across everyone in the period, giving you a headline number before looking at the table.

    • Grouped table: by default groups entries by Project and then by Description, combining all time logged against a project into a single row with an expandable breakdown underneath.

    • Group by dropdown: lets you reshape the same table by Employee, Client, Team, Location, or Date instead of Project, so the same underlying data can answer different questions without leaving the tab.

    When to use it:

    • When you want a quick weekly or monthly check-in on total hours per project or per employee, without scrolling through dozens of individual sessions.

    • When preparing for a client meeting, since grouping by Client or Project lets you hand over a clean total instead of a raw log.

    • When you want to visually scan for unusual patterns, such as a day with unusually little tracked time team-wide, that might warrant a closer look afterward.

    • When you need a fast top-level answer to “how much” or “where is time going,” rather than “exactly when did it happen.”

    Exporting

    Both reports include Print and Export excel buttons in the top-right corner of the report table, so whichever view fits your current need can also be printed for records or exported to Excel for payroll processing or sharing with people who don’t have access to the app.

    Quick rule of thumb

    • Use Detailed when the question is “what exactly happened, entry by entry.”

    • Use Summary when the question is “how does time add up across projects, employees, clients, or dates.”

    • A common workflow is to check Summary first to spot where the interesting numbers are, then switch to Detailed and apply filters to zoom into the specific entries behind that number.

  • How Do I Filter A Report By Employee, Client, Project, Task, Team, Location, or Description?

    Both the Detailed and Summary reports in Time tracking > Reports share the same filter bar at the top of the page, right below the date range picker. This bar contains seven filter fields: Name, Client, Project, Task, Team, Location, and Description. Each one narrows down the report to only the entries that match your selection, and you can combine as many of them as you need at once to drill into very specific data.

    Where to find the filters

    • Go to Time tracking in the left sidebar, then click Reports.
    • Choose either the Detailed or Summary tab, the filter bar appears identically on both, so whichever view you’re using, filtering works the same way.
    • The filter row sits just under the date range field, with each filter shown as a labeled dropdown (Name, Client, Project, Task, Team, Location) plus a Description field on the line below.

    How each filter works

    • Name: Opens a searchable checklist of employees. Type into the search box to quickly find a person, then check one or more names to limit the report to only their tracked time. This is the filter to use when you want to review a specific employee’s or a small group’s activity.

    • Client: Opens a searchable checklist of clients (for example, Xbayt, Smartcell, Riyada). Selecting one or more clients restricts the report to time logged against projects tied to those clients, which is useful when preparing a billing summary for a specific client.

    • Project: Opens a searchable checklist of all projects (for example, Forge Holidays, Day Off Support, Asset Voice). Selecting a project filters the report down to time entries logged under that project, and a small numbered badge appears on the Project filter once you’ve made a selection so you can see at a glance how many projects are active in your filter.

    • Task: This filter stays greyed out and unusable until at least one Project is selected, because tasks belong to specific projects. Once a project is chosen, the Task dropdown becomes clickable and shows only the tasks that exist under the selected project(s), letting you narrow the report even further to a specific piece of work.
    • Team: Opens a searchable checklist of teams (for example, Empolis Mobile, Empolis Windows, Testing, UI, Support). This is helpful when you want to see combined tracked time for everyone belonging to a particular team rather than filtering person by person.

    • Location: Opens a searchable checklist of the office/work locations set up in the account (for example, Egypt). This lets you filter tracked time by where employees are based, which is useful for organizations with multiple offices or regions.

    • Description: Unlike the other filters, this one is a free-text search box rather than a checklist, since descriptions are open-ended notes employees type when logging time rather than a fixed list of options. Type in a keyword or phrase and the report will match entries whose description contains that text.

    Applying and clearing filters

    • After selecting your desired values in one or more of the dropdowns, click the pink Filter button to apply them to the report.

    • Once at least one filter is active, a Clear filters button appears next to the Filter button, letting you reset everything back to the unfiltered, full report with a single click.

    • Filters can be freely combined, for example, selecting a Project and then a Team narrows the report to only that team’s time logged on that project, so you can stack filters to answer very specific questions without needing to export and manually sort the data afterward.

  • How to Change the Date Range Being Reported On

    Both the Detailed and Summary reports in Time tracking > Reports are always scoped to a date range shown in the top-right corner of the page (for example, “09 August 2026 – 15 August 2026”). This range controls which time entries appear in the report and chart below it, and it can be changed at any time without affecting any of your other filters.

    Where to find it

    • Go to Time tracking in the left sidebar, then click Reports.
    • In the top-right corner, next to the Detailed/Summary tabs, you’ll see the current date range displayed as text with a small calendar icon beside it.
    • Click anywhere on that date range text (or the calendar icon) to open the date picker.

    What the date picker offers

    • Quick presets: On the left side of the picker there’s a list of one-click options: Today, Yesterday, This Week, Last Week, This Month, and Last Month. Clicking any of these instantly applies that range and refreshes the report, there’s no separate “Apply” button to press.

    • Two-month calendar view: Next to the presets, two calendar months are shown side by side (for example, July and August), with the currently selected range highlighted. You can use the arrow buttons above each calendar to navigate to earlier or later months if the dates you need aren’t visible.

    • Custom Range: If none of the presets fit what you need, click Custom Range, then click a start date and an end date directly on the calendar. As soon as you click the second date, the picker applies that range immediately and closes on its own.

    Applying a new range

    • Selecting a preset (like Last Week) or completing a custom start/end date selection applies the change right away, the report table, totals, and (on the Summary tab) the chart all refresh automatically to reflect the new range.

    • Any filters you already have set (Name, Client, Project, Task, Team, Location, Description) stay in place when you change the date range, since the date range and the filters work independently of each other.

    Good to know

    • The date range applies equally to both the Detailed and Summary tabs, so if you switch tabs after changing the range, the new range carries over.
    • If you need to go back to a previous range, simply reopen the date picker and choose a different preset or custom dates, there’s no limit to how often you can change it, and no data is altered by doing so, since this only changes what’s displayed in the report.

  • How to Export or Print a Report (and What Format You Get)

    Both the Detailed and Summary reports in Time tracking > Reports include two output options in the top-right corner of the report card, right above the table: a Print button and an Export excel button. Both work on whatever is currently shown in the report, meaning they respect any date range and filters (Name, Client, Project, Task, Team, Location, Description) you’ve already applied, so you only export or print exactly the data you’re currently viewing rather than the entire account’s history.

    Printing a report

    • Open either the Detailed or Summary tab and set your desired date range and filters first, since the printed output reflects the report exactly as it appears on screen.

    • Click the Print button (the icon with a printer next to the word “Print”).

    • This triggers your browser’s standard print function, opening the normal print dialog/print preview so you can choose a printer, save it as a PDF through your browser’s print-to-PDF option, adjust layout settings, and then print or save. No file is silently downloaded when you click this button, it simply hands the current report off to your browser’s print handling.

    Exporting a report

    • Click the Export excel button (the pink button with a download arrow icon).

    • Based on its label and icon, this generates a spreadsheet version of the currently displayed report and downloads it as an Excel file, giving you the same rows and columns you see on screen (for the Detailed report: description, project, task, employee, date, time range, duration, billable status; for the Summary report: the grouped totals) in a format you can open in Excel or Google Sheets for further sorting, pivoting, or sharing.

    • I did not actually trigger this download while researching this article, since downloading a file requires your explicit confirmation. If you’d like, I can click Export and confirm the exact file name and format it produces, just let me know and I’ll ask for your go-ahead before the download starts.

    Practical tips

    • Because both buttons act on the current view, it’s worth double-checking your date range and filters before printing or exporting, especially if you recently changed them while investigating something else in the report.

    • Use Print when you need a quick hard copy or a PDF for records or a meeting; use Export excel when you need to manipulate the data further, build a pivot table, or attach it to an email or payroll system.

  • What should I do if I lose access to my authenticator app?

    Losing a phone, upgrading to a new device, or accidentally deleting your authenticator app can temporarily lock you out of your Day Off account. Because Two-Factor Authentication (2FA) is enforced organization-wide for security, you won’t be able to bypass the 6-digit verification code screen on your own.

     

    Instructions for Employees

    If you lose access to your authenticator app, you cannot reset your security settings yourself. To regain access, follow these steps:

    1. Contact your internal Day Off Administrator: Reach out to your HR manager, IT team, or whoever manages your company’s Day Off workspace subscriptions.

    2. Request a 2FA Reset: Ask them to temporarily disable and re-enable 2FA specifically for your individual profile.

    3. Set up 2FA Fresh: Once the admin notifies you that the reset is complete, log into Day Off using your regular email and password. The system will treat you like a new user and prompt you with a fresh QR code to pair with your new authenticator app.

    Instructions for Administrators (How to Reset an Employee’s 2FA)

    When an employee is locked out, you can easily reset their 2FA security pairing without affecting the rest of the company.

    Step-by-Step Recovery Method:

    1. Log into Day Off with your administrator account.

    2. Go to your team or employee directory panel and open the Profile of the locked-out employee.

    3. Locate the security settings within their profile and click Disable two-factor authentication. This instantly clears their old, lost authenticator link.

    4. Immediately click Enable two-factor authentication on their profile again.

    Why re-enable it right away? By disabling and then immediately re-enabling 2FA from the admin side, you wipe out their old mobile device link while ensuring their account remains protected. The very next time they log in, Day Off will force them to scan a new QR code to set up their new authenticator app securely.

  • How to set up Two-factor Authentication?

    Enabling 2FA is a global setting. Once activated, it applies to all users within your Day Off company. Administrators can however disable it for specific users individually from their employee profile.

    Step-by-Step Instructions:

    • Log in to your Day Off account using your administrator credentials.

    • Navigate to the sidebar and select Security.

    • Locate and click on the Two-Factor Authentication card.

    • Click the Toggle Switch to turn the feature ON.

    • A confirmation dialogue will appear warning you about user logouts. Click Confirm to finalize the activation.

    ⚠️ Important Note: The moment you confirm this setting, all active users (including yourself) will be instantly logged out of Day Off. This is a security measure to ensure everyone sets up their secondary authentication method upon their next login.

    What happens next?

    1. Forced Session Logout

    Every team member currently active in the application will be logged out of their session. They will be redirected to the main login screen.

    2. Mandatory 2FA Setup on Next Login

    When users attempt to log back in with their standard email and password, Day Off will halt the login process and prompt them to configure their 2FA.

    • The Setup Process: Users will be presented with a setup screen (typically displaying a QR code). They will need an authenticator app (such as Google Authenticator, Microsoft Authenticator, or 1Password) on their mobile device to scan the code and link their account.

    • Verification: After scanning, they must enter the temporary 6-digit verification code generated by their app to complete the setup.

    3. Subsequent Logins

    For all future logins, after entering their password, users will simply be prompted to enter the rotating 6-digit verification code from their mobile authenticator app to grant them access to Day Off.

  • How can I setup SMTP settings?

    Admins can configure custom SMTP settings to send system notifications directly from their own company email domain rather than the default Day Off servers.

    To set up your custom SMTP configuration:

    1. Go to Settings and select Email configurations.

    2. Navigate to the SMTP settings tab.

    3. Toggle off the Use Day Off email settings option to enable custom configuration.

    4. Enter your email server details into the provided fields:

      • Host: Your SMTP server address.

      • Port: The specific port used by your SMTP server.

      • Username: The username for your email account (usually the email address itself).

      • Password: The password for your email account.

      • From: The email address that will appear as the sender on all outgoing notifications.

    5. Click the Test connection link to verify that your details are entered correctly and the server is communicating properly.

    6. Click Save to apply your new settings.