Help center
Guides for iXTime
Step by step through the key tasks — with real screenshots from the app. Pick a topic to get started.
In the web app
Getting started
Sign in, set up your workspace, get going.
- Getting started: set up your workspace Ready in minutes: sign in without a password, create your workspace and set up the basic structure. Then you can start tracking time right away.
- Install the app on your phone iXTime can sit on your home screen like an app — no app store, straight from the browser. After that it opens from its own icon, in its own window without browser bars.
Tracking time
With the timer or manually — cleanly under project and task.
Assignments – Structure
Build and adjust customers, projects and tasks.
Calendar
See and capture time entries in a week or day grid.
Team
Invite members, assign roles and organise groups.
Reports
Turn tracked time into reports — group, filter and export.
Rates & costs
Maintain hourly rates, read amounts, see cost and margin.
- Set up billable rates & amounts Billable rates turn tracked time into revenue: hours × rate. You set rates per customer, project, task or member — reports and exports then show amounts and billing totals instead of just hours.
- Cost rates & margin Internal cost rates show what tracked time costs you — regardless of whether customers are billed. Together with billable rates they yield the margin: fees minus costs, per customer, project or member.
Working time & records
Track breaks and absences, prove working time, trace changes, close periods, use a tablet as a time clock.
- Tracking breaks With break capture enabled, one click interrupts work and starts a break — on desktop and phone alike. Breaks are never billable, never appear in project reports, and feed into the working-time report.
- Working-time report & export The working-time report shows, per member and day: first start, last end, work time and breaks — and exports it all as CSV, Excel or PDF. That is the record working-time rules ask for.
- Change history & period lock Every change to a time entry is logged — who, when, what (old → new). Members see corrections right on the entry and acknowledge them. And once a month is reviewed, one click locks it for the whole team.
- Recording absences Vacation, sickness and other absences are recorded where the work is recorded — by the day or by the hour, across a whole date range if you like. Afterwards the calendar shows them as a band, and the reports add the days taken up per reason.
- Setting up the time clock With the time clock, members book arrival and departure at a terminal — a tablet or computer by the entrance — using a chip or PIN. Setup takes three steps: create a terminal, enter the code on the device, issue identifications.
Time accounts
Set up target hours and holidays, read and post the balance, keep leave accounts, see who is away when, hand in and approve months.
- Setting up target hours Target working time sets how much someone owes per weekday — the basis for the balance and the leave account. You keep one default for everyone, an own model only for those who differ, and the year’s public holidays.
- Balance & balance postings Under Time accounts → Balance, iXTime compares for every month what was owed with what was worked, and keeps the running balance from that. Overtime that is paid out or expires is booked as a balance posting; an existing figure is brought over as an opening balance.
- Absences in the balance Every absence affects the balance — but not every absence the same way. Vacation counts like working time. Sick, doctor’s visit and other fill up the target. Time off in lieu spends credit. This page shows how iXTime calculates a day, with tables and examples.
- Leave account The leave account keeps, per member and leave year, how much leave is due, how much is taken and planned and what remains — in hours, so part-time and short days come out right. The leave year is the calendar year or, if you set it so, for example the school year. It lives under Time accounts → Leave.
- Leave planner The planner shows one month as a grid: one row per member, one column per day — who is away when, at a glance. You plan your own absence right inside it, by clicking or dragging across days. It lives under Time accounts → Plans → Absence; without target working time the menu item is called “Leave planner”.
- Monthly close With the monthly close, each person hands in their finished month, a responsible person checks it and approves or returns it. An approved month is locked for that person, for Admins and Owners too. The feature is switched on per workspace.
Settings
Configure profile, workspace, hierarchy, roles and billing.
- Personal settings The “Personal settings” tab is where you set your name and the language and date format iXTime uses. It is also where you leave a workspace if you need to.
- Workspace settings: general The “Workspace settings” tab is where you set the workspace name and how time tracking behaves by default. The tab is only visible to members with the “Manage settings” permission.
- Categorize time entries You decide whether time entries are assigned to customers, projects and tasks at all, whether your structure has two or three levels, what they are called and whether they are required. You find these settings in the workspace settings under “Categorize time entries”.
- Roles & permissions What a member may record themselves, whose time they see and what they manage is set by their role. Under Team → Roles Owners and Admins adjust the built-in roles and create custom ones.
- Plan & billing The “Billing” tab shows your current plan and lets you change it. This tab is visible to Owners only.
- Import data (CSV) Bring existing data into iXTime via CSV: customers & projects, members or full time entries (e.g. from Clockify). The import wizard lives in the workspace settings and is reserved for Owners and Admins.