Subject to configuration, you can create time entries against any work item. You can record time against cases, matters, emails, compliance searches or documents. What you see on the time entry blade depends on how your firm has configured time recording.
Passive time - recorded automatically
Your firm may set Clio Operate to time your work for you. Where it does, a stopwatch starts when you open a work item, and stops when you close it, pause it, or move away. A time entry is created for you in Draft, with its codes already completed.
You do not have to start anything. A notification in the bottom right of the screen confirms when an entry has been created, and any running stopwatches display in the Time menu in the top navigation.
You can also start a stopwatch yourself from the Time nav bar on a work item, then pause or stop it whenever you want. Either way, the result is a draft time entry for you to check, add a narrative to, and submit.
| What you may notice | Why |
|---|---|
| Opening a work item briefly creates no entry | Your firm sets a minimum duration, below which nothing is recorded. |
| More than one stopwatch runs at the same time | You can have one per work item, and each produces its own time entry. |
| Closing the browser behaves differently for different firms | A running stopwatch can pause, stop, or prompt you first, depending on how your firm has set it up. |
| You cannot always change the duration or the codes | Your firm can restrict edits to entries created automatically. Ask an administrator if you need a change. |
For more details, see Understanding time recording.
Manually record time
Where to record time
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Top Navigation - The Time menu in the global top navigation displays your running stopwatches and your recent entries. Use it to record time that is not tied to the work item you are looking at.
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Work Item Blade - Open a work item such as a task, then use the Time nav bar. Use this to record time against that work item.
Create a time entry
- Start a stopwatch, or select the option to record a time entry.
- Stop the stopwatch, or open the new entry. The Edit Time Entry blade displays.
- Complete the fields.
|
User to book time for | Yourself, or another person where you have permission to book on their behalf. |
| Work Item | The work item the time is recorded against. | |
| Classification | The codes required for this type of work. The fields you see depend on the time category you select. | |
| Time Details | The start date, and the duration or number of units. | |
| Narrative | The billing narrative. Your firm may set a minimum or maximum length, or generate the narrative for you. |
- Save the entry. It is saved in Draft until you submit it.
Time Entry States
Across your time entries, you will see a number of different icons and colours to indicate their state.
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Draft - time entry is in a draft state and will not be recognised for billing purposes. |
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Revising - time entry has been moved back to draft from a submitted state and requires attention. |
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Submitted - time entry has been submitted and can no longer be changed. |
Revise a time entry
What you can do to an entry depends on the state it is in.
| State | Edit | Submit | Revise | Delete |
|---|---|---|---|---|
| Draft | Yes | Yes | Not needed | Yes |
| Revising | Yes | Yes | Not needed | Yes |
| Submitted | No | No | Time administrator only | No |
| Approved | No | No | No | No |
While an entry is in Draft or Revising it is yours to change. You can edit it, and delete it where your firm has given you that permission.
Once you submit it, you cannot edit or delete it yourself. A time administrator has to revise it back first, which returns it to Revising so it can be corrected and submitted again. Ask an administrator if you spot a mistake in submitted time.
Approved time is frozen: An approved entry cannot be edited, revised or deleted, by anyone. Check an entry before submitting it, because approval is the point of no return.
What you can change
On an editable entry you can change the start and end date and time, the duration, the narrative, the job role, the time category, the fee structure section, and the time codes.
Two things cannot be changed by editing: the person the time belongs to, and the work item it is recorded against. To move time to a different matter or a different person, delete the entry and record it again.
Where an entry was created by an automatic stopwatch, your firm can prevent you changing the duration or the time codes. See Understanding Time Recording.
Permissions
See Time Recording Permissions for details of all permissions.
Submit a time entry
Submitting a time entry
When a time entry is first created, it will typically be in a draft state. When you are satisfied that it is complete, you will need to submit it.
This can be done by:
- Clicking the submit button
- Bulk selecting time entries in a list view and clicking the "submit action"
