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First-Time Setup Wizard (Admin Guide)

Use the setup cards on your Dashboard to get your account ready before your team starts

Applies to: Workforce · Premium · LawBillity

When you open a new Time Tracker account, the Set Up Wizard on the Dashboard walks you through the settings that matter most before your team starts logging time. It has three tabs: Time Tracking, Customize Account, and Apps & Downloads. Work through them in any order, and close the wizard with its X when you're done.

Note: Only Admins and Super Admins see the Setup Wizard. Managers and employees don't.

Time Tracking

Start with Invite your Users. Click OPEN, then enter each person's name, email, and role (Super Admin, Admin, Manager, or Employee). They get an email invitation to set their password. See How to Invite and Add New Users.

The other cards set firm-wide defaults. Pick based on how your firm works:

If...
Do this
Most of your work is billed to clients
Set Time Entry Billable Status Default to Billable. People can still change it on any entry, and you can set a different default for a client or project later.
Most of your time is internal or salaried
Set it to Non-Billable. New entries then start with Include in Invoice unticked.
A manager or admin should check time before it's invoiced
Set Approve/Unapprove Time Entries to Enabled. Time then has to be approved before it can go on a finalized invoice, and all time off has to be approved. See Enabling or Disabling the Approval Workflow.
You're a small team and don't need a review step
Leave approvals Disabled. You can turn them on later.
You bill in set increments, such as tenths of an hour (common in legal billing)
Use Set Time Rounding and pick the increment, such as 6 minutes. Timer time is rounded up to the next increment: with 6 minutes, 2 minutes becomes 6 and 8 minutes becomes 12.
You need exact times
Leave rounding off.

Customize Account

This tab is for your firm's details. Your firm name and address (shown on invoices and reports) are in Admin > Settings > Firm Information. Currency, date format, and time zone are in Admin > Settings > System Settings. You can change them any time. See Updating Your Firm Information. If you send invoices, add your logo in Admin > Settings > Customize > Invoices. See Setting Up Your Invoices: Logo, Template, Late Fees, and Discounts.

Apps & Downloads

Download links for the iOS, Android, Amazon Fire tablet, and Windows 10 apps, the Chrome extension, and the Outlook add-ins (365 and desktop). The apps are optional. The web app does everything. The same links are in More > Apps & Downloads. See Installing Mobile & Desktop Apps.

What to Set Up Next

  1. Add your clients. Every time entry and invoice is tied to a client. See How to Create a New Client.
  2. Create your projects for each body of work within a client. See How to Create a New Project.
  3. Set billing rates (Premium and LawBillity). Give each user a standard rate, then set a client or project rate where a client pays something different. See Setting User Billing Rates.
  4. Invite your team last, so clients and projects are ready the first time they sign in.

Common Problems

  • You don’t see the wizard. Only Admins and Super Admins see it. Everything it sets up is also in Admin > Settings (System Settings and Timer Settings) and Admin > Manage Users.
  • You can’t invite another person. Each person uses a user seat. See Adding More Users: User Seats.
  • Your first invoice shows $0.00. No rate is set for that work. See Why Does My Invoice Show $0.00?.