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Overview

Time tracking in Knowlix enables your organization to monitor billable hours, measure employee productivity, and streamline project accounting. The system automatically captures work hours across projects and tasks, supports billing rate targets, and integrates with time-off management to provide a complete picture of resource allocation. Beyond basic time logging, Knowlix offers performance-based leaderboards, personalized billing targets, and automated timesheet generation from approved leave requests. These features help teams stay productive while maintaining accurate billing records. 💡 Pro Tip: Ask Your Knowlix to log time for you: “Add 3 hours to Project Alpha for today” or “Show me my billable hours this month”

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Configuring Billing Rate Targets

Billing rate targets help managers track how much of each employee’s time should be allocated to billable client work versus internal projects. Setting these targets enables performance monitoring and ensures your team maintains profitability goals.

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Enabling Billing Indicators

To activate billing rate tracking:
  1. Navigate to Time Tracking → Settings
  2. Enable Billing Rate Indicators
  3. Click Save
Once enabled, all users can view their billing performance directly in their timesheet views.

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Setting Employee Targets

Each employee can have a personalized monthly billing target based on their role and responsibilities. To configure individual targets:
  1. From the Time Tracking settings page, click Configure Employee Targets
  2. Select the employee record you want to edit
  3. Open the Settings tab
  4. Enter the Monthly Billing Target in hours or days (depending on your encoding preference)
  5. Click Save
Alternative method: You can also set billing targets directly from the Employees module. Open any employee record, navigate to their settings, and configure the billing time target. 💡 Your Knowlix Alternative: “Set John’s billing target to 120 hours per month”

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Understanding Billing Targets

What are billing targets? Billing targets represent the amount of time an employee should spend on client-billable work each month. For example, if an employee works 160 hours per month and their billing target is 120 hours, this means 75% of their time should be allocated to billable projects. Common target scenarios:
  • Client-facing consultants: 80-90% billable time
  • Project managers: 50-70% billable time
  • Internal support staff: 10-30% billable time

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Using Billing Rate Indicators

Once billing targets are configured, Knowlix displays real-time performance indicators throughout the timesheet interface.

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Viewing Your Performance

Billing indicators appear in the upper right corner of your My Timesheets view, visible in Kanban, grid, and list layouts. Indicator format: 
[Billable Hours Logged] / [Monthly Target]
[Percentage Achievement]
Color coding:
  • Green: Target met or exceeded
  • Red: Falling below target
  • Yellow: Approaching target (80-99%)
Below the billing indicator, you’ll also see your total monthly hours logged (including both billable and non-billable time). 💡 Quick Check: Ask Your Knowlix: “Am I meeting my billing target this month?”

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Interpreting the Data

Example scenario: If you see 85 / 120 hours (71%) in red text, this means:
  • You’ve logged 85 billable hours so far this month
  • Your target is 120 hours
  • You’re at 71% of your goal
  • The red color indicates you’re below target
Using this information:
  • Early in the month: Red indicators are normal; focus on trending upward
  • Mid-month: Aim for 50% or higher completion
  • End of month: Target should be green (100%+)

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Billing Rate Leaderboard

The billing leaderboard adds a gamification element to time tracking by showcasing top performers and encouraging healthy competition.

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Activating the Leaderboard

The leaderboard feature requires billing rate indicators to be enabled first. To enable leaderboards:
  1. Navigate to Time Tracking → Settings
  2. Ensure Billing Rate Indicators is enabled
  3. Enable Billing Rate Leaderboard
  4. Click Save

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Viewing Leaderboard Rankings

Once activated, the leaderboard appears in the upper right corner of your My Timesheets view, adjacent to your personal billing indicators. Leaderboard displays:
  • Top 3 Performers: Employees with the highest billing rate percentage
  • Your Performance: Your current logged time and target
  • Your Total Time: All hours logged (billable + non-billable)

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Leaderboard Views

Switching between leaderboards: Click the leaderboard area to expand the full view. Use the dropdown menu in the upper left to toggle between: Billing Rate Leaderboard: Ranks employees by percentage of their billing target achieved. This highlights who is most effectively meeting their billable hour goals. Total Time Leaderboard: Ranks employees by total hours logged across all projects (billable and internal). This shows who is logging the most overall work time. 💡 Manager Insight: Ask Your Knowlix: “Show me the billing leaderboard for the sales team”

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Leaderboard Motivational Tips

Daily motivational messages appear alongside leaderboard data to encourage productivity and maintain team morale.

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How Tips Work

Tips are randomly selected each day and displayed on the right side of the leaderboard. These can include productivity advice, motivational quotes, or reminders about company policies.

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Managing Tips

You can create custom tips tailored to your organization’s culture and values. To add or edit tips:
  1. Navigate to Time Tracking → Configuration → Tips
  2. Click New to create a tip
  3. Enter your motivational message
  4. Click Save
To edit existing tips: Double-click any tip text to modify it inline. Tip examples:
  • “Remember to log your time daily for accurate billing”
  • “Great work this week! Keep the momentum going”
  • “Time tracking helps us plan future projects effectively”
  • “Aim for at least 1 hour of focused work before checking email”
💡 Best Practice: Rotate tips regularly to keep content fresh. Archive outdated tips rather than deleting them, so you can reactivate them later.

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Time Off Integration

Knowlix automatically generates timesheet entries when employees take approved time off. This eliminates manual entry and ensures timesheets accurately reflect actual availability.

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Configuring Time Off Logging

To enable automatic timesheet creation for time off:
  1. Navigate to Time Tracking → Settings
  2. Scroll to the Time Off section
  3. Enable the Time Off Integration checkbox
  4. Click Save
Once enabled, two configuration fields appear: Project: Select the project where time off should be logged. The default is typically “Internal” or “Company Overhead.” Task: Select the task under which time off entries will be created. The default is usually “Time Off” or “Leave.” You can modify these defaults using the dropdown menus to match your organizational structure. 💡 Customization Tip: Create separate tasks for different leave types (Vacation, Sick Leave, Personal Day) for more detailed reporting.

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How Time Off Syncs to Timesheets

When an employee requests time off through the Time Off module, the integration works as follows: Instant logging: If the time off type does not require approval, the timesheet entry is created immediately upon request submission. Post-approval logging: If the time off type requires manager approval, the timesheet entry is created only after the request is approved. Entry details: The timesheet entry includes:
  • Date(s) of time off
  • Number of hours/days
  • Project and task (as configured in settings)
  • Reference to the original time off request

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Viewing Time Off Entries

To see time off in your timesheets:
  1. Open the Time Tracking module
  2. Navigate to the relevant time period
  3. Time off appears in the configured project/task columns
To view entry details: Hover over any time off entry and click the magnifying glass icon that appears. A popup displays:
  • Time off type
  • Approval status
  • Request date
  • Approver (if applicable)
  • Notes
💡 Your Knowlix Query: “Show me all time off entries for this month” or “Did my vacation request create a timesheet entry?”

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Time Off Approval Requirements

Not all time off types require managerial approval. This depends on your company’s time off policies. To check approval requirements:
  1. Navigate to Time Off → Configuration → Time Off Types
  2. Open the time off type you want to check
  3. Review the Approvals section
If approval is required, you’ll see the approval workflow configuration. If not, requests are auto-approved and immediately logged to timesheets.

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Example Workflow

Scenario: Sarah is attending internal training from December 15-19, 2025. She logs her time in the Time Tracking module under the “Internal” project with a task labeled “Training.” On December 19, Sarah becomes ill and needs to take a sick day. She submits a time off request for December 19 using the “Sick Leave” time off type. Result: Since “Sick Leave” is configured to not require approval, Sarah’s request is automatically approved. Knowlix immediately creates a timesheet entry for December 19 under the “Internal” project and “Time Off” task. Sarah’s timesheet now shows:
  • December 15-18: Training (manually logged)
  • December 19: Time Off (automatically logged from sick leave request)
This ensures her timesheet accurately reflects her work and absence without requiring duplicate data entry.

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Best Practices

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Set Realistic Billing Targets

Don’t set targets at 100% of available hours. Account for meetings, administrative work, professional development, and downtime. A typical target is 60-80% of total working hours.

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Review Targets Quarterly

Employee roles and responsibilities change over time. Review billing targets each quarter and adjust based on actual performance and evolving job functions.

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Use Leaderboards Constructively

Leaderboards work best when used to celebrate success rather than punish underperformance. Recognize top performers publicly, but address below-target performance privately.

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Log Time Daily

Encourage employees to log time daily rather than weekly. Daily logging improves accuracy and prevents forgotten tasks.

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Categorize Projects Clearly

Maintain a clear distinction between billable and non-billable projects. This ensures billing indicators and leaderboards accurately reflect performance.

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Customize Motivational Tips

Generic tips lose impact over time. Create tips specific to your organization’s culture, current initiatives, and team dynamics.

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Audit Time Off Integration

Periodically review time off entries to ensure they’re logging to the correct project and task. Misconfigurations can skew billing reports.

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Train Employees on Indicators

Ensure all team members understand how billing indicators are calculated and what the targets mean. Clear understanding prevents confusion and anxiety.

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Need Help?

Ask Your Knowlix:
  • “Log 5 hours to Project Alpha for today”
  • “What’s my billing rate for this month?”
  • “Show me the top performers on the billing leaderboard”
  • “Create a timesheet entry for yesterday’s meeting”
  • “How many hours have I logged this week?”
Contact Support: For questions about billing rate calculations, timesheet integration issues, or leaderboard configuration, contact Knowlix support through the Help menu.