Overview
Roles: Admin | Paid Feature
Tracking Policies allow you to define rules and restrictions for how time is tracked across your workspace, helping ensure consistency, accuracy, and compliance with your team’s workflow.
The Tracking Policies section is located in the Settings section.
Enable policies
Roles: Admin | Paid Feature
With Tracking Policies, you can specify your own rules to make sure that your timesheet data is always consistent.
How to enable workspace Policies:
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Approvals
Roles: Administrators and Managers | Pro and Business Feature
You can enable Approvals directly from the Tracking Policies section.
How to enable the Approvals feature:
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This feature allows Managers and Administrators to review, approve, or reject time entries, time off requests, and timecards. Once approved, time can also be locked to prevent further edits.
💡 For more details on how Approvals work, please refer to the Approvals article.
User roles that the policies apply to
You can specify which user roles these policies should apply to. The following options are available:
Apply to admins, managers, project managers, co-workers and time loggers.
Apply to project managers, co-workers and time loggers.
Apply to co-workers and time loggers.
Apply only to time loggers.
Applications Policies
You can require team members to install the browser extension to track time from external apps such as Asana, Trello, Basecamp, Monday, etc.
Time Tracking Policies
These policies control how users track time and how timers behave.
Timers
Auto stop idle timers – Automatically stops a timer after a defined period of inactivity.
Stop timers after clock-out – Ensures timers are stopped a set number of minutes after a user clocks out.
Hours
Prevent logging outside working days – Restricts users from logging time on non-working days (according to Work Schedules).
Limit tracked time – Prevents users from tracking more than a specified number of hours per day, week, or month.
Prevent tracking on budget-exceeded tasks – Blocks time tracking on tasks that have exceeded their budget.
Projects, Tasks, and Time Entries Policies
These policies define what information is required when creating time entries, tasks and projects.
You can also choose which roles these policies apply to (Administrators, Managers, Project Managers, Coworkers, and Time Loggers).
Projects & Tasks
Must have a client – Requires projects to be associated with a client.
Must have a project – Requires tasks to belong to a project.
Time entries
Must have a note – Requires a description for each time entry.
Must have a task – Requires all time entries to be linked to a task.
Must have specific fields – Requires selected custom fields to be completed before saving a time entry.
Restrict future entries – Prevents users from adding or editing time entries in the future.
Restrict past edits – Prevents users from adding or editing time entries in the past.
Exceptions
Temporal edit access – Allows you to exclude specific users from these restrictions.
Understanding and Resolving the Cycle Error in TrackingTime
When using TrackingTime, users may encounter the error message: "Could not find a cycle associated with the user and the policy." This article explains the causes of this error and provides steps to resolve it.
What Does the Cycle Error Mean?
This error occurs when the time-off policy (e.g., a "Pause" or break policy) does not have an active cycle assigned that applies to the user. Without a valid policy cycle covering the relevant dates and including the user, the system cannot process the time-off request and displays this error.
Scenarios That Cause the Cycle Error
No Active Cycle Assigned: The policy does not have an active cycle configured for the relevant dates.
Mismatch Between Cycle Dates and User Assignment: Even if a cycle is configured and the user is assigned, a mismatch between the policy cycle dates and the user’s assignment or start date can trigger the error. For example, if the policy cycle starts after the user’s start date, the system cannot match the user to an active cycle.
How to Resolve the Cycle Error
To resolve this issue, follow these steps:
Verify Policy Cycle Configuration: - Ensure that the time-off policy has an active cycle configured. - Check that the cycle covers the relevant dates for the time-off request.
Check User Assignment: - Confirm that the user is assigned to the policy. - Verify that the user’s start date aligns with the policy cycle dates.
Adjust Cycle Dates if Necessary: - If there is a mismatch between the cycle dates and the user’s start date, update the cycle dates to include the user’s start date.
By ensuring that the policy cycle is correctly configured and aligned with the user’s assignment, you can prevent this error from occurring.
Related Topics
Configuring Time-Off Policies in TrackingTime
Troubleshooting Time-Off Requests