Clockify

Clockify is a time tracking platform that helps teams log hours, track projects, and generate detailed time reports. With Coupler.io, you can automatically sync your Clockify time data to Google Sheets, BigQuery, Looker Studio, or other destinations to build live dashboards and reports without manual exports.

Why connect Clockify to Coupler.io?

• Automate time reporting — Pull Summary, Detailed, or Weekly reports directly into your spreadsheets or data warehouse

• Real-time dashboards — Keep your time tracking metrics up-to-date with scheduled refreshes

• No manual exports — Eliminate copy-paste workflows and sync data on a schedule

• Multi-destination support — Send data to Google Sheets, Excel, BigQuery, Looker Studio, or AI destinations like Claude and ChatGPT for analysis

Prerequisites

• A Clockify account with workspace admin access (required to retrieve your Workspace ID)

• An API key generated from your Clockify profile settings

• A destination account (Google Sheets, BigQuery, Excel, etc.)

Quick start

If you're new to Coupler.io, start with the Summary report to test the connection. It's the simplest report type and helps you verify your credentials are correct before moving to Detailed or Weekly reports.

How to connect

1

Sign in to Coupler.io and create a new data flow. Select Clockify as your source.

2

Get your Workspace ID. Log in to Clockify, go to Settings in the Manage section, and copy the ID from the URL address bar. For example, in the URL https://clockify.me/workspaces/5e450bcf1fffab54e1b0e8e5/settings, the workspace ID is 5e450bcf1fffab54e1b0e8e5. (You must be a workspace admin to access this.)

3

Generate an API key. Go to your Clockify profile settings, scroll to the API section at the bottom, and click Generate. Copy the key.

4

Enter your credentials in Coupler.io. Paste your Workspace ID and API key into the connection form.

5

Choose a report type. Select Summary, Detailed, or Weekly depending on the level of detail you need.

6

Set your date range (optional). Use the date picker to specify start and end dates. If left blank, the default range is one month from the start date. Macros are supported for dynamic date ranges (e.g., {{lastweekstart}}—see FAQ for examples).

7

Choose your destination. Select Google Sheets, BigQuery, Excel, Looker Studio, or an AI destination (Claude, ChatGPT, Gemini, etc.).

8

Run the data flow manually. Click Run to test the connection and verify data is pulling correctly. A successful manual run is required before you can schedule automatic refreshes.

Report types overview

Report Type	Best For	Details
Summary	High-level metrics	Total hours by project, user, or date. Simplest report; good for dashboards.
Detailed	Complete time entries	Individual time entries with descriptions, tags, and billable status.
Weekly	Weekly analysis	Hours aggregated by week. Useful for weekly planning and capacity reports.

Clockify data overview

Clockify provides three report types, each tailored to different reporting needs. All reports include time-tracking data filtered by your specified date range.

Report types

Report	Description	Best For
Summary	Aggregated hours by project, user, or date	Executive dashboards, billing summaries
Detailed	Individual time entries with full context	Payroll, project costing, granular analysis
Weekly	Hours grouped by week	Weekly planning, capacity planning, trends

Summary report fields

Metrics

Field	Description
Duration (hours)	Total billable or non-billable hours
Amount	Billable amount if hourly rate is set
Count	Number of time entries

Dimensions

Field	Description
Project	Project name
User	Team member name
Date	Entry date
Billable status	Whether hours are billable
Task	Task description

Detailed report fields

Metrics

Field	Description
Duration	Hours for each individual entry
Billable amount	Amount if the entry is marked billable
Hourly rate	Rate applied to the entry

Dimensions

Field	Description
User	Team member who logged time
Project	Associated project
Task	Task description
Description	Notes on the time entry
Start time	When the entry started
End time	When the entry ended
Tags	Any tags applied to the entry
Billable	Whether the entry is billable
Cost estimate	Estimated cost if hourly rate is configured

Weekly report fields

Metrics

Field	Description
Hours per week	Total hours logged in each week
By project	Hours broken down by project
By user	Hours broken down by team member

Dimensions

Field	Description
Week start date	Monday of the week
Week end date	Sunday of the week
Project	Project name
User	Team member

Common metric combinations

• Summary + Project dimension — Track hours and costs by project for billing or capacity planning

• Detailed + User + Date dimensions — Audit individual time entries for payroll or compliance

• Weekly + User dimension — Monitor team capacity week-over-week

• Summary + Billable status — Separate billable from non-billable hours for invoicing

Use cases by role

Project Managers

Use Weekly or Summary reports grouped by project to track project progress, resource allocation, and budget consumption. Join multiple projects to compare performance across your portfolio.

Finance & Accounting

Pull Detailed reports to ensure accurate payroll and billing. Filter by date range to match accounting periods. Export to BigQuery for cost analysis and revenue recognition.

HR & Operations

Use Summary reports by user to monitor team capacity, workload distribution, and utilization rates. Schedule daily or weekly refreshes to track trends over time.

Billing & Invoicing

Query Summary or Detailed reports filtered by billable status and project to generate invoices automatically. Join with rates to calculate billable amounts for clients.

Platform-specific notes

• Date ranges default to one month — If you set a start date but no end date, Coupler.io will pull data for one month from the start date

• Macros are supported — Use dynamic date ranges like {{lastweekstart}}, {{thisyearstart}}, or {{30daysago}} for recurring imports

• No built-in filtering by user or project — Use Google Sheets formulas or post-import transformations in your destination to filter by specific users or projects

• Time defaults to midnight (00:00) — All dates are treated as 00:00 unless you manually adjust

• Workspace admin required — Only workspace administrators can retrieve the Workspace ID from settings

Clockify common issues

Connection issues

"NOT FOUND: Request failed with status code 404"

This error typically means your Workspace ID is incorrect or doesn't match your API key. Double-check the following:

1. Log in to Clockify and go to Settings in the Manage section

2. Copy the Workspace ID directly from the URL (e.g., https://clockify.me/workspaces/5e450bcf1fffab54e1b0e8e5/settings)

3. Ensure you're a workspace admin—non-admins cannot access the Settings page

4. Paste the ID exactly as shown, with no extra spaces or characters

5. Verify your API key is still valid (regenerate if unsure)

If the issue persists, regenerate your API key in your Clockify profile settings and try again.

"Request failed with status code 401" or "access token is invalid"

Your API key is invalid, expired, or doesn't match your Workspace ID. Try these steps:

1. Go to Clockify profile settings

2. Scroll to the API section at the bottom

3. Click Generate to create a new API key

4. Copy the new key and update it in your Coupler.io data flow

5. Run the data flow again

Note: API keys are tied to individual users, not workspaces. If you're the only one using this integration, regenerating your key should resolve the issue.

Missing data

No data appears after running the data flow

This usually happens when your date range is too narrow or your Clockify workspace has no entries for the specified period. Check:

1. Verify your date range — Make sure your start and end dates are correct. The end date must be after the start date.

2. Check for time entries in Clockify — Log into Clockify and confirm you have time entries for the date range you specified

3. Remember the one-month default — If you set only a start date, Coupler.io pulls one month of data from that date. For example, if you set 2024-11-01 as the start date with no end date, you'll get data through 2024-12-01

4. Timezone considerations — Clockify stores times in UTC. If you have entries near midnight, check your local timezone settings in both Clockify and your destination

If data exists in Clockify but isn't appearing, try running a Summary report first to confirm the connection works, then switch to Detailed or Weekly.

Only partial data is imported (e.g., stops at row 1000)

Large Clockify exports may be truncated due to API response limits. Workarounds:

1. Narrow your date range — Split your import into smaller date ranges (e.g., one month at a time) and append them together in your destination

2. Use Detailed report instead of Summary — Sometimes one report type is faster than another

3. Schedule multiple smaller refreshes — Instead of one large weekly import, schedule daily imports

If you consistently hit limits, contact Coupler.io support for assistance.

Permission errors

"You must be a workspace admin to access settings"

Only Clockify workspace admins can retrieve the Workspace ID from the Settings page. If you're not an admin:

1. Ask a workspace admin to retrieve the Workspace ID for you (it's in the URL at clockify.me/workspaces/{WORKSPACE_ID}/settings)

2. You can generate your own API key from your profile settings, even as a non-admin

Once you have both the Workspace ID and a valid API key, you can create the data flow.

Data discrepancies

Data looks different in Clockify vs. the imported sheet

Common reasons include:

1. Time zone differences — Clockify uses UTC. If your time entries were logged in a different timezone, adjust your local view in Clockify before comparing

2. Billable status filter — Summary reports may exclude non-billable entries by default. Check your report settings

3. Rounding — Duration may be rounded to the nearest minute or hour depending on your Clockify settings

4. Running timers — Time entries that are still "running" (not stopped) may not be included until they're completed

Verify the data in Clockify directly by running a report there, then compare field-by-field with your Coupler.io import.

Date range includes unintended data

Remember: all times default to 00:00 (midnight). If you set an end date of 2024-11-30, you'll get all data up to 2024-11-30 00:00. To include the full day, set the end date to 2024-12-01. Example:

• Start: 2024-11-01 (includes 2024-11-01 00:00 onward)

• End: 2024-12-01 (includes through 2024-11-30 23:59)

This captures the entire month of November.

Rate limits

"Too many requests" or request throttling errors

Clockify's API has rate limits. If you're running multiple large imports simultaneously:

1. Stagger your refreshes — Schedule data flows at different times rather than all at once

2. Use smaller date ranges — Break large imports into narrower windows

3. Reduce refresh frequency — Decrease the number of daily or hourly scheduled runs

If errors persist after these steps, contact Coupler.io support to review your usage pattern.

Clockify FAQ

Can I use macros in my date range?

Yes! Coupler.io supports macros for dynamic date ranges. Common examples:

• {{lastweekstart}} and {{lastweekend}} — Pull last week's data

• {{thismonthstart}} — Pull from the first day of the current month

• {{thisyearstart}} — Pull from January 1 of the current year

• {{30daysago}} — Pull the last 30 days

This way your data flow updates automatically without manual edits. See the macros help article for more options.

What's the difference between Summary, Detailed, and Weekly reports?

• Summary — Aggregated hours by project, user, or date. Lightweight and fast; ideal for dashboards and high-level metrics.

• Detailed — Individual time entries with full context (description, tags, billable status, rates). Best for payroll, invoicing, and audits.

• Weekly — Hours grouped by week. Useful for capacity planning and trend analysis.

Start with Summary to test your connection, then switch to the report type that matches your use case.

Do I need to be a workspace admin to set up this integration?

You need workspace admin access to retrieve your Workspace ID from Clockify Settings. However, you can generate your own API key from your profile settings, even as a non-admin.

If you're not an admin, ask your workspace admin to share the Workspace ID (it's in the URL at clockify.me/workspaces/{ID}/settings), then generate your own API key.

Why am I getting a 404 error?

404 errors almost always mean your Workspace ID is incorrect or doesn't match your API key. Double-check:

1. Log into Clockify and go to Settings (Manage section)

2. Copy the ID directly from the URL—don't type it manually

3. Make sure you're a workspace admin (non-admins can't access Settings)

4. Verify your API key is valid (regenerate if unsure)

If you have the correct ID and key, try regenerating your API key and running the data flow again.

I got a 401 error. What do I do?

A 401 error means your API key is invalid or expired. Fix it by:

1. Go to Clockify profile settings

2. Scroll to the API section

3. Click Generate to create a new key

4. Copy it and update your Coupler.io data flow

5. Run the data flow again

API keys are user-specific and can expire if not used. Regenerating a fresh key usually resolves 401 errors immediately.

Can I filter by a specific user or project?

Not directly in Coupler.io settings. Clockify integration doesn't offer built-in user or project filters. However, you have two options:

1. Use spreadsheet formulas — Import the full report to Google Sheets, then use FILTER() or pivot tables to extract only the users or projects you need

2. Create multiple data flows — Set up separate imports for different date ranges or time periods, then manually separate them after import

This is a commonly requested feature; you can submit feedback to the Coupler.io team.

What happens if I don't set an end date?

If you set a start date but leave the end date blank, Coupler.io defaults to one month from the start date. For example:

• Start: 2024-11-01, End: (blank) → pulls data through 2024-12-01

To avoid surprises, always set both start and end dates explicitly. Remember that dates default to 00:00 (midnight), so if you want to include the full day of November 30, set the end date to 2024-12-01.

Can I send Clockify data to destinations other than Google Sheets?

Yes! Coupler.io supports multiple destinations:

• Google Sheets — Most common; good for dashboards and sharing

• BigQuery — For large-scale analysis and data warehousing

• Excel — For local file exports

• Looker Studio — For embedded dashboards

• AI destinations — Claude, ChatGPT, Gemini, Perplexity, and others for automated analysis and summarization

Choose the destination that fits your workflow. If you want to combine Clockify data with other sources, BigQuery or Google Sheets makes joining easier.

How do I set up a report that updates daily?

1. Create a data flow with Summary or Detailed report

2. Use a macro like {{30daysago}} to {{today}} to capture rolling daily data

3. After a successful manual run, go to Schedule and set it to refresh Daily at your preferred time

4. The data flow will run automatically each day and pull the latest entries

For a truly rolling window (e.g., last 30 days always), use dynamic macros so the date range shifts automatically.

Why is my imported data different from what I see in Clockify?

Common reasons:

1. Timezone mismatch — Clockify uses UTC. Your entries may appear at different times if your local timezone differs

2. Running timers — Time entries still in progress (timer running) won't be included until stopped

3. Rounding — Some reports round durations to the nearest minute or hour

4. Billable status — Summary reports may filter by billable status

Always verify data directly in Clockify's reporting interface before comparing. Check for running timers and confirm your timezone settings match.

Can I append data from multiple Clockify accounts into one sheet?

Yes, use Coupler.io's Append transformation:

1. Create separate data flows for each Clockify account (each with its own Workspace ID and API key)

2. Run both data flows to the same Google Sheets tab or append them in your destination

3. Add a column to identify which account each row came from

This lets you consolidate time data from multiple Clockify workspaces into a single dashboard or analysis.

'Export type: CSV is not supported on current plan'.

It's a limitiation on Clockify's side. In an article, they address the question: Can I still export my data to Excel or CSV on the Free plan, or is it limited to PDF?

No. Excel and CSV exports are paid features. On the Free plan, your reporting exports are limited to PDF.