Clockodo

Clockodo is a time tracking and workforce management platform that helps teams log working hours, manage absences, track overtime, and bill clients accurately. It's widely used by agencies, consultancies, and service businesses to stay on top of project time and employee schedules.

Connecting Clockodo to Coupler.io lets you pull your time tracking data into the tools you already use — so you can build reports, monitor team performance, and analyze billing data without manual exports.

Why connect Clockodo to Coupler.io?

• Automatically sync time entries, absences, and work times to Google Sheets, Excel, BigQuery, or Looker Studio

• Combine Clockodo data with other sources using Join or Append transformations — for example, join entries with customers to see revenue by client

• Send time tracking summaries to AI destinations like ChatGPT, Claude, or Gemini for instant analysis

• Keep your data fresh on a schedule without touching Clockodo manually

Prerequisites

Before connecting, make sure you have:

• An active Clockodo account

• Your Clockodo API credentials — specifically your registered email address and an API key (generated in your Clockodo account settings under My account > API)

• Admin or sufficient permissions to access the data you want to export

Quick start

Start with the Entries entity — it's the core of Clockodo and contains all time logs linked to projects, services, and users. From there, add Customers or Projects as a second source and use a Join transformation to build a complete billing or utilization report.

How to connect

1

Create a new data flow in Coupler.io. Log in to your Coupler.io account and click Add data flow. Search for Clockodo and select it as your source.

2

Enter your Clockodo API credentials. You'll need to provide your Clockodo account email and your API key. To find your API key, log in to Clockodo and go to My account > API. Copy the key and paste it into Coupler.io, along with your email address.

3

Select the entity you want to import. Choose from the available entities such as Entries, Projects, Users, Absences, and more. If you need data from multiple entities, you can add additional sources to the same data flow.

4

Set a date range if needed. For time-based entities like Entries and Work times, use the date picker or specify years to control how much historical data is pulled.

5

Choose your destination. Select where you want your Clockodo data to land — Google Sheets, Excel, BigQuery, Looker Studio, or an AI destination like ChatGPT or Claude.

6

Run the data flow. Click Run to execute a manual sync. Once it completes successfully, your data will appear in the destination you chose.

Clockodo data overview

Clockodo exposes a broad set of time tracking and workforce data through Coupler.io. You can pull everything from raw time entries and project structures to employee absence records and overtime balances.

Available entities

Entity	What it contains
Entries	Time logs with duration, user, project, service, and billing status
Projects	Project name, number, status, and linked customer
Customers	Customer name, contact details, and account status
Users	User name, email, role, and team membership
Teams	Team name and associated users
Services	Service name, type, and billing rate
Absences	Absence type, date range, status, and employee
Work times	Daily/weekly totals including regular hours, overtime, and breaks
Target hours	Contracted working hours per employee and period
Overtime carries	Running overtime balance carried forward per employee
Holidays quota	Annual leave entitlement per employee and year
Holidays carries	Unused leave days carried into the following year
Non business days	Public holidays and non-working days by country/region
Lumpsum services	Fixed-fee billing items with amounts and descriptions
Surcharges	Surcharge rules applied to entries or services
User reports	Aggregated summaries of time, absences, and overtime per user
Customers projects	Customer-to-project mapping for relational joins

Metrics and dimensions

Time entries (Entries)

Field	Type	Description
duration	Number	Total time logged for the entry (in seconds)
time_since	Datetime	Start time of the entry
time_until	Datetime	End time of the entry
revenue	Number	Calculated revenue for the entry
is_billable	Boolean	Whether the entry is billable
is_billed	Boolean	Whether the entry has been invoiced
users_id	ID	ID of the user who logged the time
projects_id	ID	ID of the associated project
services_id	ID	ID of the associated service
customers_id	ID	ID of the associated customer
note	Text	Free-text note attached to the entry

Work times

Field	Type	Description
date	Date	The date of the work time record
duration	Number	Total hours worked
duration_overtime	Number	Overtime hours logged
duration_break	Number	Total break time
users_id	ID	ID of the employee

Absences

Field	Type	Description
type	Text	Absence type (vacation, sick leave, etc.)
date_since	Date	Start date of the absence
date_until	Date	End date of the absence
status	Text	Approval status of the absence
users_id	ID	ID of the employee
count_days	Number	Total number of absence days

Target hours & overtime

Field	Type	Description
users_id	ID	ID of the employee
year	Number	Year the record applies to
count_hours	Number	Target or carry hours for the period
compensation_date	Date	Date overtime was compensated (if applicable)

Customers & projects

Field	Type	Description
name	Text	Name of the customer or project
number	Text	Internal reference number
status	Text	Active or archived status
customers_id	ID	Parent customer for a project
budget_is_hours	Boolean	Whether the budget is tracked in hours
budget	Number	Total budget allocated

Common metric combinations

• Entries + Users: See who logged how many hours and identify top contributors or capacity gaps

• Entries + Customers: Calculate total billable hours and revenue per client

• Entries + Projects + Services: Break down time by project phase or service type for billing accuracy

• Work times + Target hours: Compare actual hours worked against contracted hours per employee

• Absences + Holidays quota: Track leave usage against entitlement to spot employees nearing their limit

Use cases by role

Finance & Billing

• Pull Entries filtered by billable status and join with Customers to generate invoice-ready summaries in Google Sheets or Excel

• Use Lumpsum services alongside hourly entries to get a full picture of project revenue

• Aggregate monthly billable hours by customer and push to BigQuery for revenue trend analysis

HR & People Ops

• Monitor absence patterns by employee using the Absences entity — filter by type to separate sick leave from planned vacation

• Compare Holidays quota vs. Holidays carries to identify employees carrying over too much unused leave

• Track overtime balances with Overtime carries and set up alerts in Google Sheets when thresholds are exceeded

Project Managers

• Join Entries with Projects and Services to see time spent per project phase against budget

• Use User reports for a quick per-person summary of logged hours and send them to ChatGPT or Claude for narrative summaries

• Append data from multiple team members using the Append transformation to create a consolidated project timesheet

Platform-specific notes

• Duration fields in Entries and Work times are returned in seconds — divide by 3600 in your destination to convert to hours

• The Entries entity can return large volumes of data for long date ranges; use the Years or Start date parameters to limit the pull

• The Customers projects entity is primarily useful as a lookup table for joining project IDs back to customer names

• User reports are pre-aggregated by Clockodo — useful for quick summaries but less flexible than building your own aggregations from raw Entries

• Non business days are country/region-specific and should be joined with Work times data when calculating net working days

Clockodo common issues

Connection issues

Authentication fails when entering API credentials

Clockodo requires both your account email address and your API key — not just the key on its own. Double-check that you're entering the email associated with your Clockodo account, not a team member's email. To regenerate or find your API key, go to My account > API in Clockodo.

If your API key contains special characters, make sure it is copied in full without any trailing spaces.

Connection succeeds but no data appears

This usually means the date range parameters returned no matching records. If you've set a Start date or specified Years, check that there is actual data in Clockodo for that period. Try broadening the range or leaving the date parameters blank to test the connection with all available data.

Missing data

Entries are missing for certain users or projects

The API key you use is tied to a specific Clockodo user account. If that account doesn't have visibility into certain users or projects (due to team restrictions or admin settings), those records won't appear in the export. Check the user's permissions in Clockodo under Settings > Users. An admin-level API key will return the most complete dataset.

Absences or overtime data is incomplete

Absences and overtime data in Clockodo may only be visible to admins or managers. If your API key belongs to a standard user, HR-related entities like Absences, Holidays quota, and Overtime carries may return partial or empty results.

Historical entries are cut off at a certain date

Coupler.io uses the Start date and Years parameters to scope the Entries pull. If you've set a Start date, only entries from that date forward will be included. Use the date picker to extend the range, or clear the parameter to pull all available history.

Permission errors

403 or "Forbidden" error when accessing certain entities

Some Clockodo entities — particularly those related to HR (absences, holiday quotas, overtime) — require admin-level access. If you receive a 403 error, the account linked to your API key likely doesn't have the necessary permissions. Switch to an API key from an admin account or ask your Clockodo administrator to grant the required access level.

Data discrepancies

Hours in Coupler.io don't match what I see in Clockodo reports

Clockodo returns duration values in seconds. If your destination (e.g., Google Sheets) is displaying raw values, divide the duration column by 3600 to convert to hours. Also verify that you're comparing the same date range — Clockodo's built-in reports may apply filters or rounding that differ from the raw API data.

Revenue figures look incorrect

The revenue field in Entries reflects Clockodo's calculated billing amount based on your configured rates. If rates have changed over time or entries are marked as non-billable, the totals may not match manual calculations. Cross-check against the billable and billed flags in the Entries entity to isolate discrepancies.

Rate limits

Data flow fails with a rate limit or timeout error

Clockodo's API has request rate limits that can be hit when pulling large volumes of Entries data. Narrow the date range using the Start date or Years parameters to reduce the number of records per sync. If you need full historical data, consider splitting it across multiple data flows — one per year — and using the Append transformation to combine them.

Clockodo FAQ

Where do I find my Clockodo API key?

Log in to your Clockodo account and navigate to My account > API. Your API key is displayed there. You'll also need your Clockodo account email address — both are required when connecting to Coupler.io.

Can I pull data from multiple Clockodo accounts into one destination?

Yes. Add each Clockodo account as a separate source in the same data flow using a different API key for each. Then use the Append transformation to combine the data into a single output. This is useful for agencies managing separate Clockodo workspaces per client.

Why are my time entry durations showing large numbers instead of hours?

Clockodo returns duration in seconds. Divide the value by 3600 in your destination to convert to hours. In Google Sheets, you can add a calculated column with a simple formula like =A2/3600.

Can I get a report that shows billable hours by customer?

Yes. Add Entries and Customers as two sources in the same data flow, then use the Join transformation on the customers_id field. Filter by is_billable = true to limit the output to billable time. Send the result to Google Sheets or Looker Studio to build a client-facing utilization report.

Why is absence or overtime data missing from my export?

Absences, Holidays quota, and Overtime carries are HR-sensitive entities that require admin-level access in Clockodo. If the API key you're using belongs to a standard user, these entities may return partial or no data. Switch to an admin account's API key to get full access.

How far back can I pull historical Entries data?

Coupler.io uses the Start date or Years parameters to control the date range. There's no hard limit on how far back you can go, but very large historical pulls can hit Clockodo's rate limits. For large datasets, use the Years parameter to pull one year at a time and combine them using Append.

Can I use Clockodo data with AI tools like ChatGPT or Claude?

Yes. Coupler.io supports AI destinations including ChatGPT, Claude, Gemini, Perplexity, Cursor, and OpenClaw. You can send a User reports or summarized Entries export directly to an AI destination to generate narrative summaries, spot anomalies, or answer questions about team performance.

What's the difference between User reports and Entries?

User reports are pre-aggregated summaries that Clockodo generates per user — they're quick to use but give you less control. Entries is the raw time log data, which lets you build custom aggregations, apply your own filters, and join with other entities. For most analytical use cases, Entries is the more flexible choice.

For a full breakdown of available fields and entity structures, see the Data Overview article. If you're running into authentication or missing data problems, check Common Issues.