# 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

{% tabs %}
{% tab title="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
  {% endtab %}

{% tab title="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
  {% endtab %}

{% tab title="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
  {% endtab %}
  {% endtabs %}

## 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