Getting started with actiTIME

This page is your guide to using actiTIME for the first time – from configuring the program’s core settings to entering your first time-track.

The Getting Started Guide will take you through these steps:

For actiTIME Downloadable Users

If you are using actiTIME Downloadable, please note this guide assumes you have already installed actiTIME. If not, please consult the Administration Guide for installation instructions first.

Please note this guide is meant for users who are ready to begin working with their own data. Make sure you have cleared all demo data before proceeding.

Upon completing those you and your colleagues will be ready to work with actiTIME.

1. Configure actiTIME for Your Company

1.1. Choose Which actiTIME Features You Will Use

We recommend you to start with configuring actiTIME’s Customizable Features. This step allows you to select which actiTIME features you want to use and turn off the features you don’t need. Turning a feature off will hide all functionality and controls related to it from the product’s interface. This way you can adjust actiTIME to your needs, making it easier to use.

Please note that any turned off feature can be turned back on later when you need it

To access the Customizable Features interface, click the   icon in the upper right corner of your screen then select ‘Customizable Features’ in the dropdown menu.

Point and click the   switch to turn features on or off.

We recommend you to learn feature details before turning a feature on or off to see how it will affect the product. You can learn feature details by pointing your cursor over each feature and clicking the   icon.

1.2. Configure General Settings

We recommend you to begin this step with setting the default Work Schedule and PTO settings. This can be done from the General Settings interface.

Then scroll down to the ‘Time-Track and Work Schedule’ section and configure it according to your company’s standards.

Once done, set up your default PTO settings in the ‘PTO Settings’ section.

To access the General Settings interface, first click the   icon in the upper right corner of your screen, then select and click ‘General Settings’ in the dropdown menu.

Please note this requires the PTO Balance Calculations feature to be turned ON

What is PTO?

Paid Time Off or personal time off (PTO) is the sum of all paid sick days, vacation days and personal days used by an employee.

1.3. Configure Time-Track Settings

actiTIME uses a three-level time-track structure. By default the structure names are: Customer (Top level), Project (Medium level) and Task (Lowest level). actiTIME always tracks time expense against the lowest structure level, by default it is a ‘Task’.

All these levels can be renamed in the General Settings. If you would like to change the default names, we recommend you to do it now, before proceeding next.

To rename structure levels, scroll down the General Settings interface to the ‘Naming’ section.

Here you can define names of time-track hierarchy and user groups.

1.4. Create Types of Work (Optional)

Furthermore, each actiTIME Task can be accompanied with a Type of Work.

Please note this requires the Types of Work feature to be turned ON

We recommend you to configure types of work now, before moving to the next step. However, if you want to skip this part, you can always return to types of work later. But please note that if you decide to use custom types of work later, you will have to manually re-assign types of work for all existing tasks.

What is a type of work?

Types of Work allow you to distinguish tasks by different types of work (management, design, copywriting) or simply define their billing status (billable, non-billable).

1.5. Review System Defaults (Optional)

Before proceeding next, we recommend you to take a quick look at the other sections of the General Settings interface to review the default system settings.

2. Add Colleagues to actiTIME

2.1. Create User Accounts

Next, you will need to create and configure user accounts for your colleagues.


You can grant some users you’ve created the permission to manage user accounts. This way, if there are many users to add to the system, you can delegate user creation to a person responsible for human resource management.

To add new users navigate to the ‘Users’ tab and then click the ‘+ Users’ button.

2.2. Configure User Permissions

Every user in actiTIME can be granted one or more permissions. Permissions allow users to view and manage system information. By configuring user permissions you can define which users will be allowed to view reports, edit customers, projects or tasks, see financial data, generate invoices etc.

For detailed instructions on how to add new users, please read the Management of User Accounts & Permissions: Create New User guide section.


For security purposes change the default password of the pre-configured system administrator before adding other users to actiTIME. To change your user account information and password follow the instructions listed in the Modify Own Information and/or Password guide section.

3. Create Tasks

Finally, to begin tracking working time, you need to create a time-track structure consisting of Customers, Projects and Tasks. New Customers and Projects can be added along with adding new Tasks.

To create a new Task, first navigate to the Tasks screen and then click the ‘Create Task’ button.

This will open the Task Creation interface.

As every Task is associated with a Customer and a Project, you can select an existing Customer or Project or create new ones directly in this interface, and then add new tasks.

Please note we use the default hierarchy names in this guide. They can differ from the ones you’re using if you previously changed them.


In order to optimize your company’s workflow, you can create Customers and Projects and then grant other users permission to create Tasks. Or if you have many Customers, Projects and Tasks to create, you can simply delegate it to your managers.

For more instructions, please see the Task Management: Create New Tasks section of our User Guide.

This concludes the ‘Getting Started’ guide. We hope you and your colleagues enjoy working with actiTIME.
If you need more help feel free to contact actiTIME Support Team.

We'll be happy to assist!