Help & Documentation

Multi-Workspace Architecture

A single ClockSquad user account can own or join multiple completely separate workspaces. Each workspace acts as an independent billing and data instance, ensuring physical separation of projects, clients, and financials.

Granular User Roles

Workspaces support five levels of access:

• Owner: Full control over billing, deleting databases, and user management.
• Admin: Can edit workspace parameters, invite roles, and manage all projects.
• Manager: Can create projects, clients, tasks, and view team reports.
• Member: Can create and edit user stories, view assigned tasks, log time, and view their personal timesheet.
• Guest: Free collaborator with restricted access.

Clients & Projects

Organize your workspace hierarchy. Group projects under Clients, and break projects down into Sprints and tasks. This grouping structure feeds directly into invoices and tracking filters.

Epics & User Stories

Track features using standard Agile planning. Create high-level Epics to capture broad initiatives, then break them into manageable User Stories. Stories can be estimated using story points and assigned to active sprints.

Fixed Agile Sprint Board Columns

To maintain consistency across workspaces, ClockSquad features five fixed Agile board columns representing the complete lifecycle of your user stories:

• Backlog: Stories that are drafted or estimated, but not yet scheduled for a sprint.
• Current: Stories planned and prioritized for the active sprint, ready for development.
• In Progress: Stories currently being worked on by assigned team members. Time can be logged directly against active stories in this column.
• Review: Completed stories awaiting verification, QA, or product manager acceptance.
• Done: Stories accepted as fully complete.

The Hourly Rate Priority Resolver

ClockSquad automatically resolves hourly rates for manual time entries or timers using a strict 4-tier lookup:

1. Project Member Rate: A specific rate set for a user on a given project.
2. Project Rate: The default rate set for the project.
3. Client Rate: The default rate set for the client.
4. Workspace Rate: The default fallback rate set in workspace settings.

Once logged, the hourly rate is snapshotted onto the entry, ensuring that future rate changes do not retroactively alter historic reports.

Single-Timer Limitation

To keep records accurate, each user is restricted to a maximum of one running timer at any given time. Starting a new timer automatically closes any other active timers.

Invoicing & Entry Locking

Convert logged hours into client invoices. Upon generating an invoice, the included time entries are locked. Locked entries cannot be edited, deleted, or reassigned without retracting the invoice.

Free Guest Seats

Guest collaborators do not count toward your seat cap brackets. You can invite external stakeholders, contractors, or clients to view work status on any plan without changing your monthly workspace rate.

Restricted Capabilities

Guests have read-only access to their assigned projects, with select interactive capabilities: they can prioritize the backlog, create or edit user stories, and accept or reject finished stories.

• Guests can reorder user stories in the backlog list to clarify priority.
• Guests can create new user stories (which are automatically forced to the unstarted backlog and cannot have assignees).
• Guests can accept or reject completed user stories, moving them from Review to Done or back to Current.
• Guests cannot start or stop active timers.
• Guests cannot create manual time entries.
• Guests cannot create sprints, configure board settings, or access invoicing details.