Clockify imports data from CSV files through Workspace settings > Import. The right import depends on what you’re moving: project structure, timesheet entries, or users. Project-structure imports are available to workspace owners and admins on any plan; timesheet and user imports require a paid plan, and user imports are unavailable during a free trial.
Choose the right Clockify import
| Data to import | Plan and access | Important details |
|---|---|---|
| Projects, clients, tasks, and tags | Any plan; workspace owner or admin | Use this to add workspace structure. A new project can also be created when importing timesheets. |
| Timesheets | Paid plan | Entries are associated with users by email. Custom fields must already exist in the workspace. |
| Users | Paid plan; unavailable during a free trial | Use this for bulk onboarding. |
Clockify’s import guide lists a maximum CSV file size of 10 MB and a maximum of 200,000 rows. It also lists field limits of 3,000 characters for Description, 1,000 for Task, 250 for Project, and 100 for Client or Tag.
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Prepare a timesheet CSV
For a timesheet import, include these required columns using English field names: Email, Start date, Start time, and Duration. Email addresses must match active users in the destination workspace. Add fields such as Project, Client, Task, Tag, Billable, Description, or custom fields when needed. Any custom field you plan to import must first be created in Clockify.
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Workspace required fields also apply. If a project, client, task, or custom field is required by the workspace, provide its value in the CSV. For more on supported columns and formats, consult Clockify’s import instructions.
Import the file
- Sign in to the destination workspace with an owner or admin account. Confirm that the plan supports the type of import you need.
- Open Workspace settings > Import, then upload or drag in the CSV file.
- Confirm the displayed date, time, and duration formats against the file and the importing user’s settings.
- Map each CSV column to the corresponding Clockify field. Check that required fields and custom fields have values.
- Review the preview for incorrect mappings, missing values, and user emails that do not match active workspace users. Correct the CSV or mapping before proceeding.
- Choose Import, then check the import summary. For timesheets, the summary links to the Detailed report.
Import data from another time-tracking app
Clockify’s migration guidance covers exports from Harvest, Toggl, and ClickUp. Export the source data as CSV, then make sure the destination file uses Clockify’s field names and formats. The migration guide identifies Email, Project, Client, Description, Start Date, Start Time, and Duration as minimum columns for its migration workflow; requirements can differ by import type and workspace settings, so check the applicable import requirements rather than assuming every column is always mandatory. See the import guide and Clockify’s migration instructions.
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For a move between Clockify workspaces, there is no direct merge. Export a Detailed report from the old workspace as CSV and import it into the destination. Time entries and related metadata can move, but workspace settings, roles, and access do not. Clockify says paid-plan users can export custom ranges spanning multiple years; free-plan users need to export one year at a time. Follow Clockify’s workspace migration guidance.
Handle historical entries for a former employee
Clockify documents an approach for retaining former employees’ historical time: import entries under an active admin and tag them with the former employee’s name. If reports need the former person’s name in the User field, Clockify also describes creating limited users, deactivating them, and later bulk-reassigning the tagged entries. See the import guide for the relevant instructions.
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Fix common import problems
- Columns are not recognized: Use the English field names Clockify expects and check spelling and capitalization against the import guide.
- Dates, times, or durations are wrong: Match the CSV to the importing user’s profile formats and the workspace’s duration setting. Spreadsheet software can change date values or strip leading zeroes when a CSV is edited.
- The file is rejected or values appear in the wrong columns: Check that the file is comma-delimited rather than semicolon-delimited, and confirm it is within the published file-size and row limits.
- Required values are missing: Review workspace required-field settings and fill every required field, including required custom fields.
- Some entries are skipped: Check that each email matches an active workspace user and that the user has accepted any invitation.
These troubleshooting checks are also covered in Clockify’s import guide and import troubleshooting instructions.
If an import hangs or stops responding, Clockify recommends a hard refresh or signing out and back in. Then inspect import history for partial data; the history provides a Revert option so you can undo an import before correcting and retrying it. Consult Clockify’s troubleshooting page.
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