Quick start (new users only):

  • Copy the API key

  • Visit https://app.runn.io/integrations and select the Clockify tick box

  • Enter API key into API token field:

  • We suggest turning on just the Clients & Projects, and People first. Then turning on Actuals Sync once you've happy with the imported data.

  • Press "Save & Run" and your data should be imported within a few minutes.

  • Explore the newly imported data and correct any issues such as people with "Unknown" roles.

Quick Start (existing Runn users)

If you are an existing Runn customer, who already has your people and projects entered into Runn, please contact Runn support via the chat link below or via help@runn.io and we will help you get set up.

How the Clockify integration works

Our Clockify integration allows you to import your clients, projects, and people from Clockify. Once a day, we automatically import any new clients, projects, and people you have added to Clockify.

You may also run the import manually if you have created something new in Clockify and need the new data in Runn immediately. You can find the button to do this at the top of the respective Client, Projects, and People pages.

Our Clockify Integration is a one-way, daily sync. This means:

  • If a client, project, or person exists in Clockify but not in Runn, it will automatically bring them across.

  • All Clockify time entries will automatically be synchronized daily.

  • If you update or delete a client, project, or person in either Clockify or Runn, we will not update the details between the two. They remain separate after being imported.

  • Any client, project, or person created in Runn will not appear in Clockify. They must be created in Clockify separately.

  • We match purely only on the ID created in Clockify. If you create the same client, project, or person in both Runn and Clockify, they will be duplicated.

  • If you have an existing client, project, or person in Runn, and want to ensure a duplicate isn't made from Clockify. You must manually enter the Clockify ID (external reference) within Runn. You can do that when editing a client, project, or person.

FAQs

I created a client, project, or person in Clockify and it doesn't appear in Runn

Try going to the Clients, Projects or People list page in Runn and click the "Import from Clockify" button. Wait 5 minutes and check if the item you created appears.

If these Button is missing, then you may not have the importing function turned on.

Projects will not be imported if they are missing a client. Ensure all projects within Clockify have a client as well.

A person has the role "Unknown", what does that mean?

In Runn each person is assigned a role. (Read more about roles here)

Clockify doesn't have the same concept, so when you initially import your people, they will come through to Runn with an Unknown role.

You'll need to assign each person a role before you can turn on your timesheet sync.

Follow the fix all unknown roles link on the integration page or head over to your people list to bulk assign roles.

There is a duplicate client, project or person

You must decide which item to keep. You should base this on which item has data attached to it. For example, if a project or person has assignments and another one doesn't. You should delete the item without the assignments.

You can then manually add a reference for Clockify to this item (see above), and it will no longer be duplicated. In the future, always ensure that, if an item is added to Runn first and then added to Clockify, you update the external ID for the item in Runn.

I created a client, project, or person in Runn, and now want to create it in Clockify. How can I avoid duplicates?

You can avoid duplications by ensuring that any item that is created in Runn first, and then in Clockify, has the Clockify ID attached.

ID in Clockify:

You can find the Clockify ID in the URL.

ID in Runn:

To update the Clockify ID in Runn, select your project, and choose Edit Details.

If you create the item in Clockify first, simply click the "Update client, project, or person from Clockify" button and within a few minutes, the new item from Clockify will appear in Runn.

How can I deleted all imported data?

You will need to manually remove any of the clients, projects pr people you have imported, and no longer need.

If I have a large amount of existing data within Runn, how can I make sure no duplicates appear?
You can manually enter the Clockify ID (found in the Clockify URL - see above) into Runn. However, if you send an email to help@runn.io we will be able to help you with the process and ensure a quick integration and avoid duplications.

How can I ignore a specific project (such as leave?)

After importing a project, you can add the tag sync_off to the project.
If you have data for this project, you can duplicate the project, ensure the clockify id is in the references, and then delete the original. Now add sync_off and it should not sync on next update.

I see 0 has been entered for our staff - even thought their timesheets haven't been completed in Clockify

To ensure that Runn shows the same totals as Clockify, when you enable an integration we turn on an account setting called "Autofill Actuals". At the end of each week, we will automatically set any dates we are missing with 0 hours completed. This will remain until the user enters their real hours into clockify - in which case 0 will be overwritten within 24 hours. For more detailed explanation of missing actuals, or to turn it off see our Missing Actuals help doc.

Additional actuals appearing in Runn compared to Clockify

There are some edge cases that our integration does not handle. However this should be rare, and easily picked up by a project manager who is keeping an eye on the project performance.

The two main ones you may encounter are:

  1. Someone adds time to the wrong project. Then deletes the time and adds it to a different project.

    1. Unfortunate Runn is unable to delete times off - as the API we use does not inform us of deletions. Instead this will need to be manually corrected in Runn.

  2. Someone has time repeated against two roles in a project

    1. Runn will try and find the best role to put the time against. However, if someone changed roles half-way through a project (such as intermediate to senior). And after the data was imported, someone went back and changed their role on the project. Next time we run the import - it will see their is no data against their new role and import it again that as well. To fix this you can delete the time entries agains the old role.

    2. You can avoid this situation by pro-actively change their role on the project before the change occurs. For example, if they were going to change to senior in two weeks. I would update the plan to have them as senior starting from two weeks. Then Runn will match up the role correctly based on the role they were assigned on the day of the actual.


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