The moment it happens

Get an email as soon as time is logged

Each new entry in your workspace reaches you with the person, project and duration.

Runs: The moment it happens
Apps: Clockify
AI: Not needed
Access: read (admin to create webhooks)

Send this to your assistant

Create a ClickRuntime automation: whenever someone logs a new time entry in my Clockify workspace, email me who it was, the project and the duration.

Paste it into your assistant. It tells you what it will send or change before it runs live.

Add to ChatGPT Add to Claude

First time? Adding ClickRuntime to your assistant takes about two minutes.

Why use it

Why teams use this automation

Some managers need to know the instant time is logged against a project. A client may have approved a fixed number of hours, a contractor may be about to exceed a retainer, or an internal project may be under review. Learning about it from a weekly report means the extra hours are already in the books before anyone can ask whether they were approved.

When Clockify sends its new time entry event, this emails you the user, the project and the duration of that entry straight away. It is a simple, immediate feed rather than a periodic summary.

It works well for projects under close watch, such as new client engagements, fixed-fee work or contractors on trial. Each email is triggered by Clockify itself the moment an entry is saved, so the message is a faithful record of what was logged and by whom at that moment.

What you get out of it

Spot unapproved work as it happens
An email naming the person, project and duration lets you question a long entry the same day. Waiting for the weekly total makes the conversation harder and the hours harder to unwind.
Watch fixed-fee projects closely
On a fixed-price project every extra hour eats margin. Immediate visibility lets a lead intervene when entries are larger than expected, instead of discovering overruns at project close. A project with a hard cap needs eyes on it constantly, and each email adds one more data point to compare with the budget.
Keep contractors accountable
When a contractor logs time, you see it promptly with the project attached. That makes it easy to check the work against what was agreed before the invoice arrives. You can compare what a contractor logs against what was agreed, before you receive their invoice and have to decide whether to dispute it.
Notice duplicate or mistyped entries
A ten-hour entry that should have been one hour stands out in the notification. Fixing it immediately avoids a payroll or billing mistake that would take longer to explain later. Typing errors in duration are common, and spotting a ten-hour entry immediately lets the person correct it before it affects anyone's pay.
Create a dated audit trail
Each email is a timestamped record of when an entry was added. In a billing dispute, you can show what was logged on a given day, who logged it and to which project.

How it works

What happens, step by step

As soon as someone logs time in Clockify, Clockify tells ClickRuntime about the new entry.
ClickRuntime picks out who logged it, the project and how long it was.
You get a short email such as "Jordan Lee logged 1.50 h on Acme onboarding".

Before it runs live

Connect Clockify
Paste your automation's link into the other app's webhook settings

What you get

RunsThe moment it happens

Get an email as soon as time is loggedjust nowSucceeded

Email · New time entryJordan Lee logged 1.50 h on Acme onboarding

Build your own

Need it to work differently?

This template is a starting point. Copy the prompt and change it, or describe a different automation from scratch, with your own conditions, more apps or an AI step. Your assistant writes it, tests it and runs it on ClickRuntime.

Your own rules
Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.
Any number of apps
One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.
AI where it helps
Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.
On a schedule or on each event
Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.

Changes you can ask for

Act only on the items that match your own rules, and skip the rest
Add an AI step, for example to summarize, sort or draft a reply
Add another app, for example also send it to Slack
Combine it with other Clockify steps into one automation

Under the hood

The code that runs this automation

This is the Python script that runs each time the automation starts. Your AI assistant writes it for you when you send the prompt, and you allow each step in your assistant. To change how the automation works, describe the change to your assistant and it updates the script for you. For every function it can use, see the script reference.

new_time_entry_notifications.pyexample

import re
from clickruntime import on_event, notify

def hours(iso):
    h, m = re.match(r"PT(?:(\d+)H)?(?:(\d+)M)?", iso or "PT0M").groups()
    return int(h or 0) + int(m or 0) / 60

@on_event
def handle(event):
    entry = event.json
    user = (entry.get("user") or {}).get("name", "Someone")
    project = (entry.get("project") or {}).get("name", "No project")
    duration = hours((entry.get("timeInterval") or {}).get("duration"))
    notify.email_me(f"{user} logged {duration:.2f} h on {project}",
                    f"{user} · {project} · {duration:.2f} h\n{entry.get('description') or ''}")
    return {"user": user, "hours": round(duration, 2)}

FAQ

Common questions

Does it send an email for every single entry?

Yes, one email per new entry, so it can be busy for a large team. Ask for it to cover only certain projects or users and your AI assistant will show the narrower version for approval first.

Does it include the description of the work?

The email includes the user, project and duration. The entry description can be added if you want more context. Adding the description is straightforward, since Clockify includes it with the entry, and it gives you context on what the time was spent doing.

What about entries that are edited later?

This reacts to new time entries only. If someone changes the duration afterwards, that is a different Clockify event that this does not report on, so use a separate flow if edits matter to you. Edits are a separate event in Clockify, so a changed duration needs its own flow if you want to be told when numbers are altered.

What permissions does it need?

read (admin to create webhooks). Nothing else in your accounts is used.

Does it need AI?

No. It runs without AI, so it doesn't use your plan's AI allowance.

How many runs does it use?

One run for each event the app sends.

Can I change how it works?

Yes. Describe the change to your AI assistant, for example a different schedule, channel or filter. It updates the automation, tests it and tells you what changed.

On a schedule