Managing Custom Lists (Activities, Expense Categories, etc.)

The dropdown menus your team sees throughout TimeTracker — activities, expense categories, time off types, and more — are all customizable. Tailoring these lists to your business means your data is consistent, your reports are meaningful, and your team isn't guessing which option to pick.

Types of Custom Lists

• Activities — Types of work performed (e.g., Development, Meeting, Research, Travel). These appear in the Activity dropdown on time entries. Every time entry has an Activity.
• Expense Categories — Types of expenses (e.g., Travel, Meals, Software, Supplies). These appear when entering expenses. (Premium & LawBillity tiers)
• Pay Types — Types of pay (e.g., Regular, Overtime, Holiday). Used for payroll reporting and export.
• Time Off Codes — Types of time off (e.g., Vacation, Sick – Paid, Personal Day). Used in time off requests and accrual tracking.
• Project Types — Categories for projects (e.g., Consulting, Development, Audit). Used for filtering and reporting.

Managing Lists

1. Go to Admin > Settings > Custom Lists (or the specific list type under Settings).
2. Click Add to create a new item, or click an existing item to edit it.
3. Enter the name and any additional details (e.g., whether an activity is billable by default, the display order).
4. Use the Active/Inactive toggle to hide items from dropdowns without deleting them.

Best Practices

• Don't delete old items — Mark them as Inactive instead. This preserves historical data on past time entries and reports.
• Keep names clear — "Client Meeting" is better than "CM" or "Meeting Type 3." Your team shouldn't need a decoder ring.
• Review periodically — Every quarter, scan your lists for items no one uses. Deactivate the clutter.
• Set billable defaults — For activities, set whether each one defaults to billable or non-billable. This saves your team from having to remember.