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Beebole is a project time-tracking app that teams use to log hours, manage time off, plan tasks, and report on billing and cost. This page collects the questions customers ask most often, grouped by area. For step-by-step setup, start with the Quickstart; for a specific feature, follow the links in each answer.

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Getting started

No. Beebole’s 30-day free trial includes every feature with no seat limit, so you can add as many projects and people as you need to evaluate it properly. Contact support@beebole.com if you have any questions about the trial.
No. You need at least one project and one person. Tags are optional but recommended, since they unlock powerful reporting and configuration. See the Quickstart for the minimum setup.
Yes. Click People in the sidebar, click the + Add Person button, and use the Or add multiple entries area of the panel. Copy rows from a spreadsheet (one person per line, with the name, then a tab, then the email), click Paste, pick one role for the whole batch in Choose a role, and confirm with Import entries. Beebole creates all the profiles in one pass, and you can then invite them together from the People list. See Adding several people at once.
A category is the top-level grouping on Beebole’s Projects page — new accounts start with Client, Internal, and Activity. Projects sit inside a category and represent the work being tracked, and each project can hold subprojects at any depth. Use whichever depth makes sense for your team.
Not with the default roles. In a new Beebole account, the Employee role sees only the person’s own time entries. The People manager role also sees the entries of the people they manage, the Project manager role sees the time logged on the projects they manage, and the Admin role sees the whole account. You can adjust or extend these roles under Settings > Person Roles.

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Subscription and pricing

A seat is one active person in your Beebole account, and a paid plan bills for the number of seats you set on the subscription page. Seats don’t change on their own when you add or archive people: you adjust the count yourself, and it can’t go below the number of active people. When every seat is taken, a person you add is created archived, and you unarchive them once a seat is free. See Subscription and billing.
Yes. Go to Settings > Subscription and switch between Monthly and Yearly in the Billing interval section. Beebole shows the amount due for the change, and you click Confirm to apply it. See Subscription and billing.
Beebole retries failed payments automatically. If the issue persists, you receive an email asking you to update your payment method, and your account stays accessible during the grace period.
Yes. Go to Settings > Subscription, click Manage to open the billing portal, and cancel there. Your account keeps full access until the end of the period you paid for, then locks until you subscribe again. No data is deleted. To keep using Beebole for free instead, use Convert to free plan (up to 5 seats) on the same page. See Subscription and billing.

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Timesheets and time entry

Yes. Beebole’s timesheet adapts to small screens with a mobile layout, and you can install Beebole as an app on your phone. See Mobile and tablet.
If your administrator turned on reminders, Beebole reminds you to submit through your notification channels: by email, and as a push notification on the devices where you enabled push. If auto-submit is configured, your timesheet submits automatically after the deadline, even if incomplete. See Notifications.
Yes. Navigate to a previous week and enter or edit your time. If that week’s timesheet has already been approved, your approver needs to reject it first so you can change it.
Yes, but not from a button in the timesheet. Beebole imports time in bulk through its MCP server, where an AI assistant connected to your account records one entry or many from a spreadsheet you give it, or through the API’s addTimeRecord mutation from a script. Inside the app, only people, projects, tags, and tasks can be pasted in bulk; for time, copy a period or import calendar events. See Importing time entries in bulk.
Your administrator sets the timesheet period and entry rules in Timesheet and Planning Settings. Each timesheet covers one period (daily, weekly, bi-weekly, semi-monthly, or monthly), and that period is what you submit for approval. See Timesheet and Planning Settings.
Yes. Changing the Duration format only changes how durations are shown and typed: existing time data is kept and displayed in the new format. You set it in Timesheet and Planning Settings, for the whole organization or, like other timesheet settings, for a tag or a person. See Duration format.

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Projects and organization

No. Beebole supports unlimited project nesting depth, though for the best experience we recommend keeping it under four levels. See Projects.
Subprojects are part of Beebole’s project hierarchy — they subdivide a larger project for time tracking. Tasks are independent planning items with their own dates, owner, and status. A task can be linked to a project but exists separately, and is managed visually on the Gantt chart and Kanban board.
Project categories are part of Beebole’s project hierarchy — every project belongs to exactly one. Tags are a separate, cross-cutting dimension applied to people, projects, and tasks. Use categories to structure the work itself, and tags for organizational dimensions like departments or locations.
Yes. In Beebole, a person can hold tags from several categories at once — for example, an Engineering tag from a Department category and a London tag from a Location category. Each tag cascades its configuration independently.
Yes. Control project visibility through assignments and roles and permissions.
Yes. In Beebole you can reorganize projects, update tags, and change rates at any time. Historical time entries are preserved. However, structural changes may affect how existing data appears in filtered reports.

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People and permissions

Archive their profile in Beebole instead of deleting it. This preserves all their historical time data for your reports while freeing up the user seat on your subscription. Beebole refuses to delete a person who has time records or approval history anyway, and names what blocks the deletion.
No. Each person has exactly one role. If someone needs a mix of permissions, create a custom role that includes everything they need. See Roles and permissions.
Assignments decide which items are available to a person in Beebole — which projects, time off types, and expense types they can pick. Role permissions decide what they can do with data — view it or edit it, and for whom. Both apply at the same time.
Yes. Beebole administrators can use the Sign in as… Admin only action to sign in as another person. This is useful for diagnosing issues or verifying what a team member sees.

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Time off, holidays, and schedules

Yes. Add allowances in the Absence allowances panel of a person’s profile under People, or on a tag for a whole group. Beebole uses the whole set of allowances from the most specific level that has any: the person, then their tags, then the organization. Once a person has one allowance of their own, they no longer inherit any allowance from their tags or the organization, so copy the inherited allowances onto the person first and then adjust the one that differs.
It depends on the allowance. If Allow negative balance is checked, the person can continue booking time off and their balance shows a negative number. If not, Beebole blocks the entry. A person with no allowance at all for that absence type is never blocked: with no balance to check, Beebole accepts the entry, so add an allowance whenever you want a cap or a balance to show.
No. In Beebole, public holidays are separate from absence types like vacation or sick leave. They reduce the expected working hours for a period but do not consume any time-off allowance.
Yes. In Beebole, configure the Public holidays panel on a tag to give that group its own calendar. For example, load the US calendar on the “US Office” tag and the UK calendar on the “UK Office” tag.
Yes. Beebole supports multiple work schedules in one account. Create one schedule per pattern and assign each to the right tag or person — the most specific assignment overrides the organization default.
Yes. When a person takes a day off, Beebole deducts the hours their schedule defines for that day. A person scheduled for 6 hours on Fridays uses 6 hours of leave for a Friday off. See Work schedules.

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Approvals and notifications

Yes. On a phone, Beebole shows approvers a team icon in the header with the number of pending submissions. It opens a sheet with the Pending and Team tabs, and Approve and Reject appear in the header of the timesheet you open. The icon is absent for people who have nobody to review. See Mobile and tablet.
Yes. Beebole logs every approval action: who submitted, approved, or rejected, when, at which stage, and with what reason. Click the timesheet’s status badge to see who approved each stage of the current submission, and open the person’s Journal for the full approval history.
Yes. In your Notifications preferences in Beebole, untick both Email and Push notifications, or set every event to None. Either way you stop receiving notifications for those events. The unsubscribe link in a notification email turns off email only, and push notifications keep coming until you untick Push notifications too.
Tick Push notifications in your Notifications panel, then open Beebole on your phone and click Enable on this device in the same panel, or Enable in the Get notified on this device prompt. On an iPhone or iPad, first add Beebole to the Home Screen from Safari’s Share menu and open it from there, because push notifications don’t work in a Safari tab. See installing Beebole on iPhone or iPad.
Yes. In Beebole’s approval emails, Approve approves the timesheet straight from your inbox. Reject opens the timesheet in Beebole with the rejection dialog, because a reason is required, or you can reply to the email with “reject” followed by your reason. Replying “approve” approves it too. You can also reply to a Journal message email directly, and Beebole adds your reply to the right thread.

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Tasks

Both views show the same tasks. The Kanban board organizes tasks by status, while the Gantt chart organizes them on a timeline. A change in one view appears immediately in the other.
Yes. Tasks are independent planning items, and people can log time directly against the tasks assigned to them. Linking a task to a project lets it inherit project attributes such as billing rates. See Task planning.
Yes. Use roles and permissions to control who can edit tasks. People with read-only access can view the board but cannot move cards.

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Reports and data exports

Reports respect each person’s permissions. You only see data for the projects and people you are authorized to access, so an admin sees everything while a team leader sees only their team. See Reports.
Yes. Any custom field you create is available as both a column and a filter in reports, so you can slice data by region, priority, or any custom attribute.
Yes. Save a report configuration and organize saved reports into folders. Each report can display as a table, a chart, or both. See Custom reports.
Yes. Archived projects and their time entries stay fully available in reports. Archiving only removes a project from active timesheets, not from historical data.
The add-in keeps a live link to a saved Beebole report: you configure it once and refresh the data on demand. A CSV export gives you a static file each time. See the Google Sheets add-in and Excel add-in.

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Billing rates, costs, and budgets

In Beebole, billing rates represent what you charge for work, and cost rates represent what that work costs you internally. With both configured, reports show the margin between them.
Yes. Set a billing rate on each project — project rates take priority over the person’s own rate in Beebole. On a single project, use Split by persons to give each team member their own amount.
The most specific rate wins. For each time entry, Beebole looks at the project it was logged against — starting at the deepest subproject and walking up the project hierarchy — and only falls back to the person’s rate if no project in the chain has one. Rates inherited from a tag or the organization count as the rate of the project or person they cascade to. See Billing rates.
Yes. Expenses count alongside time: an expense’s amount adds to the budget’s cost, and its billed amount to the budget’s billing. Only expense types that hold an amount in a currency count; expenses of a type that tracks a plain quantity add nothing to a Beebole budget. See Expenses.

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Integrations

Most Beebole integrations are managed from Settings > Integrations, opened from the button with your initials at the bottom of the sidebar. You need a role with administrative permissions to configure them. The calendar connection is the exception — it lives in each person’s timesheet rather than under Settings.
Yes. You can configure multiple Beebole integrations at once. For example, you can import projects from Asana, sync people from BambooHR, and export time data to QuickBooks Online together.
Disconnecting an integration stops future syncing, but the records already brought into Beebole stay in your account. You can reconnect the integration later to resume syncing.
No. The calendar connection in the timesheet is per-user and read-only — Beebole reads your events so you can drag them onto timesheet rows, but it never creates, edits, or deletes calendar events. See Google Calendar and Microsoft Calendar.
Yes. Beebole provides a GraphQL API you can use to build custom integrations with any tool or internal system, and webhooks to receive real-time event notifications.

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Account and security

Beebole has no passwords. You sign in with a one-time 6-digit code emailed to you, a passkey, your Google or Microsoft account, or your organization’s SSO provider — whichever is most convenient. See Authentication.
No. Beebole never sees or stores your password. Sign-in runs through the provider’s secure flow, and Beebole only receives confirmation that you authenticated. See Authentication.
No. Disabling a feature in Beebole hides it from the interface but keeps your existing data. Re-enable it later and the data is still there. See Account settings.
The Beebole audit trail records changes with who made them and when. Administrators see them in the Journal of each item the change touched (a person, a project, a tag, and so on), and the account’s own changes in Account Settings. The Journal in the sidebar doesn’t list them. Beebole shows the last 7 days; earlier changes can be read through the API or an AI assistant connected to Beebole. The audit trail is not available on the Free plan.

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Related content

Quickstart

Set up your Beebole account in a few steps.

Timesheets

Log and submit time entries for your projects.

Subscription and billing

Manage your plan, payment method, and invoices.

Authentication

Sign-in methods, passkeys, SSO, and API keys.