Rules

Rules let you automate categorization of time entries. When an entry matches a rule’s conditions, the rule’s actions are applied automatically — adding tags, marking billable, setting a project, and more. Rules run live as entries are created or updated, and can also be applied retroactively to past entries.

Only owners can create and manage rules. There is a limit of 50 rules per workspace.

Anatomy of a rule

Every rule has:

• Conditions — match entries by field (description, hour, day of week, project, has tag, duration, weekly hours, etc.). Multiple conditions combine with AND.
• Actions — what to apply to a matching entry. Available actions: Add tag, Remove tag, Mark billable (with a multiplier like 1.5× or 2×), Set billable, Set project, Set description.
• Scope (optional) — narrow the rule to a specific user, team, or client. Leave blank for organisation-wide.
• Always enforce (optional) — when on, the rule re-runs on every evaluation, even on entries a user has edited. Use for invariants like “break entries are never billable”.

Creating a rule

1. Open Settings → Rules and click New rule.
2. Add at least one condition and one action.
3. Optionally set a scope or toggle Always enforce.
4. Click Save.

The rule appears in the list with a toggle to enable or disable it.

Natural-language compiler

If the AI rule compiler is enabled in workspace settings, you can describe a rule in plain English and have it compiled into conditions and actions automatically.

1. In the rule builder, type a description like “mark anything after 8pm as double billable”.
2. Click Compile.
3. Review the generated conditions and actions, adjust if needed, and Save.

Note

The AI compiler runs on Cloudflare Workers AI. Quality depends on how specifically you describe the rule. Always review compiled rules before saving.

Reordering and toggling

Drag the handle on a rule to reorder it. Earlier rules are evaluated first.

Click a rule’s toggle to enable or disable it without deleting. Disabled rules are skipped during evaluation.

Backfill: applying a rule to past entries

After creating a rule, you can apply it to existing time entries within a date range.

1. Open a rule’s detail page.
2. Click Apply to date range (or Apply to last 30 days for a quick preset).
3. Pick a date range. The maximum range is 90 days per backfill.
4. Click Preview to see how many entries match.
5. Click Apply to run the rule on the matched entries.

Backfill runs in the background. You can close the dialog — progress appears in the Recent executions list as entries are processed.

Execution history

The Activity view on a rule’s detail page shows recent executions across the workspace. Filter by status (Applied, No change, Failed) or by date range.

A workspace-wide rule activity feed is also available — see Activity.

When rules don’t re-apply

By default a rule runs at most once per entry. If a user later edits the entry, the rule does not re-apply automatically. Set the rule to Always enforce if you want it to override user edits on every evaluation.

Tip

“Always enforce” is most useful for invariants — things that must always be true regardless of who edited the entry, like “break entries are never billable” or “weekends are always 1.5× billable”.