Purpose
To establish a standardized process for setting up new client accounts in Hubstaff, ensuring accurate time tracking, transparent reporting, and strict budget enforcement. This procedure guarantees that every client project is configured with the correct organization, members, and permissions, and that budgets automatically stop tracking once the limit is reached to prevent overbilling. It also ensures client visibility is controlled and all records are properly documented in CVA’s systems.
Scope
This procedure applies to all CVA operations and administrative staff involved in client onboarding. It covers the end-to-end Hubstaff setup process, including:
Creating or linking a client organization.
Setting up projects and applying weekly, monthly, or project-based budgets.
Enabling the auto-shutdown feature when hours are exhausted.
Adding and assigning internal team members (SCs, ASCs, VAs, Specialty VAs).
Inviting clients with appropriate permissions (optional).
Configuring time tracking, idle timeout, and activity settings.
Recording key details (budgets, limits, links) in the central Client Master Tracker.
Sharing project information with the internal team to begin work.
❶ Gather Client Information
Review Fathom notes or discovery call notes.
Collect the following before entry:
Client Name / Company Name
Project(s) or service scope
Budgeted hours (weekly, monthly, or project cap)
Assigned team members (Success Coach, VAs, specialty roles)
Start date and billing cycle
Special rules (idle timeout, screenshot tracking, etc.).
❷ Log in to Hubstaff
Go to app.hubstaff.com.
Log in with your admin credentials.
❸ Add New Client
Under Project Management click Add new client
Then fill in all information for the new client. Save after the first three tabs.. You can not add the budget yet until you save it and then you can go back in and add budget information.
Fill in Name, Address, Email, Phone, and link the project for the client already made in hubtasks.
❹ Add a Project
Navigate to Projects Add Project.
Enter:
Project Name (Client Name – Service Type).
Select the correct Organization.
Save the project.
❺ Set Project Budget (Required)
Open the project and go to Budgets tab.
Choose budget type:
Hours per week (e.g., 20 hrs/week package).
Hours per month (e.g., 80 hrs/month package).
Total project hours (if fixed-scope engagement).
Turn on:
✅ Send alerts when 80% of budget is reached.
✅ Stop tracking when the limit is reached (this prevents overbilling).
Save budget settings.
❻ Add Team Members to Project
Open the project → Members.
Add the assigned SC, ASC, VAs, Specialty roles.
Apply weekly/hourly limits per person if different than overall budget.
Save.
Configure Project Settings
Open Settings General.
Update:
Idle Timeout (default: 5 min).
Manual Time Approval (require manager approval if needed).
Activity Tracking (screenshots, keystrokes, mouse).
Permissions (who can edit/view time).
❽ Recordkeeping
Document in Client Tracker (hubtasks/OneDrive):
Organization & Project Name
Assigned Team Members
Budget (weekly/monthly cap)
“Stop Tracking at Limit” setting
Start Date
Hubstaff Project Link
❾ Notify the Team
Share the project link in Slack/hubtasks.
Confirm all members have Hubstaff installed and can log time.