Missing time & departed members
Reports only count time from people on your Team Members list. If someone tracked time in ClickUp but was never added — most often a former teammate who was deactivated before you connected the app — their hours are silently missing from budgets, burn, and utilization. Projects then look healthier than they really are.
The app finds these people for you and lets you add them with one click.
The scan
Section titled “The scan”Go to People → Team Members and click Scan for missing time. The scan compares ClickUp’s tracked totals on every task in your mapped locations against the time the app has attributed, then identifies who the unaccounted time belongs to. It also runs automatically once after your first sync.
Anyone found appears in a banner above the members table, labeled one of two ways:
- Active in ClickUp — not added yet — a current workspace member who simply isn’t on your Team Members list (this can include service or bot accounts).
- No longer in ClickUp — someone deactivated from your workspace. They can’t be added through the normal Add Member picker (ClickUp hides deactivated users), which is exactly why the scan exists.
For each person you can Add as team member or Dismiss (dismissed people stay hidden from future scans — right for bot accounts).
What happens when you add someone
Section titled “What happens when you add someone”- Their full time-entry history backfills automatically on the next sync — nothing to import.
- Enter their rates right away. Hours count immediately, but financial burn on their time stays at $0 until you set their cost (and billable) rate. The edit panel opens for you after adding; set rates as “all prior” so their history is valued correctly.
- Someone added from the “No longer in ClickUp” state gets a departed badge and 0h/week capacity, so utilization and capacity planning stay honest. If they’re ever re-activated in ClickUp, the badge clears on its own.
Check project start dates after adding
Section titled “Check project start dates after adding”A project’s start date is sometimes auto-detected from the earliest time entry the app can see. If that detection ran before you added a departed member, the detected date can be too late — and since syncing only fetches time from the project’s start date onward, the member’s earlier history won’t appear.
The app checks for this when you add someone and warns you which projects are affected, including when their tracked time actually starts. To fix one: open the project, set the Start Date to the real engagement start, save, and run a sync. Dates you set yourself are never second-guessed.
Large workspaces
Section titled “Large workspaces”The scan is intentionally bounded so it can’t run away with your ClickUp rate limits. On very large workspaces it may report a partial result — run it again to keep looking. If you keep hitting partial scans, reach out via Report Issue.