Some firms use Activity Descriptions to ensure a consistent description of time entries across the firm. Others use it as a shortcut - you can save text in the Activity Description and when you enter in a time entry it will populate this text for you. You can also share these Activity Descriptions so that everyone in your firm can use them when entering time.
- Go to "Activities" then "Activity Descriptions" and click on "Add":
- Next, name your Activity Description. This "title" will both help you identify it in a list and also can pull into the text of a bill:
- Then, choose the "Billing Method". The Billing Method what Rate should be associated with the Activity Description:
User Default Rate: The rate will automatically default to each User's Default Rate which was set per the instructions here.
Flat Rate: You can create a Flat Rate Activity Description to use in the creation of a Flat Fee Matter, or for those types of activities that have a flat service fee. Note that Activity Descriptions with a flat rate will override all other rates.
- Lastly you will choose the group. You can choose from "Everyone" (all users in your firm), "Me" (just yourself) or you can optionally choose from any group that has been created in Clio. For more information on groups, click here.
Now this Activity Description will be available to be chosen when creating a new time entry.
Note: Activity Descriptions with a custom hourly rate will be written over by a Contact or Matter custom rate. Activity Descriptions with a flat rate, however, will override all other rates.
If you would like to share your Activity Descriptions across a group (a subset of people in your firm as opposed to "Everyone" or "Just Me"), then prior to continuing with the below, click here to create a group.
Depending on what you have chosen above during the Activity Description creation or editing process, you will see the Activity Description you created in the list:
You can choose which Activity Description is the default for yourself, ensuring that the most often used description is the first that appears when adding a Time Entry. Note that Activity Description defaults are set on a per user basis, not account wide.
You can toggle which Activity Description is the default by selecting "Toggle Default".
Once an Activity Description has been made Default, it will say so next to the name of the activity.
Clicking "Toggle Default" again will clear that Default. Please note that if you have no Activity Description set as Default, then the 'No description' option will be used as the Default.
Additionally, you can only select Activity Descriptions that you are listed as having access to under the Groups column as a Default.
To edit an Activity Description, click the "Edit" quick link. This will allow you to change any element of the Activity.
When you make changes to an Activity Description that already appears on bills that have been generated for your clients, those line items on the bill will remain unchanged.
When you make changes to an Activity Description that has been associated with Time Entries that have not yet been billed, only the description text will be updated on the existing Time Entries. If you need existing Time Entries to be updated as well, you will need to edit the existing Time Entries directly.