Time Tracking for Social Workers & Counselors
Social workers and counselors in private practice or agency settings bill by the session, submit for insurance reimbursement, and document time for compliance - but when hours go unlogged across back-to-back appointments, home visits, and case notes, billing is incomplete and audit trails are thin. Sandtime.io lets you log time per client and service type from any device, separates billable sessions from documentation and admin, and gives you clean records whenever insurance, Medicaid, or agency compliance requires them.
Social Workers & Counselors: why they choose Sandtime.io
Track time by client
Give each client their own project and name the entry for the service type - direct sessions, case management, home visits, court appearances, or documentation - as it happens. Know exactly what each client is costing before you invoice or submit for reimbursement.
Separate billable from documentation time
Log treatment and session hours separately from notes, reports, and admin work. Know your real billable ratio and demonstrate time use for insurance audits or grant reporting without rebuilding the month.
Insurance and compliance records
Keep accurate time records for insurance reimbursement, Medicaid documentation, and agency compliance requirements. Export session logs by client, date, or service code whenever an audit or review requires it.
Know your real earnings per hour
See how many hours you spend per client and know your effective rate across different payers - private pay, insurance, and sliding scale. Use real data to manage your caseload and protect your time.
How a social work team tracks casework hours in Sandtime.io
A social work team sets up Sandtime.io with one project per case, program or funded contract and a free account for each worker. Workers log visits, casework, travel and admin as separate entries, and a supervisor exports hours per case or program for funder reports and staffing reviews.
- Structure projects around cases or programsUse a case reference or program name rather than a person’s name. Add non-billable projects for supervision, training and team meetings, so direct work and overhead stay apart.
- Invite workers and supervisorsInvite each worker by email, and they sign in with email, Google, Microsoft or Apple. Make team leads Project Administrators on their programs, and assign workers only to the cases they carry.
- Log time between visitsStart a timer on the phone when a home visit begins, or add it afterwards with a start and end time. Travel and write-up time go in as their own entries, so a full day of visits still adds up.
- Report per program each monthA custom report grouped by project and member shows hours per case and per worker, and grouping by year-month gives monthly totals. Export to Excel or CSV for funder reports, and have timesheets submitted so a supervisor approves each period before it locks.
Step by step in the help center: invite the team with the right role, approve a week from the email, and turn on auto-locking.
Common use cases
- Log session time per client as each appointment ends
- Track documentation and admin hours separately from billable sessions
- Pull session records for insurance reimbursement and Medicaid audits
- Monitor hours across private pay, insurance, and sliding-scale clients
- Separate supervision, training, and CPD time from direct client work
- Export time data by project and date range for agency reporting
Key features
One-click timers
Start timing when a session begins and stop it when it ends. One click logs to the right client without interrupting the work.
Retroactive time entry
Add session time, case notes hours, or travel after the fact. Nothing is lost because you were focused on the client or in back-to-back appointments.
Multiple clients in one day
Track multiple clients through the same day without mixing hours. Each client and service type records independently.
Export and report
Pull time reports by project or date range. Export to CSV for billing, insurance submission, or agency compliance reviews.
Where Sandtime.io stops
Better to know before you invite the team. These are the gaps people in this line of work ask about most.
- No leave managementHolidays, sick days, and leave requests are not managed in Sandtime.io. Keep them in your HR tool, or start from the free leave policy template.
- No invoicingSandtime.io does not send invoices. The Invoices report template lists time, rate, net revenue, tax, and total per project, and you export it to Excel or CSV for your billing software.
- Reminders are a weekly emailThe fill-timesheet reminder is one email, sent on Friday at 6 PM while auto-locking is on. It is off by default, so each member switches it on in their notification settings.
Keep exploring
Continue with the most relevant Sandtime.io pages for this topic.
Is Sandtime.io open source?
No. Sandtime.io is free and cloud-hosted, not open source, though recognized for open innovation. Compares open-source alternatives to Clockify and Toggl.
Open pageFree Plan
A pricing tier that gives access to a product at no cost. Sandtime.io is entirely free - unlimited users, no seat limits, no per-user fees.
Open pageIs Sandtime.io free?
Sandtime.io is free for unlimited users: no seat limits, no per-user fees, and no credit card required. Registered nonprofits can ask about a custom offer.
Open pageNonprofit / NGO
A non-governmental, non-profit organization that operates independently of government. NGOs and nonprofits use time tracking to report on grants, manage volunteers, and demonstrate accountability.
Open pageIs Sandtime.io employee monitoring software?
Sandtime.io is a trust-based time tracker, not employee monitoring software or tattleware. Explains privacy boundaries and points to dedicated monitoring tools.
Open pageOpen Innovation
A model where organizations build and share products openly with the wider community, often free of charge, rather than keeping everything proprietary.
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