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Customizable Taxonomy: Why Your Time Tracker Should Fit Your Workflow

“Work,” “Personal,” “Meetings”—most time trackers ship with fixed categories. But your work isn’t generic. A lawyer’s categories differ from a designer’s. A freelancer needs client breakdowns; a student needs subjects. A taxonomy you can customize is what turns raw logs into actionable insight.

What Is a Taxonomy in Time Tracking?

A taxonomy is the structure of categories you use to organize time. Flat (Work, Personal) or hierarchical (Work → Client A → Project X). The better it matches how you think about your time, the more useful the data.

Why Default Categories Fall Short

Default taxonomies assume one size fits all. “Meetings” doesn’t distinguish client calls from internal standups. “Development” doesn’t separate billable from learning. You end up with a mess of uncategorized blocks or forcing everything into boxes that don’t fit.

What Customization Enables

  • Your projects — Client names, internal projects, side hustles
  • Your subcategories — “Deep work” vs. “Code review” vs. “Debugging”
  • Your rules — “Anything with ACME = Client work”
  • Color coding — Visual quick-scan of where time went
  • Hierarchy — Up to 3 levels: Work → Client → Deliverable

AI and Custom Taxonomy

AI can suggest categories, but it needs to know your taxonomy. A good setup lets you define categories first, then the AI maps raw logs into them. You correct; it learns. Over time, suggestions align with your structure—no cloud required when the model runs locally.

Re-classification: Fix It Once

Rules change. Projects evolve. A flexible taxonomy lets you update categories and re-run past data. “Everything tagged ACME is now Client B.” One click, entire history updated. Your original logs stay intact; you’re just re-categorizing.

What to Look For

When evaluating time trackers, check:

  • Editable category tree (add, rename, nest)
  • Keyword rules (“ACME” → “Client work”)
  • AI that respects your taxonomy
  • Re-classify on demand

Your workflow is unique. Your time tracker should bend to it, not the other way around.