How to Use the Hidden Hours Wizard

The Hidden Hours Wizard makes it easy to account for all your non-billable work. Follow these steps to get started.

Step 1: Open the Wizard

1. In the sidebar menu, click Hidden Hours Wizard.
2. If it’s your first time using this feature, a welcome screen will appear explaining its purpose.
3. Click the Start Wizard button to begin.

Step 2: Fill in the 8 Hidden Hours Categories

The wizard will guide you through 8 categories of non-billable hours:

1. Admin & Operations – Hours spent on emails, invoicing, scheduling, etc.
2. Marketing & Sales – Time spent finding new clients or promoting your business.
3. Programming / Job Preparation – Hours spent prepping sessions or researching plans.
4. Travel & Transition Time – Time spent driving between job locations or setting up.
5. Client Messaging & Care – Time spent following up with clients or answering questions.
6. Cancellations – Hours lost to no-shows or last-minute cancellations.
7. Business Development & Planning – Time spent improving your business or learning new skills.
8. Health Buffer – Extra hours lost to sick days, jobs overrunning, or emergencies.

For each category:

• See a description of what to include.
• Enter your estimate for the hours you spend on these tasks each week. (Decimal numbers, like 2.5, are accepted.)
• Click Next to move to the next category.

Step 3: Review & Save Settings

In the final step:

1. Review your total weekly hidden hours.
2. Set an Effective Date for when these hours should start being applied. The default is today, but you can choose a future date.
3. Toggle whether you want these hours to be included in your EHR calculations (enabled by default).
4. Click Save & Continue to confirm your settings.

You’ll automatically be redirected to the dashboard, and a success message will appear.

Key Notes

• You can update these settings anytime by reopening the Hidden Hours Wizard.
• Hidden hours will only apply to jobs starting on or after the effective date you choose.

For more on how hidden hours impact your EHR, read How Hidden Hours Affect Pricing.

Updated on: 23/11/2025