Timesheets

Editing Time Entries

Correct clock times, the site, breaks and paid time on a shift with a reason, keeping the original times and a full history of every change.

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Before You Start When to Edit Editing an Entry Quick Edits Reasons Other Actions History Rules That Protect Pay Related Guides

Before You Start

Who can edit.

Before you start

  • Agency console: the Coordinator preset, Admin or super admin. The Payroll and Read-only presets cannot edit time.
  • Client dashboard: a Manager or Admin, for shifts of your own organisation only.
  • The shift must not be in a locked pay period.

When to Edit

Fix it at the source.

Edit a shift when the recorded times are wrong: a forgotten clock-out, a worker who clocked at the wrong site, a kiosk fault, or a change the client asked for. Every correction keeps the times as first captured, needs a reason, and is written to the audit log.

Editing an Entry

The Edit Time Entry page.

Agency console: open it from Fix entry on Time & Pay > Exceptions, the Edited badge on Timesheets, Edit on Time & Pay > Manual clock, Open entry on a query, or Entry (the entry number) on an adjustment. Client dashboard: Edit on Time & Pay > Timesheets.

Check the summary

The top shows the worker, client and entry number, the Clock-in method, the Approval state, Client sign-off, how many Edits, and the times as first captured.

Change what is wrong

Edit Clock in, Clock out (leave it blank if the worker is still on shift), Site, Break deduction (minutes) (blank follows the rate rule; 0 means no deduction) or Pay adjustment (± minutes), which is added to paid time for this shift only.

Give the reason

Choose the Reason and describe What happened. Both are required.

Save

Click Save changes. You see "Entry updated". If the shift was approved, it goes back to pending. If second approval is on, you see "Change sent for a second approval (Shift Adjustments)" instead and nothing changes until someone else approves it.

Quick Edits on Timesheets

Without leaving the list.

Agency console: click a clock time on Time & Pay > Timesheets, type the new time, press Enter, then give the reason.
Client dashboard: click a clock time to open Override clock, enter the new time, the Reason and What happened, then click Save override.
Both consoles: on a shift still open, Fix missing clock-out sets the clock-out time or uses the booked end.

Reasons

Used on every correction and in the Go-live KPIs.

Reason Typical use
Forgot to clock out Closing a shift the worker left open.
Forgot to clock in Adding the start the worker missed.
Clocked at the wrong site Moving a shift to the site where it was worked.
Kiosk or device fault A kiosk outage or camera problem.
Supervisor instruction A supervisor confirmed different times.
Client request Used automatically when you accept a client's amendment.
Other Anything else, explained in the note.

Other Actions on the Entry

Each with a reason.

Box When it shows What it does
Revert approval to pending The shift is approved Sends it back for re-approval. Click Revert to pending.
Missed clock-out The shift is open and matches a booking Click Close at booked end. The reason is "forgot to clock out".
Delete this entry Shown to anyone who can edit (not when locked), but only users with "Delete time entries" can use it: Admin or super admin, not the Coordinator preset. With second approval on, only a super admin. In the client dashboard, a Manager or Admin can delete. With second approval on, nobody in the client dashboard can delete: ask the agency. Click Delete entry. Only for entries that should not exist. A full copy is kept in the audit log.

Correction History

At the foot of the entry.

The entry page lists every change: who made it, when, the reason, and the before and after values. Audit PDF produces a printable record of the shift, how it was clocked and its history.

Rules That Protect Pay

Enforced by the server.

An entry in a locked pay period cannot be changed. The page shows "This period is locked for payroll". In the agency console only a super admin can unlock; in the client dashboard an Admin can unlock only a lock the client dashboard made. See Financial Locks.
Correcting the times, site, break or pay adjustment of an approved shift puts it back to pending and clears the client's approval, so both are needed again; where the client must approve before payroll, the client has to approve it again in the portal.
A shift cannot be longer than 18 hours or overlap another shift for the same worker.
The clock-in method stays as captured, so a face clock that was corrected is still shown as a face clock.
Second approval: when a super admin switches it on at Schedule > Adjustments, every correction by anyone other than a super admin waits there for a different person to approve. Deleting an entry then needs a super admin. See Second Approval for Corrections.
Client dashboard users can only edit shifts for their own organisation.
A Coordinator's Day
Batch Edit
Manual Clock In & Out
Missing Clock-Outs
Previous Approving Timesheets Next Manual Clock In & Out
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