Timesheets

Editing Time Entries

Correct clock times, 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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When to Edit Editing an Entry Reasons Correction History Other Actions Rules That Protect Pay

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

From Timesheets or Exceptions.

Open the entry

Click the shift on Timesheets, or Fix entry on the Exceptions or Close week pages. The top of the page shows the worker, the clock-in method, the approval and client sign-off status, how many times it has been edited, and the times as first captured.

Change what is wrong

Edit Clock in, Clock out (blank if still on shift), 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. The reason and the old and new values are kept in the audit trail. The clock-in method stays as captured.

Reasons

Used on every correction and in the Pilot 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.

Correction History

At the bottom of the entry.

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

Other Actions on the Entry

Each with a reason.

Close at booked end: for a missed clock-out on a booked shift.
Revert to pending: send an approved shift back for re-approval.
Delete entry: only for entries that should not exist. A full copy is kept in the audit log.

Rules That Protect Pay

Enforced by the server.

Entries in a locked pay week cannot be changed. A super admin can unlock the week from Financial locks, with a reason.
Correcting an approved shift puts it back to pending, so it is approved again with the new times.
Shifts cannot be longer than 18 hours or overlap another shift for the same worker.
If second-person approval is switched on, corrections by anyone other than a super admin become proposals that another person approves.
Client dashboard users can only edit shifts for their own client.
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