Edit entries for Workspace members

Editing time entries for others helps your team with accurate and up-to-date time tracking. You can add time, fix errors, or manage unsubmitted entries, so that the timesheets are correct and your team stays productive.

Key features and permissions #

Who can edit time entries? #

• Workspace Owners and Admins can add or edit time entries for any team member, including their own
• Team Managers can edit time entries if this functionality is enabled in the workspace settings
• Regular Users can only edit their own time entries

Editing permissions for time entries: #

• Owner: Can see and edit the timesheets of all members and themselves
• Admin: Can see and edit the timesheets of all members and themselves
• Team manager: Can edit time for their assigned team members if enabled by the Owner in the workspace settings
• Regular user: Can only edit their own time entries

How to edit time entries for others #

To add or edit time for a team member’s timesheet, follow these steps:

1. Go to the Timesheet page from your workspace sidebar
2. Click on the Teammates button
3. Choose the teammate whose timesheet you want to view (you can select from Active, Inactive, or All users)
4. Choose the project or task to which the time should be added or edited.
5. Enter or modify the hours worked, the date, and any additional details
6. Save changes

If you do not see the Timesheet page in your sidebar, it may need to be enabled in your workspace Settings.

Add time from Detailed reports #

For more control over time entries, you can add time for a team member directly from the Detailed reports page using the Add time for others option.

Add time for others is a paid feature available on Basic subscription plan and above.

To add time from Detailed reports:

1. Hover over Reports in the sidebar and select Detailed
2. Click the Add time for others button at the top of the page
3. Click Select user and choose individual team members or user groups for whom you wish to add time
4. Enter time details:
   • Add the start time, end time, and date
   • Optionally, you can also:
     • Add a description for the time entry
     • Select a project
     • Add tags for easy categorization
     • Mark the time as billable or not

Once you’ve entered all the details, click Add to finalize the time entry.

Add time from the Calendar page #

You can also add time for a teammate directly from the Calendar page, which offers a visual way to manage time entries.

Steps to add time from Calendar:

1. Go to the Calendar from the sidebar
2. Click the Teammates button and select the teammate whose calendar you want to view
3. Add time:
   • Click on any open time slot in the calendar to add a time entry
   • Alternatively, you can click and drag the cursor up or down on the calendar to create a time entry

Manage team members’ time entries #

As a Workspace Admin or Team Manager, you have the ability to oversee and manage the time entries and expenses submitted by your team members. This includes ensuring the accuracy of tracked hours and expenses.

Manage time entries and expenses: #

• Time tracking management is available on Standard and higher plans, and can be performed by Workspace Admins and Team Managers
• Expense management is available on Pro and higher plans, and can also be handled by Workspace admins and Team managers.

You can review each team member’s time to ensure they are logging the correct hours, adjusting any inaccuracies, and verifying that the time aligns with project budgets and client agreements.

Unsubmitted time entries #

Sometimes, team members may forget to submit their time entries. As an Admin or Team manager, you can review unsubmitted time entries and send reminders.

To review tracked time and remind team members: #

1. Go to Approvals page and click the Unsubmitted tab to view users
2. Click Remind to submit to send reminder email

To submit tracked time:

1. Click the three dots for the unsubmitted time
2. Choose Submit to submit the timesheet for the user

If you go to the Weekly report page and filter by Status, you can find users who have no approved time.

Withdraw and edit approved time #

If there is an error in an approved time entry, you as an Admin can withdraw approval and edit the time.

Steps to withdraw approval and edit time:

1. Navigate to Approvals and go to the Archive tab
2. Find the time period to edit
3. Withdraw approval:
   • Click on the approval request and select Withdraw approval in the top-right corner
   • Add a note explaining why the approval is being withdrawn and what changes are needed

Once approval is withdrawn, all time entries for that period will become editable again. You can then modify the time entries in the Detailed Reports section.

After withdrawing approval, a permanent copy of the approved time entries will be stored in the Withdrawn tab for auditing purposes.  

Next steps:

• Get familiar with the Timesheet and Detailed reports pages
• Make sure your workspace settings are configured to allow Team managers to edit time (if desired)
• Review the Approvals section regularly to manage unsubmitted or incorrect time entries