Edit entries for Workspace members

As an Admin or Workspace Owner, you have the ability to edit time entries on behalf of your team members, whether it’s to fix errors, add missed time, or ensure accuracy in the timesheets. This guide will walk you through the process of adding, editing, and managing time entries for others, as well as managing time submissions and approvals.

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. Navigate 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 granular control over time entries, you can add time for a team member directly from the Detailed reports page.

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
5. 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. Navigate 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.

Steps to review and remind team members: #

1. Navigate to Approvals in the sidebar
2. Click on the Unsubmitted tab to view users who haven’t tracked or submitted their time entries
3. If you find any users with unsubmitted time, click Remind to submit
4. Email reminders will be sent to those users
5. Alternatively, you can click the three dots on the unsubmitted time
6. Select Submit to submit the timesheet for the user
7. Go to the Weekly report page and filter by Status to 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. 

Benefits  #

Editing time entries for others provides your team with accurate and up-to-date time tracking. Whether you’re adding time, editing errors, or managing unsubmitted time, these tools give you the flexibility to keep your team organized and productive. By understanding the permissions and available features, you can effectively manage your team’s timesheets and ensure that all time entries are properly tracked and approved.

Next steps:

• Get familiar with the Timesheet (link) and Detailed reports (link) 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

FAQ #

Who can edit time entries for others? #

Workspace Owners and Admins can edit time entries for all team members, including themselves.
Team Managers can edit time for their assigned team members if enabled by the Workspace Owner in the settings.
Regular Users can only edit their own time entries.

Can I edit time entries from the Detailed reports page?  #

Yes! From the Detailed Reports page, you can add or edit time entries for team members:

1. Hover over Reports in the sidebar and select Detailed
2. Click on Add time for others
3. Select the user or group
4. Enter the time details (start time, end time, description, tags, project, and billable status)
5. Click Add to save the time entry

How do I add time for a teammate from the Calendar page?  #

To add time from the Calendar:

1. Go to the Calendar page in the sidebar
2. Click on the Teammates button and select the teammate’s calendar
3. Click on an open time slot or drag to create a time entry
4. Enter the time details and save

What happens after I withdraw approval for time entries?  #

After withdrawing approval, the time entries for that period will become editable again, and you can modify them. The withdrawn approval will be stored in the Withdrawn tab for auditing purposes.

Can I manage time tracking and expenses for my team?  #

Yes, if you’re a Workspace Admin or Team Manager with the right plan:

• Time tracking management is available on Standard plans and above
• Expense management is available on Pro plans and above. You can review time entries, adjust inaccuracies, and ensure that time is in line with project budgets

Can Regular Users view or manage the time entries of others?  #

No, Regular Users can only view and manage their own time entries. They do not have permissions to edit or manage the time of other team members.

Do I need to enable any settings to allow Team Managers to edit time entries?  #

Yes, the Workspace Owner must enable this functionality in the Workspace settings for Team Managers to edit time entries.