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Edit a timesheet

Correct the start, end, day or break on someone’s timesheet, and what that does to its approval and to a payroll export already sent.

Who can do this: Supervisors, Location Managers and Admins by default (the “Edit clock-in and clock-out times” permission). Employees cannot.

Web and iPhoneChecked

On this page

You can correct a timesheet at any point: while the person is still on shift, while it is waiting, or after it has been approved. Nothing locks. Every change is kept in the timesheet’s history with your name.

On the web

Go to Rota & team, then Timesheets

  1. Pick the location and the week, and click the timesheet to open it.
  2. Under Worked, change the Date, Start or End. An end time that is not later than the start is taken as the next day, for a close that runs past midnight. Use rota times fills in the scheduled shift.
  3. Under Break, type the break in minutes. Use 0 for none.
  4. Press Save changes. It says Saved. Undo puts back what was there before you save.

On the phone

  1. Open Team, choose Timesheets, and tap the timesheet.
  2. Press Edit beside Worked. The Edit times sheet opens.
  3. Pick the Day (up to three days either side), and type the Start and End in 24-hour time: 09:00, 17:30. The key beginning Use rota fills in the scheduled shift.
  4. Type the break under Break min.
  5. Press Save. It says Times saved.

What happens next

  • The person is told. They get Your timesheet was changed in their inbox, with the day and the new times. This is for a change to the start or the end; changing only the break tells nobody.
  • The timesheet is flagged By a manager, and the history shows the old time and the new one.
  • A time you correct counts as approved by you. If that was the only thing waiting, the timesheet becomes Approved. If the other end of the shift was flagged too, it still shows To approve.
  • An approved timesheet stays approved. It gains an Edited mark saying who changed it and when.
  • If it had already been exported, it shows Changed since export. Payroll has the old hours until you export again.

Leave a note

Under Manager notes, type in Add a note and press Add. It says Note added. Adding a note takes the permission to edit or to approve timesheets. A note changes nothing about the hours.

If it doesn’t work

The time boxes are greyed out, or there is no Edit button
You do not have the “Edit clock-in and clock-out times” permission. An Admin can switch it on for a Supervisor or a manager.
“They already have a timesheet covering that time”
The new times would run into another of that person’s timesheets. Check their other shifts that day. A discarded timesheet does not count.
“The break is longer than the shift”
The break has to be shorter than the time between start and end.
“End must be after start”
The end is the same as the start or before it.
On the phone: “Invalid time” or “Invalid break”
Use 24-hour times, like 09:00 or 17:30, and give the break in minutes.
You corrected it and it still says To approve
Either the other end of the shift is flagged as well, or someone un-approved or restored this timesheet. Press Approve. See Approve timesheets.

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