Time Entries and Timesheets

Time entries allow you to accurately record the hours worked by your team, whether on service calls, appointments, or internal tasks. Each entry captures essential details such as time category, billable status, start/end times, and optional links to service calls or appointments. Approved entries linked to service calls are used for downstream billing and invoicing.

Create a Time Entry from a Service Call

1. Navigate to the relevant service call in your system.

2. Locate and select the Add Time Entry option within the service call details.

3. Fill in Time Details:

   • Start Time: Enter when the work began.

   • End Time: Enter when the work ended.

   • Time Category: Choose the appropriate category (e.g., Regular, Overtime, Travel).

   • Billable: Confirm if the time is billable (defaults may apply based on category).

   • Notes: Optionally, add a description of the work performed.

4. Click Save to create the entry as a draft, or Submit to send it for approval.

Create a Time Entry from the Timesheet Window

1. Go to Time > Timesheets.

2. Click Add Time Entry in the timesheet header.

3. The system defaults to your profile or the selected employee (if you are a manager).

4. Enter Time Details:

   • Start Time and End Time (required).

   • Time Category (required).

   • Billable status (as needed).

   • Notes (optional).

5. The pay period is automatically calculated and displayed.

6. Click Save to keep the entry as a draft, or Submit to send for approval.

Edit a Time Entry

1. Find the time entry in the Timesheets view.

2. Select the entry (must be in Draft, Submitted, or Rejected status).

3. Adjust start/end times, category, billable status, or notes as needed.

4. Ensure all fields are valid (e.g., end time after start time, duration not exceeding 24 hours).

5. Click Save to update the entry, or Submit if resubmitting for approval.

Remove a Time Entry

For Draft or Unsubmitted Entries

1. Filter the timesheet list by Draft status.

2. Use the Delete or Remove action (if available) and confirm.

For Approved or Submitted Entries

1. Find the entry in the Approved or Submitted list.

2. Void the Entry

   • Use the Void action (requires manager/admin permissions).

   • Provide a reason for voiding.

   • Confirm the action; the entry status updates to Voided and is locked from further edits.

Using Manager Approval for Time Entries

Managers use the approval process to review, correct, and approve the time their teams submit. Approved time entries can then be used for payroll, costing, and (when linked to service calls) billing.

You can:

• Review time entries for employees you manage

• Edit entries (when allowed) before approving

• Approve or reject entries with comments

• Approve an entire timesheet once all entries are resolved

Note: Exact labels and buttons may vary slightly based on your organization’s configuration, but the steps below describe the standard workflow defined in the time‑tracking specification.

Approving Time Entries

You can approve at two levels:

• Individual time entries (from an approvals queue or timesheet)

• An entire timesheet (after entries are approved/voided)

Approve Individual Time Entries

1. Open your approvals

   1. Go to the Time or Approvals area.

   2. Open the Time Entry Approvals list (manager work queue).

2. Filter and review entries

   1. Filter the list by:

      • Employee/Resource

      • Date range

      • Status (for example, Submitted or Pending)

   2. Select an entry to review details:

      • Start/End time and duration

      • Time category and billable status

      • Linked Service Call or Appointment (if applicable)

      • Notes from the employee

3. Correct issues if needed (before approval).

   • If your organization allows it, you can edit non‑locked fields before approving (see “Edit a Time Entry as a Manager” below).

   • Look for warnings or highlights such as:

     • Overlapping time

     • Missing rate configuration

     • Duration too long (over 24 hours)

4. Approve or reject the entry.

   • Choose Approve on the entry (or use Bulk Approve for multiple selected entries).

   • To reject instead:

     • Choose Reject.

     • Enter a brief comment to explain what needs to be changed (for example, “Wrong category, please use Travel” or “Time should be against Call 12345”).

   • The system records your decision and comments in the approval history for that entry.

5. What happens when you approve:

   • The entry’s approval status changes to Approved.

   • The entry becomes read‑only for standard edits.

   • If the entry is linked to a Service Call, the system will:

     • Queue creation of service cost records based on the stamped cost and billing amounts.

     • Use the time entry as input to downstream invoicing.

Approve an Entire Timesheet

You can approve a whole timesheet once all its entries are resolved.

1. Go to Time > Timesheets.

2. Select the employee and pay period you want to review.

3. Open the Timesheet detail.

4. Review entries on the timesheet

   • Scan all listed entries for:

     • Correct dates and times

     • Correct categories and billable status

     • Proper service call/appointment links

   • Approve or void any remaining Submitted entries as needed.

5. The Approve Timesheet button is only enabled when:

   • Every time entry on the timesheet is either Approved or Voided.

   • If any entries are still in a pending state, you’ll be blocked from approving the timesheet until they’re resolved.

6. When ready, click Approve Timesheet.
   The timesheet status changes to Approved, and it may then be Locked as part of your organization’s payroll/period‑close process.

After a timesheet (and its entries) is approved and locked, further changes typically require a void/adjustment process rather than simple editing.

Edit a Time Entry as a Manager

Managers can edit entries for employees they manage, as long as the entries are not fully locked.

When Entries Can Be Edited

• Editable:

  • Entries in Draft, Submitted, or Rejected/Returned state.

  • Entries that belong to an Open timesheet.

• Not editable (standard edit):

  • Entries with approval status Approved or Voided.

  • Entries inside a Locked timesheet.

  • In these cases you’ll typically use Void and then create a corrected entry instead of editing.

To edit a time entry:

1. Go to Time > Timesheets or your Approvals list.

2. Filter by Employee, Date, or Status to locate the entry.

3. Open the entry details.

4. Verify that the entry is editable:

   • Check that:

     • The entry is not Approved or Voided, and

     • The timesheet it belongs to is not Locked.

   • If the entry is locked, use your organization’s adjustment/void process instead.

5. Update time and classification.

   • Adjust the Start Time and End Time as needed.

   • Confirm the recalculated Duration is correct and not more than 24 hours.

   • Change the Time Category (for example, from Regular to Travel) if it was classified incorrectly.

   • Update the Billable flag if the time should or should not be billed.

6. Adjust links and notes (if allowed)

   • Update the Service Call or Appointment if the time was logged against the wrong record (subject to your business rules).

   • Edit the Notes to clearly describe the work performed.

7. Resolve validation messages.

   • Fix any inline validation errors, such as:

     • “End time must be later than start time.”

     • Duration exceeds the 24‑hour maximum.

     • Time falls outside the related pay period.

     • Overlaps with another entry when overlapping is not allowed for that category.

8. Save and (re)submit if needed.

   1. Click Save to keep your changes.

   2. If the entry was Rejected/Returned, you or the employee can Submit it again to send it back through the approval process.

Reject and Return a Time Entry with Comments

Use rejection to send a time entry back to the employee when it needs changes. Your comments explain what’s wrong and what they should fix.

1. Go to your Time Approvals or Approvals workspace.

2. Filter for entries with status Submitted (or Pending Approval).

3. Select the entry you want to review and open its details.

4. Review the entry details and check:

   • Employee/Resource

   • Date, Start Time, End Time, Duration

   • Time Category and Billable flag

   • Linked Service Call or Appointment (if any)

   • Notes entered by the employee

5. Decide whether the employee needs to correct the entry (for example, wrong category, wrong call, incorrect times).

6. Click Reject (or Return / Send Back depending on your configuration).

7. In the Comments or Reason field, type a clear explanation of what needs to change, for example:

   • “Please change this from Regular to Travel time.”

   • “Time should be logged against Service Call 12345, not 12340.”

   • “End time appears incorrect; duration should be closer to 1 hour.”

8. Confirm the rejection when prompted.

What happens after rejection:

1. The entry’s status changes to something like Rejected or Returned.

2. Your comment is:

   • Saved in the entry’s approval history

   • Visible to the employee so they know what to fix

3. The employee (or a manager, depending on your process) can:

   • Edit the entry based on your comments

   • Resubmit the entry so it comes back into your approvals queue