Add Hours to My Timesheet

How do I add hours to my timesheet?

Purpose: You can add hours on Home or the Timesheet tab on your employee profile. This guide will show you how to add hours on the Timesheet tab. If you want to see how to add hours on Home, click here.

Additionally, you can track project time while adding hours to your timesheet. Knowing where you spend your time is a powerful tool to understand how long projects take and where you can optimize for the future. If you have clients that you need to charge for their services and have been doing this by hand in spreadsheets, it is time to stop. We have a report that shows you the billable and non-billable hours for each client that you can send over to accounting or the client. 

Total Hours Worked - Single entry for the whole day

To enter hours worked, navigate to the Timesheet tab on your employee profile, then click in the box next to a day and enter the number of hours worked. Click Save Changes. After you add a time entry, you can hover over the time entry to see a note icon. Click the icon to add a project, task (see below), or note, and if you add one of these, it will show below the daily time entry.

Hours will always be displayed as 00h 00m, but you can add or edit them in the following formats:

  • 6
  • 6:30
  • 06:30
  • 6.5
  • 06.50
  • .5

If a time entry is in a decimal format, the hours round up to the nearest minute. You can edit hours until they get approved. Once they get approved, only the Full Admin user(s) can make edits.

You can see a history of all changes made to your timesheet by clicking Change History in the top right corner of your timesheet.

Project tracking
Shannon Anderson - Timesheet

If you need to assign a project or task to a time entry while using project tracking, click the note icon next to the time entry. This action will give you a pop-up box where you can assign a project. If there are tasks involved with the project, you can select which of those tasks you are working on during this time. The project and task will show below the time entry on your timesheet. If you do not have any assigned projects to work on, you will not see this option when adding a note to a time entry.

Total Hours Worked - Multiple entries throughout the day

To enter hours worked, navigate to the Timesheet tab on your employee profile, then hover over the corresponding day and click +Add Time Entry. Enter the amount of hours worked, select the Project/Task if applicable (see below), and click the note icon to add a note. Be sure to click Save to add the time to your timesheet.

Project Tracking
Jenn Caldwell - Timesheet

If you need to assign a project or task to your time entry while using project tracking, click the drop-down arrow to select a project. If there are tasks involved with the project, you can select which of those tasks you are working on during this time. The project and task will show next to the time entry on your timesheet. If you do not have any assigned projects to work on, you will not see this option when entering your hours.

Start & End Times (without time clock)

Submitting multiple start and end times without the time clock allows you to manually enter your hours worked more than once a day.

  1. Click Add Time Entry on an appropriate day. You will see a pop-up box where you can enter a time segment. Next to the time segment, you can click the note icon to add an associated note to the time entry. You can individually add each time segment throughout the day or enter time segments at the end of the day.
  2. Time entries will show as collapsed on previous days and only shows the first clock-in and the last clock-out. Click on a day to show you all entries for the selected day.

If you have Edit access to your timesheet, you can hover over a time entry and click the pencil icon to make changes to the times you were clocked in and out. The pencil icon will not appear if you are currently clocked-in. Additionally, you can add time segments to previous days as long as the timesheet for the corresponding pay period was not approved yet. If the timesheet is approved, only the Full Admin user(s) can access it to edit hours worked. 

Project tracking
Shannon Anderson - Timesheet

If you need to assign a project or task to your time entry while using project tracking, click the drop-down arrow to select a project. If there are tasks involved with the project, you can select which of those tasks you are working on during this time. The project and task will show next to the time entry on your timesheet. If you do not have any assigned projects to work on, you will not see this option when entering your hours.

Start & End Times (Time clock enabled)

If your account has the time clock enabled, you will see an option to click Clock In on Home or the Timesheet tab on your employee profile. Click Clock In when you are ready to start working. Once you clock in, hover over the time clock to add a note with your time entry.

Project tracking

If you need to assign a project or task to your time entry while using project tracking, click the drop-down arrow to select a project. If there are tasks involved with the project, you can select which of those tasks you are working on during this time. If you do not have any assigned projects to work on, you will not see this option when entering your hours.

After you clock in with a project or task, you will see the listed project or task below the counting time clock. You can hover over the clock's time to see the note icon. This action will show you a pop-up box where you can add a note or edit the assigned project or task (see below). The project or task you selected when clocking out will be the one that shows on your timesheet.

Ashley Adams - Timesheet

Timesheet

  1. When you take a break, click Clock Out, it will record the time.
  2. A time tracking history will show on the current day in your timesheet.
  3. You will see a note icon next to the time entry if there is an added note.
  4. If there is an employee location requirement when clocking in and out through the Mobile App, and you use the Mobile App to clock in or out for a time entry, you will see a map icon. If you click on the map icon, you can see the location details for the time entry.
  5. If you are using project tracking, you will see the listed project and task when you expand a specific day in the timesheet.
  6. Additionally, you will see an option to click +Add Time Entry. This option will only show if you are not currently clocked-in.

Please note you cannot clock in if you have a future manual entry. For example, if you manually enter time for this afternoon but used the time clock this morning, you will need to wait to put a manual time entry this afternoon until after you clock out this morning. This action prevents manual time entries from overlapping with the time clock.

If you have Edit access* to your timesheet, you can hover over the time entry and click the pencil icon to make changes to the times you were clocked in and out, the project and task, or an associated note within the time entry. After the approval of your hours, you will no longer be able to make changes.

If a time entry covers two workdays, it automatically records the time entry at midnight (your timezone). The record will show a clock-out at 12:00 a.m. and a clock-in at 12:00 a.m.

*If you have View Only access to timesheets, you will be restricted to only use the clock-in and clock-out feature and cannot edit or add entries manually.  

There is no limit on the number of time entries per day. 

What happens if an employee forgot to clock out?

If you forget to clock out, you will get a notification the next time you log in to clock out. The notification will show if your clock-in time was the previous calendar day or earlier and the clock-in time was over 14 hours ago. Your options for clocking out will depend on the access you have to your timesheet.

View Only access to a timesheet

Home

If you have View Only access to your timesheet, you will see an option to click Clock Out in the My Info widget on Home. Also, you can navigate to the Timesheet tab to clock out (see below).

Charlotte Abbott - Timesheet

Once you click Clock Out, you will see a message (see above) that lets you know you should reach out to your manager to correct your timesheet. After clicking Clock Out, it records the total amount of hours worked since you last clocked in, and you will have an option to clock in again. You will need to reach out to your manager or a user with Edit access to timesheets to modify hours worked.

View and Edit access to a timesheet

Home

If you have View and Edit access to your timesheet, you will see an option to click Verify Time & Clock Out in the My Info widget on Home. Also, you can navigate to the Timesheet tab to clock out (see below).

Charlotte Abbott - Timesheet

Once you click to verify your time entry, you will see a message (see above), which allows you to enter the correct clock-out time. After you update the time entry and click Clock Out, the hours worked are correctly modified, and you will have the option to clock in again.

Can another user add hours to your timesheet?

If another user has Edit access to your timesheet, they can click + Add Time Entry or Clock In for you if the time clock is enabled. Additionally, the user can click Clock Out to add up the total time to your timesheet (see below).

What's next?

Do you want to see how to approve hours for employees?

Have you looked at the Payroll Hours report? You can approve hours for all employees at once.

Want to see the access options for employees for time tracking?