Creating and correcting manual time entries

Manual time entries

Not every workday goes smoothly: sometimes someone forgets to clock in, sometimes the app doesn't work, sometimes a shift is taken over at short notice. For these cases there are manual time entries.

When are manual entries necessary?

• An employee forgot to clock in
• The mobile app was offline and could not sync
• An unplanned shift was worked
• Correction of an incorrect clocking
• Subsequent recording of on-call time

How to create a manual entry

1. Go to Time log.
2. Click New entry in the top right or select the empty cell in the week view.
3. Fill out the form.

Required fields

• Employee (selection via search)
• Date
• Start time and End time
• Break in minutes
• Note / reason (required for manual recording)

Optional fields

• Shift reference — Link the entry to a scheduled shift. The deviation is then calculated automatically.
• Location and Department — if different from the default
• Activity / cost center — if enabled for you

What happens after saving?

• The entry is saved with the source manual.
• The status is always pending — even if auto-approve is active.
• Manual entries always require manager approval — see Reviewing and approving time entries.
• The action is recorded in the audit log with your name and the reason.

Correcting existing entries

Click an entry in the log and choose Edit. Changes are possible as long as the entry is not locked. Every change is documented traceably in the audit log.

Tip

Avoid manual entries where you can — they are more effort-intensive and error-prone than clockings. If you need them frequently, review your tracking mode.