# Edit Time Entries (/how-to/team/edit-time-entries)



Administrators can correct mistakes in time tracking -- adjusting clock-in or clock-out times, adding notes, creating entries for missed clock-ins, or removing duplicate records. All edits are tracked with an "Edited" badge on the entry.

Before you begin [#before-you-begin]

* You need **administrator access** to edit, create, or delete time entries. Standard users can only view their own timesheet.
* Navigate to **Timesheet**, then click **Admin Reports** to access the admin timesheet page.

Edit an existing time entry [#edit-an-existing-time-entry]

Use this when an employee clocked in or out at the wrong time, or when you need to add a note.

1. On the admin timesheet page, find the entry in the **Entries** tab.
2. Click the **edit icon** (pencil) in the Actions column.
3. The edit modal opens, showing the employee's name and the current values.

Editable fields [#editable-fields]

| Field         | Required | Description                                                                                                                                                       |
| ------------- | -------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Clock In**  | Yes      | The date and time the employee started their shift. Uses a datetime picker in your local time zone. Cannot be set to a future time.                               |
| **Clock Out** | No       | The date and time the employee ended their shift. Leave blank if the shift is still in progress. Cannot be set to a future time. Must be after the clock-in time. |
| **Notes**     | No       | Free-text notes about the entry. Use this to document why an edit was made (e.g., "Forgot to clock in, actual start was 8:00 AM").                                |

4. Click **Save Changes**.

What happens when you save [#what-happens-when-you-save]

* The entry is updated with the new values.
* The **IsManuallyEdited** flag is set to `true`, and an "Edited" badge appears on the entry in both the admin view and the employee's personal timesheet.
* The editing administrator's identity and the edit timestamp are recorded on the entry for audit purposes.
* Hours are recalculated automatically based on the new clock-in and clock-out times.

Validation rules [#validation-rules]

| Rule                                     | Error message                                 |
| ---------------------------------------- | --------------------------------------------- |
| Clock-in time is in the future           | "Clock-in time cannot be in the future."      |
| Clock-out time is in the future          | "Clock-out time cannot be in the future."     |
| Clock-out is before or equal to clock-in | "Clock-out time must be after clock-in time." |
| Selected role does not exist             | "Selected role not found."                    |

Create a manual time entry [#create-a-manual-time-entry]

Use this when an employee forgot to clock in entirely, or when you need to back-fill a shift.

1. On the admin timesheet page, click **Create Entry** in the header.
2. The create modal opens.

Fields [#fields]

| Field         | Required | Description                                                                                                                 |
| ------------- | -------- | --------------------------------------------------------------------------------------------------------------------------- |
| **Employee**  | Yes      | Select the employee from the dropdown. The list shows all employees who have timesheet data for the current period.         |
| **Clock In**  | Yes      | The date and time the shift started. Cannot be a future time.                                                               |
| **Clock Out** | No       | The date and time the shift ended. Leave blank for an open (active) entry. Cannot be a future time. Must be after clock-in. |
| **Role**      | No       | Select an employee role from the dropdown, or leave as "No role." Only active roles are shown.                              |
| **Notes**     | No       | Optional notes about the entry.                                                                                             |

3. Click **Create Entry**.

The entry is created with the **IsManuallyEdited** flag set to `true` and is linked to the administrator who created it. It appears immediately in the Entries tab.

Delete a time entry [#delete-a-time-entry]

Use this to remove duplicate or erroneous entries. Deletion is permanent.

1. On the admin timesheet page, find the entry in the **Entries** tab.
2. Click the **delete icon** (trash) in the Actions column.
3. A confirmation popup appears showing the employee's name.
4. Click **Delete** to confirm.

The entry is permanently removed from the database and will no longer appear in any reports or the employee's personal timesheet.

Common scenarios [#common-scenarios]

Correct an employee's clock-in time [#correct-an-employees-clock-in-time]

> "An employee forgot to clock in when their shift started at 8:00 AM. They clocked in at 8:45 AM."

1. Go to **Admin Reports**.
2. Find the employee's entry for today.
3. Click the edit icon.
4. Change the **Clock In** time to 8:00 AM.
5. Optionally add a note: "Corrected start time -- employee forgot to clock in."
6. Click **Save Changes**.

Add a missed shift [#add-a-missed-shift]

> "An employee worked yesterday but forgot to clock in and out entirely."

1. Go to **Admin Reports**.
2. Click **Create Entry**.
3. Select the employee.
4. Set **Clock In** to yesterday's start time.
5. Set **Clock Out** to yesterday's end time.
6. Select the appropriate role.
7. Add a note: "Manual entry -- employee did not clock in/out."
8. Click **Create Entry**.

Close an open clock-in [#close-an-open-clock-in]

> "An employee forgot to clock out last night. Their entry still shows as Active."

1. Go to **Admin Reports**.
2. Find the entry showing "Active" in the Clock Out column.
3. Click the edit icon.
4. Set the **Clock Out** time to when the employee actually left.
5. Click **Save Changes**.

Tips [#tips]

* **Always add a note when editing.** Notes documenting why an entry was changed create a clear audit trail and prevent confusion during payroll review.
* **The "Edited" badge is permanent.** Once an entry is manually edited or created by an admin, the badge remains. This is by design -- it signals that the entry was not generated purely from clock in/out actions.
* **Admin entries are location-scoped.** When you create a manual entry, it is linked to your currently selected location. Switch to the correct location before creating entries for staff at other sites.
* **Deleted entries cannot be recovered.** If you accidentally delete an entry, you will need to recreate it manually using the Create Entry flow.
* **Time zone handling.** The datetime picker shows times in your browser's local time zone. The system stores all times in UTC internally. When reviewing entries, times are displayed in each viewer's local time zone.