Correct an incorrect entry by editing its details. Delete an entry only if it is unnecessary. First check the entry's user, date and any associated task or service request to make sure you change the correct entry.
Editing and deleting require the appropriate permissions. On mobile, you can only change and delete your own entries. In the browser, handling other users' entries depends on your permissions; editing an entry associated with a task or service request may require permission to edit that work. Approval and processing may prevent changes even when you otherwise have the required permission.
Correcting an entry in the browser
- Open Working time monitoring → Worktime → Log entries. Filter by date range and user to find the entry you need to correct.
- Select the pencil icon on the entry's row. General worktime and absence entries open in the Update log window. Task and service request entries open in the Edit worktime entry window.
- Correct the necessary details using the instructions below.
- Save changes to general worktime or absence entries with Save. For task and service request entries, the save button is Edit worktime entry.
- Reopen the saved entry and check the result.
For a time-based entry, correct the start and end dates and times. Check the dates especially carefully for work that continues overnight. Changing the start or end time recalculates the saved duration from the difference between the times. The duration is rounded up to whole minutes, so even a partial minute counts as one minute.
For a quantity-based entry, correct the Date and Amount (pcs). The amount must be greater than zero. The entry's duration is zero: the quantity does not represent working hours and is not used as a running timer.
Correct the Type and comment if necessary. The comment can contain up to 1,000 characters. If you change a quantity-based entry to a time-based entry, make the change in the browser and enter the start and end times. The previous quantity is cleared; it is not converted into hours. Changing to a quantity-based type replaces the duration with a date and quantity.
Correcting an entry on Android and iOS
Open the worktime icon next to the search button at the top of the home screen. Select the day you want to view and open the entry category row: for example, Tasks, Service requests or General Worktime. The absence rows are Lunch, Sick Leave on Android or Sick leave on iOS, and Vacation. In the list that opens, select the edit icon on the entry's row.
Correct the dates and times for a time-based entry, or the date and Amount (pcs) for a quantity-based entry. Change the type if the selection is available. Save using the editing window's Update button on Android or UPDATE button on iOS. Then check the entry details after they have been fetched again.
In both apps, editing general worktime, lunch, sick leave and vacation entries is only available from the current day's view. Correct general worktime or absence entries for an earlier day in the browser, if your permissions allow it. Opening general worktime on iOS also requires general working time monitoring to be enabled.
On Android, the pencil icon for a task or service request entry is hidden when the associated work is completed. This restriction is separate from entry approval: revoking approval does not restore the pencil icon for completed work. Correct such an entry in the browser if your permissions and the entry's lock status allow it.
On iOS, task and service request entries do not have the current-day restriction that applies to editing general worktime. The server still checks ownership, approval and processing when saving.
Correcting a comment
In the Android editing window for a worktime, task or service request entry, open View Comment or Add Comment, make your change and save the entry with Update. You can also clear the comment. The trash icon next to the comment clears the comment; it does not delete the time entry.
On iOS, you can add or correct a comment using the same functions when the comment function is visible while editing the entry. Save the entry change as well. Clearing the comment in this iOS editing window does not remove previously saved text. If necessary, remove just the comment in the browser by clearing its field and saving the entry.
Entry status and approval
A time entry with the status In progress does not yet have an end time. Saving an end time changes the entry's status to Completed. A completed entry does not yet mean that the entry is approved or that its associated task or service request is completed: entry status, approval and work status are separate details.
An approved entry cannot be changed directly. A user with approval permission must first select Revoke approval on the relevant row in the browser's Log entries table and verify that approval has been removed. Only then should you correct the entry and have it approved again according to your practices. Revoking approval and correcting the entry's contents cannot be saved at the same time. See approving time entries and revoking approval.
When a task moves from inspection to completed, automatic approval starts for its completed, unapproved task entries. This applies to task entries that are not linked to a service request. Entries approved this way must also have their approval revoked before they can be corrected.
A Processed entry is locked. Its contents or status cannot be changed, and its approval cannot be revoked. Approved or processed entries also cannot be deleted. Discuss how to correct such an entry with the person responsible for processing it. See also the worktime report and processing entries.
Deleting an unnecessary entry
In the browser, select the trash icon on the relevant row in the Log entries table. Check the entry to be deleted before confirming. Select Yes to confirm or No to cancel.
On iOS, you can delete a general worktime, task or service request entry from the editing window described above using Delete. The button is only shown for your own entries that have neither been approved nor marked as processed. Deleting general worktime is only available from the current day's view; task and service request entries do not have this date restriction. The separate iOS window for lunch, sick leave and vacation entries has no function for deleting an entry.
iOS asks Are you sure you want to delete? Select Delete to confirm or Cancel to cancel. After a successful deletion, the entry list refreshes. If deletion fails, the app displays an error. For example, an entry that has been approved in the meantime can no longer be deleted.
This entry editing window on Android has no function for deleting an entry. Use the browser to delete it; the comment's trash icon does not delete the entry.
Deletion removes the entry and its saved comment. The associated task or service request remains. The deleted entry is no longer included in the entries or totals when the worktime report is fetched again. Deleting is different from revoking approval or marking an entry as processed. Check the necessary details and history before deleting: you can no longer open a deleted entry's own History tab.
Check the history, report and costs
In the browser, the History tab in the entry editing window shows events from the last month by default. Adjust the date range if necessary and expand an event's subrows to see the changed details and their old and new values. The history also shows when the change was made and who made it, if that information is available.
After correcting an entry, check its dates, type, duration or quantity, and comment. Also check the day's summary and fetch the worktime report again using the same user and date filters. You can also check an entry associated with work by opening the Logged work hours tab of the relevant task or service request.
Correcting or deleting hours does not automatically correct a previously saved worktime cost. Worktime costs are generated separately when the work is completed. The euro amount of a cost row that has already been generated remains unchanged even if the entry's duration changes. However, the quantity in the cost view and the hourly rate calculated from it may change.
For example, if a cost of €120 has been saved for a two-hour entry and you correct the duration to one hour, the cost may still be €120. The calculated hourly rate is then €120/h instead of the previous €60/h. The cost row may remain even after the entry is deleted: its quantity and calculated hourly rate are zero, but the saved euro amount remains.
Therefore, open the Work costs tab for the relevant work and check the cost rows as well. Discuss any necessary cost corrections separately with the user responsible for costs. An updated worktime report alone does not confirm that the costs have been corrected. See viewing hours and work costs.
If saving the correction is blocked
Check the error message, the entry's lock status and other entries for the same day. The end time must not be before the start time. Saving may also be blocked by an overlapping time entry or an excessively long duration.
Task and service request entries are allowed to overlap. General worktime, sick leave and vacation time entries are checked for overlaps with each other; quantity-based entries are excluded from this overlap check. A time entry that is still in progress may also prevent saving.
The maximum duration of a regular time entry is determined by a service setting. Lunch, sick leave and vacation entries use the absence type's own maximum duration and require an end time. The same user cannot have two entries of the same absence type on the same day.
No other entries may start on a vacation day, including quantity-based entries. If a night shift continues into the first vacation day, after the shift ends there must be 24 continuous hours free from work for each consecutive vacation day. For details, see maximum entry duration and absences.