The Working time monitoring calendar helps you check where saved working time and absence entries fall. You approve, mark as processed and delete multiple existing entries from the entry list. Creating new entries for individual days is a separate function. These instructions apply to browser use.

Prerequisites and permissions

The working time feature must be enabled in the service. You only see entries you have permission to read. When you create a new entry, your permission to log time for the selected user is checked; a user appearing in the selection list does not by itself guarantee permission to save an entry.

Approving, removing approval and marking general working time and absence entries as processed require permission to edit the entry. For entries linked to a task or service request, you need permission to edit that task or service request. Deleting an entry requires separate delete permission. The entry's status may prevent an action even if you have the necessary permissions.

Viewing the calendar

  1. Open Working time monitoring from the browser's main menu and select its Calendar view tab.
  2. Choose Select a date range above the calendar. The default is the current month. If needed, filter by one or more users under Select a user and by log types under Log type.
  3. Open the entry you want to check by clicking its name in the list on the left or its bar in the calendar. Correct times in the form that opens; calendar bars cannot be moved by dragging.

The calendar shows general Worktime entry, Sick leave and Vacation entries that have an end time and overlap the selected period. An entry that started before the period may also appear if it continues into the period. Approval is not required for an entry to appear in the calendar.

Lunch entries, time logged for tasks and service requests, and ongoing entries do not appear in the calendar. A missing bar therefore does not mean that the entry was not saved. First check Working time monitoring → Working time → Log entries or Working time monitoring → Worktime Report and their filters. The same applies to entries saved on Android or iOS: mobile entry lists do not use this calendar's criteria for including entries.

The duration in the calendar represents the time between the start and end times, rather than the report's calculated working time or number of pieces. In the calendar, the difference in hours is first rounded to two decimal places and then displayed as hours and rounded minutes. A piece-based entry has identical start and end times, so check its quantity in the entry list. The calendar is also not a work plan for tasks: due dates and resource allocations are managed in Work management.

Adding one new entry

Once you have confirmed that an entry is missing, select Create new worktime entry in the top bar of Working time monitoring. You can also click the circled plus icon on the user's calendar row, which preselects the user.

  1. Select the user and Log type: Worktime entry, Lunch, Sick leave or Vacation. If needed, select the worktime entry type.
  2. Keep Creation mode set to Single entry. Enter the dates and times in the Start and End sections. For a single entry that continues overnight, set the end date separately. For a piece-based type, enter the date and Amount (pcs) instead of times.
  3. For a time-based entry, select Preview and check the details and any conflicts. Preview does not save the entry. A single piece-based entry is saved without this preview step.
  4. Select Create new worktime entry on the form and check that the entry was saved in the Log entries list. Also check the calendar if the log type is included there.

The same entries for multiple days

You select one user on the new worktime entry form. You can create a separate entry for that user for each day in the selected date range. This function does not create entries for all users selected in the entry list or calendar user filter, and it does not replace previous entries.

  1. On the same creation form, select the user, log type and Creation mode → Same hours for multiple days.
  2. Enter the First day and Last day. Both boundary dates are included, and the period can be no longer than 30 days. Weekends are included too.
  3. Enter the Daily start and Daily end. The same times apply to every day. If the end time is the same as or earlier than the start time, the entry ends the following day. For example, 22:00–06:00 creates an eight-hour entry for each start date; identical start and end times mean 24 hours. The entry for the last day may also end on the day after the selected period.
  4. If you select a piece-based type for the worktime entry, enter Amount (pcs) instead of times. The quantity is recorded for each day and is not divided between the days.
  5. Select Preview. Check each day's times, durations or quantities and the status of the rows. The time-based duration in the preview is calculated from the difference between the start and end times and rounded up to whole minutes. Remove any days that should not be included using the trash icons on the rows; this only removes the proposed entry, not a saved entry.
  6. Select Create new worktime entry. The days are checked again before saving. If there are errors, Log entry conflicts shows the reasons. Select Back to correct the details or Create valid days only to save the valid rows and skip the invalid ones. The latter option is only shown if there is at least one valid day. Normal creation does not save any days if an invalid day is included.
  7. Check the created entries and skipped days in the Log entries list. The selected valid days are saved together: if saving them fails, the same creation batch is rolled back.

The preview may warn you if the times you entered differ from the working time rule or the reference times for an absence. For a worktime entry, the comparison is based on the working time rule that applies to the user and day. For Vacation and Sick leave, the comparison primarily uses the working time rule for the corresponding absence if the necessary times are available; otherwise, it uses the default absence times. The reference times for Lunch come from the default setting. The times you entered are retained: the comparison does not automatically replace them.

A warning alone does not prevent a valid row from being created. However, an overlap, an existing entry of the same absence type for the same start date, a conflict with a vacation day or exceeding the maximum duration may prevent saving. Lunch, Vacation and Sick leave entries must have an end time. If needed, check the rules for absences and maximum duration. If you change the form details or reopen the preview, also recheck which days are included.

Processing existing entries in bulk

  1. Open Working time monitoring → Working time → Log entries. Select the period above the list and filter by user using the filter in the entry table's user column. Wait for the list to load.
  2. Check the users, log types, times or quantities, Log entry status and approval. Tick the intended rows in the checkbox column. Simply clicking a row does not select it for a bulk action.
  3. Open Actions from the checkbox column header, select the appropriate action and read the confirmation before continuing.

The date selection in the Log entries list is labelled Log entry create time, but the filter implemented for this list uses the entry's working times: a time-based entry is included if it overlaps the period, and a piece-based entry is included based on its start date. Expand the date range if you cannot find an entry. The list can also show log types and ongoing entries that are absent from the calendar.

  • Approve selected only approves unapproved entries with the status Completed. Approval locks the entry's contents against corrections; it does not change times or quantities.
  • Unapprove selected only removes approval from approved entries with the status Completed. The entry is retained and remains completed. You can then correct it by saving changes separately and approve it again.
  • Mark processed only changes completed, approved entries to the status Processed. Approval is retained. A processed entry is locked against editing: these bulk actions cannot return it to completed, remove its approval or delete it. Check the details before processing.
  • Delete selected deletes entries you have permission to delete. Approved and processed entries are skipped. This deletes the entry itself, not just its approval. Deleting an entry linked to a task or service request does not delete that task or service request.

Status changes and deletions are recorded in the change history. Deleted entries are no longer included in subsequent report queries. Changing approval or status may change report results filtered by status and approval, even though the entry's times and quantities remain the same.

Checking the results

The count in the confirmation indicates the number of ticked entries; it does not guarantee that all entries are eligible or will be processed successfully. Bulk actions run in the background. Permissions or status may leave some rows unprocessed, and a failure on one row does not undo successful changes to other rows.

Wait for processing and reload the Log entries list. Check the approval and status of every intended row or, when deleting, confirm that it is absent using sufficiently broad filters. If the result is not yet visible, check again after a short while. If needed, also check the report's filters and totals. A notification that the background job has started does not confirm that all rows have finished processing.

For more information, see the instructions on approving time entries and Worktime Report and processing.