Worktime Report brings together entries for the selected month or date range. You can use it to check how the hours and piece quantities are calculated before processing the entries permanently. The report total does not in itself represent approved working time or working time to be included in payroll: its contents depend on the selected filters.
Prerequisites and permissions
The working time feature must be enabled. The report only shows entries you have permission to read. Being able to see entries does not in itself give you permission to approve or process them.
Processing general working time and other working time monitoring entries requires the applicable edit permission for the entry. Permission to process task and service request time entries depends on your permission to edit the task or service request in question.
Select a period and filter the data
- Open Working time monitoring from the browser's main menu and select its Worktime Report tab.
- In the report's top bar, select Month and the month you want, or select Filter by specific time range and enter the start and end dates in the Date range field. Both boundary dates are included in the report.
- Use the Filter button in the top bar to open Worktime filters. If needed, filter by Users, Log types, Unit types, Approved and Status. Apply your selections by pressing Use these filters.
Initially, the period is the current month and the grouping is User. A view retained during the session or a saved view may restore other selections, so always check the period and filters before using the totals.
An empty multiselect filter does not restrict that property. Without a log type filter, the report may include general working time, task time, service request time, lunches, sick leave and vacations. Without a status filter, it may include Ongoing, Completed and Processed entries. Selecting All for approval includes both approved and unapproved entries.
Log type means the entry's main category, such as task time or lunch. Type means a type selected separately for the entry. The Only show entries with type checkbox excludes all entries without a type; it does not on its own restrict the data to time-based entries. Also select the unit type Time (hours) if you only want hours. The time filter also includes time entries without a type unless the checkbox is selected. Pieces includes entries recorded as piece quantities.
Clear filters in the report's top bar removes the additional filters. It does not change the period or grouping. If the report is empty or the total seems incomplete, check these selections and your permission to view the intended users' entries.
Group the entries
Open Group by in the top bar. Under Add grouping, select the levels you want: User, Task, Service Request, Log Type or Type. You can select up to three different levels. Change their order using the arrow buttons and remove an unnecessary level using the trash button. Confirm your selection by pressing Save.
The order of the grouping levels determines how the entries are arranged. For example, User + Task shows tasks by user, while Task + User shows users by task. Grouping does not in itself exclude other categories of entries: entries without a linked task may appear in their own group.
How are the totals calculated?
The report adds together the durations of time entries included by the filters in hours, and totals piece quantities separately. Hours are decimal hours: for example, 7.5 hours means 7 hours and 30 minutes. A piece quantity is not working time. Piece quantities are not added to the hour totals on higher-level grouping rows, and the report's total hours and total pieces are shown separately.
The report does not deduct lunch or remove overlapping times. It also does not combine general working time and task time recorded for the same period into a single amount of working time. If the report includes 7.5 hours of general working time and 0.5 hours of lunch, the total is 8 hours. If you only need a particular category of entry or approved, completed entries, apply the corresponding filters.
A working time rule's automatic lunch deduction may already be reflected in the duration of the saved working time entry. The report uses this entry and does not make another deduction. A separate lunch entry is still included if its category is part of the selected data. The calculation is explained in Working time rules, types and permissions.
Day boundaries, overnight entries and rounding
The report's day boundaries are determined by the customer account's time zone; the Helsinki time zone is used unless a separate setting has been specified. A time entry that started before the report period is also included to the extent that it overlaps the selected period. Piece quantities belong to the entry's start date and are not divided between days.
A time entry that ends on the same calendar day uses its saved duration, calculated from the difference between its start and end times and rounded up to a whole minute. An overnight time entry is instead divided between days according to the actual elapsed time, at midnight in the customer account's time zone. For example, an entry from 22:00 to 02:00 contributes 2 hours to each day if a clock change does not affect the elapsed time. If only one of the days falls within the report period, only that day's share is included in the total.
Dividing the time between days does not split or change the saved entry. The total of an overnight entry's daily portions may differ from the saved duration of the entire entry by less than a minute, because the division does not use the same upward rounding. For an ongoing entry, the time of the query is used as its end time: its reported duration grows and is updated when you query again.
Values in the report and the Excel export are rounded to one decimal place. The sum of the displayed subtotals may therefore differ from the displayed overall total. Zero is shown as a blank.
Approval and entry status are different things
The report's approval legend uses Approved, Not approved and Partially approved. These indicate whether the entries included in a total are all approved, all unapproved, or a mixture of both. The approval indicator on a higher-level grouping row also takes its piece rows into account, even though the numeric total only includes hours.
Partially approved does not mean that a single entry has been partially approved. Approval also does not mean the entry has Processed status: processing is a separate step.
Check the entries behind a total
Click a grouping row's daily value cell to open the Log entries breakdown. The clickable overall total on a grouping row also opens a breakdown for the entire selected report period. The report's general total rows do not open a breakdown.
In the breakdown, check the user, log type, type, assignment, start and end times, duration or piece quantity, approval and entry status. The breakdown follows the grouping of the cell you opened and the report's filters.
Duration in the breakdown shows the entire original entry, not the portion belonging to the daily cell. This means that an entry from 22:00 to 02:00 may show 4 hours in the breakdown even though the cell for the day you opened shows 2 hours. The same entry may open from either day's cell. In that case, the full durations in the breakdown cannot be compared directly with the daily cell's total.
Approving an entry or marking it as processed from the breakdown applies to the entire entry, including its portion outside the report period. Make any necessary corrections before final processing. See the separate instructions for correcting a time entry and approving entries and revoking approval.
Mark checked entries as processed
- Use the open Log entries breakdown or open Working time monitoring → Working time → Log entries.
- Make sure the intended entries have Completed status and are approved. Ongoing or unapproved entries are not marked as processed.
- Select the rows you want using the checkbox column. Open the Actions menu in that column's header and select Mark processed.
- Check the confirmation details and confirm only when the selected entries are correct. Rows that cannot be processed because of permissions or their status are skipped.
- Wait for the background update and query the data again. Check that the intended rows have Processed status.
Processing changes an entry's status from Completed to Processed and retains its approval. The entry remains saved and available for reporting; its time, quantity and assignment do not change. A processed entry cannot be edited or deleted, and the normal action for revoking approval does not reopen it.
The bulk action runs in the background. The success notification received when the action is submitted does not yet confirm the outcome for every row. A failure on one row does not undo successful changes to other rows. Also check the rows that were left unprocessed. If you are filtering only by Completed status, successfully processed rows disappear from the visible data; change the status filter to Processed or remove the filter to verify the result.
Save a view or export the report to Excel
Save view in the report's top bar saves the period, filters, selected grouping levels and their order for later use. Open the saved view later from the same top bar by selecting Select saved view. Previously saved groupings also continue to work. A saved view restores the viewing settings, not an unchanging copy of the entries.
Select Export to Excel in the top bar when you want a file containing the report data. The grouping levels appear in the same order in the export. Check the period, groupings and separate totals for hours and pieces in the file before further processing.
Exporting to Excel and marking entries as processed are separate actions. Downloading the report does not in itself change the status of the entries or transfer them to payroll.
Why might the mobile entry list show different data?
The Time Log Entries list on Android and the Worktime entry list on iOS filter the period based on each entry's start time. The browser report also includes time entries that started before the period but overlap it, and divides them between days. For this reason, you should not compare the mobile daily entry list directly with a daily cell in the browser report: check the original entry and the portion that falls within the report period.