Many companies distinguish between employees who are only allowed to clock in and those who are allowed to manually record and edit their hours.
Previously, the “stamp” / “free” setting in the time tracking profile was used for this purpose. This setting is now implemented via the “Manual Entry” function.
Permissions for manually entering and editing times #
Permissions for manual time entry are managed directly through the permissions settings. This allows you to specify on a per-user or per-role basis whether manual changes are permitted.
Manual entry via the authorization role #
Manual data entry is enabled on a group basis via the authorization role (under “Assigned Employees” → “Manual Data Entry” – specifying whose time entries the role administrator is authorized to edit).
Manual entry via the employee profile #
To enable manual data entry on an individual basis , go to the employee profile → Time Tracking tab → Permissions for this employee’s time tracking:
- “Employee” column: The employee may edit their own time entries (enter, correct, and delete times manually);
- “Permission Role” column: Role administrators are allowed to edit the time entries for this employee (whose employee profile is open) – this checkmark also appears in the role itself
Workflow for Correcting Time Entries #
In many companies, employees are only allowed to clock in and out. However, if a correction is necessary (e.g., missing or incorrect entries), it can still be recorded. However, the change is not applied immediately but must first be approved. This eliminates the need to laboriously notify the supervisor of every correction; instead, notifications are sent automatically.
Specifically, this means:
- Manual entries, changes, or deletions of time entries automatically trigger an approval process.
- The correction must first be reviewed and approved by a supervisor.
- Optionally, a two-step workflow can also be enabled. In this case, additional approval by project management is required.
By default, this option is not enabled, and no permissions are set.
