How to Edit a Timesheet Entry
Overview
Timesheet entries can be edited to correct punch times when something was recorded incorrectly. Edits recalculate hours automatically and create a permanent audit record — including who made the change and why.
This article covers which fields can be edited, how the time picker works, how hours are recalculated after an edit, and what the comment requirement means for the audit trail.
For an overview of the timesheet screens, see → Your Timesheet: Weekly View and Daily Breakdown.
This action requires elevated access. Editing timesheet entries is only available to users with manager-level permissions. If you need a correction made to your own timesheet, contact your supervisor.
--[Image: Edit Timesheet screen showing all editable fields]--
How to Open the Edit Screen
Open the daily breakdown
From Timesheet → Own (or from the team timesheet list), find the week and tap View.
Open the day card menu
Tap the ⋮ menu on the day card you want to edit.
- The Edit option only appears when the timesheet status is Pending.
- If the timesheet has already been approved or rejected, Edit is not shown.
Tap Edit
The Edit Timesheet screen opens with the current punch times and calculated hours for that day.
What You Can Edit
| Field | Editable | Notes |
|---|---|---|
| Punch In Time | ✅ Yes | 12-hour time picker (AM/PM) |
| Punch Out Time | ✅ Yes | Must be after punch-in time |
| Additional Lunch / Break | ✅ Yes | Extra break time to deduct from hours |
| Comment | ✅ Yes — required | Reason for the edit. Becomes a permanent audit record. |
| Regular Hours | ❌ Auto-calculated | Recalculates automatically based on punch times and weekly total |
| Overtime Hours | ❌ Auto-calculated | Recalculates automatically based on the 40-hour weekly threshold |
| Date | ❌ Not editable | — |
| Lunch / Break Hours | ❌ Display only | Shows the actual lunch taken during the shift |
How Hours Are Recalculated
When you change the punch times, regular and overtime hours recalculate automatically based on a 40-hour weekly threshold — not a daily one.
The app looks at how many hours were already worked earlier in the week before the day being edited, then applies the following logic:
| Weekly hours before this day | Result |
|---|---|
| Already at or past 40 hours | All hours for this day count as overtime |
| Below 40 hours, and today's hours keep the total below 40 | All hours for this day count as regular |
| Below 40 hours, but today's hours push the total past 40 | Hours split — part regular (up to 40), remainder overtime |
Example:
You have worked 35 hours earlier in the week. On Friday you worked 9 hours. Regular = 5 hours (to reach the 40-hour threshold) Overtime = 4 hours (the 5 hours past 40)
How to Make an Edit
Adjust the punch times
Tap the Punch In Time or Punch Out Time field to open the time picker. Select the correct hour, minute, and AM/PM.
- Punch-in and punch-out times cannot be the same.
- Punch-out must be after punch-in.
- Total time cannot exceed 24 hours.
- At least one time must change — saving the same times as before is not allowed.
Add a lunch/break deduction (optional)
If additional break time needs to be deducted, enter it in the Additional Lunch / Break field using HH:MM format.
- Minutes cannot exceed 59.
- The break amount cannot exceed the total hours in the selected deduction type.
Add a comment
Enter the reason for the edit in the comment field. This is required — you cannot save without it.
- Maximum 400 characters.
- The comment becomes a permanent record in the timesheet's edit history.
Save the edit
Tap Save. The hours on the day card update immediately. A notification is sent to the employee confirming their timesheet was updated.
- The edit is versioned — the previous entry is preserved and visible in Update History.
- The entire week's hours are recalculated after saving.
--[Image: Time picker showing 12-hour AM/PM selector]-- --[Image: Additional Lunch/Break field and the Regular / Overtime radio buttons]--
Things to Know
Edits are versioned, not overwritten. When you save an edit, the original entry is marked inactive and a new entry is created with the updated values. The full edit history — including old and new values — is always accessible from the day card's ⋮ menu. See → Timesheet History: View Activity and Edit History.
The comment is part of the audit trail. Every edit requires a reason. This comment is visible to the employee and to anyone reviewing the timesheet. Write something specific — "Corrected punch-out time, employee forgot to punch out" is more useful than "time fix."
Editing recalculates the whole week. Changing one day's punch times can affect how regular and overtime hours are distributed across the entire week, because the 40-hour threshold is calculated cumulatively.