The Time Clock helps you manage employees’ hours and streamline payroll. Understanding how to access, review, and edit an employee’s timesheet ensures you stay on top of work hours, breaks, time off, and any issues that may impact payroll accuracy.
How to Access an Employee Timesheet
To access the timesheet of an employee:
Open Time Clock from the left sidebar.
Click Access clock.
Go to the Timesheets tab.
Find the user you need, and click their timesheet.
You can continue with this article to understand what you’re seeing and how to manage it.
What Can I See on an Employee’s Timesheet?
Once you open a specific employee’s timesheet, you’ll see a complete breakdown of their entries, including shifts, breaks, and/or approved time off.
Please note: You can adjust the date range at the top of the timesheet. By default, the timesheet opens to the current payroll period, but you can select an older payroll period or set a custom date range.
Overview
At the top of the timesheet, you’ll see an overview summarizing the employee’s hours for the selected date range.
The overview includes:
Total paid hours, calculated from regular hours + overtime hours + paid time off
Number of days worked
Breaks (paid and unpaid)
Unpaid time off
Total pay per date (only if pay rates are enabled)
Columns Breakdown
Below the overview, you’ll see daily entries and the columns that explain how totals were calculated.
Standard columns you may see
Type: The entry type (Shift or Break).
Job: Displays the job/resource if you enabled clocking into jobs or resources (e.g., client, project).
Sub-item: Displays a relevant sub-item for the selected job/resource (if applicable).
Start: Exact start time of the shift, break, or time off.
Start Location: GPS-captured location where the employee clocked in (only appears if location sharing is required). Admins can edit the location by clicking this column.
Start - Device: Device used to clock in (Mobile, PC, or Kiosk).
Start - selfie: Employee selfie (only if Kiosk selfie security is enabled).
End: Exact end time of the shift, break, or time off.
End Location: GPS-captured location where the employee clocked out (only appears if location sharing is required). Admins can edit the location by clicking this column.
End - Device: Device used to clock out (Mobile, PC, or Kiosk).
End - selfie: Employee selfie (only if Kiosk selfie security is enabled).
Total hours: Total time for each entry.
Daily total: Total hours for the day (helpful when multiple jobs/entries exist).
Weekly total: Total hours for the selected date range week, calculated from totals (regular + overtime).
Overtime columns: Overtime categories based on the rules you configured (e.g., holiday overtime, night shifts).
Regular: Regular hours included in the daily total.
Issues: Highlights conflicts or issues. Hover over the red icon to see the number of issues, click to review and resolve. Learn more here.
Timesheet issues settings
In the Settings tab, under Timesheet issues, you can choose which issues appear on employees’ timesheets.
You can toggle:
Pending time off requests
Conflicts
Missing pay rate
Shift Attachments panel (far right)
On the far right, you’ll find Shift Attachments, including:
Employee notes
Manager notes
Shift attachments (if applicable)
Hover over notes to expand them.
💡 Tip: You can customize the table view by selecting which columns appear. Click the table icon in the top-right corner and select the columns you want.
Visual Cues
Timesheets include visual indicators that show edits, exceptions, or issues.
Daily Limit: Red numbers show the daily total exceeds the daily limit.
Auto Clock Out: An exclamation mark near the End column indicates the employee was automatically clocked out (due to the daily limit or shift end).
Modified By: An orange dot indicates someone edited the shift. Hover to see who changed it and when.
Created By: A blue dot indicates who created the shift. Hover to view details.
Issues: An exclamation mark next to the Date column indicates an issue exists that day. Hover to see the number of issues, and click to review and resolve or ignore.
Time Off: Green text indicates a time off entry.
Incomplete Week: A blue crossed circle indicates the selected date range is shorter than a full week, so totals reflect only that selected period.
Overnight shift: A moon icon indicates a shift spans two days.
Managing and Editing an Employee’s Timesheet
Admins can manage timesheets by adding or deleting shifts, breaks, and time off, approving or declining requests, locking days, approving pay periods, exporting data, adding notes, and more.
Filtering the Type of Days
To simplify payroll review, you can filter the timesheet to show specific day types.
Next to the date range, open the day filter.
Choose which days to display:
All days
Locked days
Unlocked days
Unresolved issues
21This helps you quickly find the days that need attention.
Editing Shortcuts
Use these quick edits to update timesheets efficiently:
Edit clock-in/out time or break hours: Click the Start and/or End columns and adjust the times.
Edit Shift Attachments: Go to the far-right Shift Attachments section and update notes or attachments.
Add daily hours: Hover over Daily Total, enter the total hours for that day, and a new entry will auto-populate.
Add weekly hours: Hover over Weekly Total, enter the total hours you need, and a new entry will auto-populate.
Actions Shortcuts
Admins have quick actions available directly from the timesheet:
Chat: Click the chat icon next to the user’s name to message the employee about timesheet questions.
Next employee: Use the top-right navigation to switch between employees’ timesheets.
Delete shift: Hover over a shift and click the trash icon.
Add entries quickly
Add shift:
Click Add shift, or
Hover over a row and click the + icon.
Add break:
Click Add break, or
Hover over a row and click the + icon.
Add time off: Click Add time off and enter the time off hours.
💡 Tip: You can perform bulk actions by selecting multiple days, then choosing actions like adding shifts/breaks, locking/unlocking days, or deleting entries.
Pending Requests
To review and respond to pending employee requests:
Click Pending Requests in the top-right corner of the timesheet.
Approve or decline shift requests as needed.
Conflicts and Issues
Timesheets may contain both Conflicts and Issues:
Issues: Potential gaps or inconsistencies that could cause payroll inaccuracies.
Locking and Approval
You can lock individual days or approve an entire pay period to prevent further edits.
Please note: The Approval button appears only when viewing a specific pay period.
It does not appear when viewing a custom date range.
Lock a specific day
Hover over the date.
Click the lock icon.
Confirm to lock the day.
Reopen a locked day
Click the locked day.
Confirm unlocking.
Export
To export a user’s timesheet:
Click Export.
Choose an export type:
Payroll Totals
Timesheets (Excel or PDF)
Shift Report (Excel or PDF)
To learn more about each Time Clock export option, click here.
Related Articles
FAQ
Why don’t I see Start/End Location columns in the timesheet?
The Start Location and End Location columns only appear if your Time Clock settings require employees to share their location when clocking in and out.
Why is the Approval button missing?
The Approval button appears only when you view a specific pay period. If you select a custom date range, the Approval button won’t be available.
How can I quickly find timesheet problems that may affect payroll?
Use the day filter to show Unresolved issues, and check the Issues column for red indicators you can click to review and resolve.
Need more guidance? 🙋 Our LIVE support team (at the bottom right corner of your screen) replies to ANY question.