When trying to edit an employee's timecard on ExakTime Connect, you may notice instances where you are unable to edit an employee's timecard or are unable to see the employee. Many of these situations are due to either you lacking permission to edit the employee or another feature preventing you from editing an employee's timecard. Some situations can be quickly remedied, while others may require changing user permissions, which requires an Administrator. Let's go step by step and determine which situation you are encountering.
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Can You See The Employee? If you cannot see the employee listed, it could be because:
- Employee not within your viewset. If you have permission, you can update your employee viewset to include the missing employee. If you do not have permission, you must consult with your ExakTime Administrator.
- Employee has a different time entry method. ExakTime offers two methods for an employee to track their time: Timecards and Timesheets. Timesheets are typically for salaried office workers, while Timecards are for hourly field workers. If an employee tracks their time with timesheets, they will not be listed on the timecards page and vice versa. An easy way to confirm this is by going to the Timesheets page and checking if the employee is listed. If the employee should be tracking their time with timecards, an Administrator can update the time entry method from the employee's profile.
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Are you able to edit the time, but it keeps jumping to a different time? There are typically two situations where you are able to edit an employee's time record, but the time record automatically changes to a different time.
- You are tracking time with either decimals or hours/minutes. ExakTime will automatically convert time into your preferred format. When reviewing time, be mindful of decimals and colons. For example, entering 8.30 becomes 8:18 (because .30 hours is 18 minutes). Enter 8:30 if you mean 8 hours 30 minutes. This can be updated from your user settings.
- Your organization has rounding policies. Rounding policies will automatically round time as configured. Review your rounding policies and consult with colleagues and ExakTime administrator before making any changes.
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Are you seeing grayed out or unclickable time records? When editing the time, there can be situations where some or all time records cannot be edited.
- The time card is approved at a higher level. If you are considered a "Supervisor" approver and the time has been approved by someone with "Sign Off" Approval, you cannot edit time records until the higher-level approvals are unapproved.
- The pay period is closed. Reopen the pay period to allow changes.
- The time was created from a timesheet. If an employee was switched from tracking their time with timesheets to timecards, the time created on their timesheet cannot be edited from the timecard and should be edited from the timesheet.
- The time was generated from an approved PTO request. Time records generated from an approved PTO request cannot be modified from the timecard.
- Your security role does not have permission to add/edit time. If you have permission, you can update your employee viewset to include the missing employee. If you do not have permission, you must consult with your ExakTime Administrator.