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 time card. Some situations can be quickly remedied, while others may require changing user permissions, which requires an Administrator.

Table of Contents

• Employee Not In Viewset
• Employee Not Tracking Time with Timecard
• Time Tracked with Alternate Tracking Method
• Pay Period Closed
• Approved Timecard

Employee Not In Viewset

If an employee is not listed in the Timecards menu, it typically means that the employee is not in your viewset. If you are an Administrator or have the necessary permissions, you can update your employee viewset.

Employee Not Tracking Time with Timecard

ExakTime offers two methods for an employee to track their time: Timecards and Timesheets. Timesheets are typically for salary 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.

Time Tracked with Alternate Tracking Method

If you are unable to edit specific records, but can edit other time records or add additional time, then the time was entered with an alternate time entry method. For example, if an employee was originally tracking their time with timesheets, but switched to timecards in the middle of the pay period, then any records created on their timesheets cannot be modified on timecards. 

If you need to edit the time created from an alternate time entry method, you must switch the employee's time entry method so the time can be edited. After editing the time, the employee can be switched back. 

Pay Period Closed

If the pay period has been closed, any changes or updates to an employee's timecard are prevented. Closing a pay period is typically done after finalizing employee time for payroll and/or job costing. If you have sufficient permission, you can reopen a pay period from the time summary page. Keep in mind, when reopening a pay period, all employee time cards will be reopened, and if there are any quarantined time punches, they will automatically populate the respective employee's timecard.

Approved Timecard

If an employee's time card has been approved at a higher level, no further changes can be made to the timecard until the higher level approval has been removed. For example, if a timecard has been signed off by an Administrator, Supervisors will be unable to edit the timecard. If you are not an Administrator, consult an Administrator who can remove the sign-off level approval. Keep in mind, when unapproving a time card, any quarantined time punches will automatically populate the respective employee's timecard.