Edit a time entry

You can edit a time entry while it is still a draft. Once it is submitted for approval, it freezes.

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What you can change

The rate frozen onto the entry is not editable. It stays as it was on the day the work happened. See Rate snapshots.

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When an entry stops being editable

An entry’s status decides this. Open a frozen entry and you see a grey panel:

3h logged · Approved This entry is under approval and can no longer be edited. Create an adjustment to change its recorded time.

To change settled time, an approver posts an adjustment instead. See Adjustments.

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Edit from the list

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The row menu

Every row in List view carries the same four actions. All four are greyed out when the period is no longer editable.

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Edit in the week grid

Switch to Grouped view. Click a day cell to open that day. Each entry gets a description box and a duration box you can retype, plus a delete button. Typing a new number into the cell itself works when the day holds exactly one entry. With several, you get “This day has multiple entries – edit them in the entry list.”

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Edit on the calendar

On the Calendar, drag an entry to move it or drag its edge to resize it. The new start and end save immediately with the toast “Entry updated.” Clicking an entry opens the full form. Entries you cannot edit show a small padlock and are greyed out.

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What changing the time does

Changing only the description, project or task is a light edit – the recorded duration and the frozen rate stay exactly as they were. Changing the time or the billable flag rebuilds the entry:

• The duration is recalculated from the new start and end.
• The rate for that date is looked up again and frozen onto the new entry.
• The rounded billable duration is recalculated.
• The project’s tracked hours move with it.

Moving an entry to a different project moves its hours from one project’s budget to the other’s.

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Example

Sarah Lin logged 3 hours to Website Redesign, but the work was really for Monthly Retainer – both are Bluebird Coffee projects.

1. She opens Time, finds the entry, and clicks Edit in the row menu.
2. She changes the project in the picker and saves.
3. The 3 hours leave the Website Redesign budget and land on the retainer’s 40-hour monthly budget instead.

Her rate is $100/hour in both places, so the entry is still worth$300.

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Permissions

Owner, Admin, Project Manager, Member and Contractor can edit their own time. Only Owner, Admin and Project Manager can edit someone else’s, and only for people inside their supervision scope. See Supervision scope.

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What happens next

• Budgets, reports and project totals pick the change up immediately.
• The edit is recorded in the workspace audit trail.
• If the period was already rejected, edit the entries then resubmit the period.

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Common questions

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Troubleshooting

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