> ## Documentation Index
> Fetch the complete documentation index at: https://docs.timetracker.in/llms.txt
> Use this file to discover all available pages before exploring further.

# Track time for someone else

> View, add and fix a teammate's hours in TimeTracker. Covers the member picker, read-only mode, supervision scope and adding time on someone's behalf.

Managers can look at a teammate's time, and – with the right capability – change
it or add to it. This page covers how, and where the limits are.

## Why it exists

* Someone is on leave and their timesheet is due.
* A person tracked to the wrong project and cannot fix it themselves.
* You are reviewing a period before you approve it.
* A team member has no login and their hours arrive on paper.

## Two things must both be true

Seeing another person's time needs a **capability** and a **scope**.

|                   | Question it answers                     |
| ----------------- | --------------------------------------- |
| Capability        | May you see other people's time at all? |
| Supervision scope | Whose time, specifically?               |

A Project Manager with `time.viewOthers` still only sees the people their scope
reaches. Both checks run on every read. See
[Supervision scope](/concepts/supervision-scope).

## View someone's timesheet

<Steps>
  <Step title="Open Time">
    Click **Time** in the sidebar.
  </Step>

  <Step title="Use the picker at the top right">
    It shows **My timesheet** by default. Open it and pick a person. Only people
    in your scope are listed.
  </Step>

  <Step title="Read the banner">
    A blue bar appears: "Viewing Sarah Lin's timesheet." If you cannot edit, it
    adds "(read-only)".
  </Step>

  <Step title="Move around their period">
    The arrows, period label and **Today** button all work as usual.
  </Step>
</Steps>

If you do not hold `time.viewOthers`, the picker is replaced by a flat **My
time** label you cannot open.

## Edit their entries

With `time.editOthers` you can use the row menu on their entries – **Edit**,
**Duplicate**, **Mark billable**, **Delete** – exactly as on your own.

Without it, the whole period is read-only and the row actions are greyed out.

<Note>
  An approver reviewing a **submitted** period can still correct entries there. That
  is the one place a submitted entry is editable, and it is done from the approval
  screen. See [Approve a timesheet](/approvals/approve-a-timesheet).
</Note>

## Add time on someone's behalf

The **Add entry** action on the **Time** page only ever creates an entry for
yourself. To create one for a teammate, use the Calendar.

<Steps>
  <Step title="Open the Calendar">
    Press **⌘K**, type "calendar", press Enter.
  </Step>

  <Step title="Pick the person">
    Use the scope picker in the header. Choose their name, not **All teammates**.
  </Step>

  <Step title="Create the entry">
    Click **Add entry**, or drag across the slot they worked.
  </Step>

  <Step title="Fill in and save">
    Project, task, description and billable all work as normal. Click **Save
    entry**.
  </Step>
</Steps>

<Warning>
  **All teammates** is a read-only overview. You cannot create an entry while it is
  selected – pick a single person first.
</Warning>

You can also fix and add entries from the timesheet review screen while approving
a period.

## Submitting for someone

Submitting a teammate's period is a separate capability, `time.submitOnBehalf`.
When it is used, the timesheet records who submitted it, and the meta line reads
"Submitted 3 Aug 2026, 09:14 by Priya Raman".

See [Submit on behalf of someone](/timesheets/submit-on-behalf-of-someone).

## Example

Sarah Lin is off sick on Friday and her week is due.

1. Priya Raman opens **Time** and picks **Sarah Lin** in the member picker.
2. The banner confirms she is viewing Sarah's timesheet.
3. Two Thursday entries were logged against **Monthly Retainer** but belong to
   **Website Redesign**. Priya opens each row menu, clicks **Edit**, changes the
   project, and saves.
4. Sarah mentioned a two-hour Wednesday call that never got logged. Priya opens
   the Calendar, picks Sarah, drags out the block, and saves it.
5. Priya submits Sarah's period on her behalf. The timesheet records that it was
   Priya who sent it.

The entries use **Sarah's** rates, not Priya's, because rates follow the person
the time belongs to.

## Permissions

| Capability            | What it unlocks                             | Roles that hold it            |
| --------------------- | ------------------------------------------- | ----------------------------- |
| `time.viewOthers`     | The member picker and read access           | Owner, Admin, Project Manager |
| `time.editOthers`     | Editing and adding another person's entries | Owner, Admin, Project Manager |
| `time.submitOnBehalf` | Submitting their period                     | Owner, Admin, Project Manager |
| `time.remind`         | Nudging people who have not submitted       | Owner, Admin, Project Manager |
| `time.viewCost`       | Seeing cost figures on their entries        | Owner, Admin                  |

Finance holds none of these – it can post adjustments but does not track or
review time. Members and Contractors only ever see their own.

## What happens next

* The entry belongs to the person you created it for, not to you.
* Their rate snapshot is used, so the billable value and cost are theirs.
* The time counts toward their timesheet, their daily limit and their period.
* Every on-behalf change is recorded in the workspace audit trail.
* They may be notified, depending on their notification settings.

## Common questions

<AccordionGroup>
  <Accordion title="Why is a teammate missing from the picker?">
    They are outside your supervision scope. The capability lets you see other
    people; the scope decides which ones. Ask an owner or admin to widen it.
  </Accordion>

  <Accordion title="Can I add time for someone in a closed period?">
    No. A locked period refuses new entries from everyone. Corrections go through
    adjustments.
  </Accordion>

  <Accordion title="Can I add time for a person who has no login?">
    Yes. A member added directly, with no email, still has a timesheet and
    accepts on-behalf entries. See [Add a member directly](/team/add-a-member-directly).
  </Accordion>

  <Accordion title="Whose rate is used?">
    The rate of the person the entry belongs to, on the date of the work. Never
    yours.
  </Accordion>

  <Accordion title="Does the person get told?">
    It depends on their notification settings. The change is always recorded in
    the audit trail either way.
  </Accordion>
</AccordionGroup>

## Troubleshooting

| Problem                                        | Cause                                                              |
| ---------------------------------------------- | ------------------------------------------------------------------ |
| No member picker on the **Time** page          | You do not hold `time.viewOthers`.                                 |
| The banner says "(read-only)"                  | You hold `time.viewOthers` but not `time.editOthers`.              |
| **Add entry** is missing while viewing someone | That action is for your own timesheet. Use the Calendar.           |
| A save is refused with a permission error      | Check both the capability and whether the person is in your scope. |

## Related guides

<CardGroup cols={2}>
  <Card title="Time tracking permissions" icon="key" href="/time-tracking/time-tracking-permissions">
    The full capability table.
  </Card>

  <Card title="Supervision scope" icon="users" href="/concepts/supervision-scope">
    Who a manager can actually see.
  </Card>

  <Card title="Submit on behalf of someone" icon="paper-plane" href="/timesheets/submit-on-behalf-of-someone">
    Send a teammate's period for approval.
  </Card>

  <Card title="Calendar view" icon="calendar" href="/time-tracking/calendar-view">
    Where on-behalf entries are created.
  </Card>
</CardGroup>