How can I add, delete or edit time manually?

It is possible to add, edit or delete recorded time in Hubstaff via Daily and Weekly Timesheets as well as the Calendar.

To do this, please follow the instructions below:

Table of Contents

• Daily Timesheets
  • Adding manual time entries
  • Deleting, editing, and splitting manual time entries
    • Edit a time entry
    • Split a time entry
    • Delete a time entry

• Weekly Timesheets
  • Adding manual time entries
  • Deleting, editing, and splitting manual time entries
    • Edit a time entry
    • Split a time entry
    • Delete a time entry

• Calendar Timesheets
  • Adding manual time entries
  • Deleting, editing, and splitting manual time entries
    • Edit a time entry
    • Split a time entry
    • Delete a time entry

• Settings and Formatting
  • Modify Time Organization Settings
  • Modify Time FAQ
  • Time Formatting Guide

Adding time manually for daily Timesheets

First, navigate to the Timesheets > View & edit section from the main menu.

Select the user’s name whose time you wish to edit from the drop-down menu. Then click Add time.

A pop-up window will appear allowing you to enter the details of the manual time entry. This is where you will input a new time entry or change the project the time was tracked to.

The project, start time, end time, and providing a reason are all required fields.

Click Save to commit the entry to your timesheet.

If a time entry overlaps with another entry, the time within the overlap will be associated with the project/task on the new time entry.

Your time entry will now appear on your timesheets, activity, and reports as shown below:

1. Time added manually will always be recorded with 0% activity
2. Notes are displayed on this report as well

Organization owners and organization managers (when enabled) are allowed to add manual time beyond set user limits.

Once an org owner/manager adds time above set weekly/daily user limits, they will receive a notification letting them know that the time they are attempting to add will cause users to go above the limit.

Deleting, editing, and splitting time manually for Daily Timesheets

• • Edit a time entry
  • Split a time entry
  • Delete a time entry

You can delete, edit, and split a time entry via the Daily Timesheets page. First, navigate to the Timesheets > View & edit section from the main menu.

Select the user’s name whose time you wish to edit from the drop-down menu. Click on the Actions menu next to the relevant time span. Select the appropriate action from the drop-down list.

Alternatively, you can also click on either the duration (1) or time span (2) column links to edit the time from directly within the window.

You will be presented with the following options:

Edit a time entry

Editing time allows you to extend or shorten the time span of a pre-existing entry, or change the project or To-do it belongs to. Simply select the Project or To-do (1), and assign the new time span (2). Click Save to confirm the changes.

Split a time entry

Splitting time allows you to move or delete part of an existing entry to another time or date. You can also change which project or To-do the time tracked belongs to under this option. Simply select Reassign time (1), select the time span, and select the relevant Project or To-do (2). Click Save to confirm the changes.

Delete time entry

This option will delete the entire time period. Please note once the time is deleted it cannot be restored. Press Delete to confirm the changes.

Adding time manually for Weekly Timesheets

First, navigate to the Timesheets > View & edit section from the main menu.

Select Weekly, select the user’s name whose time you wish to edit from the drop-down menu, and then click Add time.

A pop-up window will appear allowing you to enter the details of the manual time entry. This is where you will input a new time entry or change the project the time was tracked to.

The project, start time, end time and a reason are all required fields. 

Click Save to commit the entry to your timesheet.

Your time entry will now appear on your timesheets and reports as per below:

1. Time added manually will always be recorded with 0% activity
2. Notes are displayed on this report as well

Organization owners and organization managers (when enabled) are allowed to add manual time beyond set user limits.

Once an org owner/manager adds time above set weekly/daily user limits, they will receive a notification letting them know that the time they are attempting to add will cause users to go above the limit.

Deleting, editing, and splitting time manually for Weekly Timesheets

• Edit a time entry
• Split a time entry
• Delete a time entry

You can delete, edit, and split a time entry via the Weekly Timesheets page. First, navigate to the Timesheets > View & edit section from the main menu.

Select Weekly (1), select the user’s name whose time you wish to edit from the drop-down menu (2), and click on the block of time you wish to edit (3). A pop-up window will appear showing three icons (4), that can be selected to edit, split, or delete time.

You will be presented with the following options:

Edit time entry

Click the edit icon to edit the selected time period.

Editing time allows you to extend or shorten the time span of a pre-existing entry, or change the project or To-do it belongs to. Simply select the Project or To-do (1), and assign the new time span (2). Click Save to confirm the changes.

Split time entry

Click the split icon to split the selected time period.

Splitting time allows you to move or delete part of an existing entry to another time or date. You can also change which project or To-do the tracked time belongs to under this option. Simply assign the new time span (1) and select the relevant Project or To-do (2). Click Split to confirm the changes.

Delete time entry

Click the Delete icon to delete the selected time period.

This option will delete the entire time period. Please note once the time is deleted, it cannot be restored. Press Delete to confirm the changes.

Adding time manually for Calendar Timesheets

First, navigate to the Timesheets > View & edit section from the main menu.

Select Calendar (1), select the user’s name whose time you wish to edit from the drop-down menu (2), then click Add time (3). Alternatively, you can click on any block on the calendar to add time to it.

A pop-up window will appear allowing you to enter the details of the manual time entry. This is where you will input a new time entry or change the project the time was tracked to.

The project, start time, end time, and providing a reason are all required fields. 

Click Save to commit the entry to your timesheet.

Your time entry will now appear on your timesheets and reports as per below:

1. Time added manually will always be recorded with 0% activity
2. Notes are displayed on this report as well

Organization owners and organization managers (when enabled) are allowed to add manual time beyond set user limits.

Once an org owner/manager adds time above set weekly/daily user limits, they will receive a notification letting them know that the time they are attempting to add will cause users to go above the limit.

Deleting, editing, and splitting time manually for Calendar Timesheets

• Edit a time entry
• Split a time entry
• Delete a time entry

You can delete, edit, and split a time entry via the Calendar Timesheets page. First, navigate to the Timesheets > View & edit section from the main menu.

Select Calendar (1), the user’s name whose time you wish to edit from the drop-down menu (2), and click on the block of time you wish to edit (3). A pop-up window will appear showing three buttons (4), which can be selected to edit, split, or delete time.

You will be presented with the following options:

Edit time entry

Click the edit button to edit the selected time period.

Editing time allows you to extend or shorten the time span of a pre-existing entry, or change the project or To-do it belongs to. Simply select the Project or To-do (1), and assign the new time span (2). Click Save to confirm the changes.

Split time entry

Click the Split icon to split the selected time period.

Splitting time allows you to move or delete part of an existing entry to another time or date. You can also change which project or To-do the tracked time belongs to under this option. Simply assign the new time span (1) and select the relevant Project or To-do (2). Click Save to confirm the changes.

Delete time entry

Click the Delete button to delete the selected time period.

This option will delete the entire time period. Please note once the time is deleted it cannot be restored. Press Delete to confirm the changes.

Modify Time Organization Settings

To provide access for team members to add and edit time entries manually, click on Settings (1) from the main navigation bar, then select Features (2) from the drop-down menu. Click on the Timesheets tab (3), then Modify time (4).

Settings can be defined for the entire organization (5) or enabled only for specific individuals (6).

Manual Time FAQ

Q: Will adding manual time overwrite time logs that currently exist?
A: Yes. Manual time entries will overwrite any previous manual time or automatic time that was tracked. Hubstaff will warn you before any changes are saved, so be careful to read these notifications. Once you overwrite a time log it CANNOT be recovered.

Q: Can I add time for more than one project in the same time span?
A: No. Hubstaff will only allow you to work on one project during a given 10-minute interval. Adding time to a different project during the same time span will overwrite any pre-existing time that was tracked.

Q: Will manual time appear on the activities and reports page?
A: Yes. Manual time logs will appear under your activities section and on the manual time report.

Q: Can I add or delete manual time for others?
A: Yes. Organization owners and managers can add or delete time for others. If you wish to do this, please remember to enable Modify time settings for yourself.

Q: How do I adjust which members of my team can add manual time and which members cannot?
A: There is a setting called Modify Time in the settings of your main organization. You can adjust those settings there.

Q: Can I add or edit time in second increments?
A. Yes, you can add/edit time down to the second.

Q: Do I get notified when someone modifies their time manually? 
A. Yes, organization owners and managers will receive a report on their email the day after the manual time adjustments were made.

Q: Can I add work notes when I add time manually? 
A. Yes, the ‘work note’ on the add time dialog is a convenient way to quickly add a note without having to go to the activities page. If you need to edit a note you need to do that from the Activities page.

Q: Why am I getting an error message saying “Please review the warnings and check the boxes to confirm that you want to make these changes” when adding/editing/deleting time?

A. These errors appear when the time the user tracked meets the following criteria:

• Locked time: If you are using an external time tracking platform (Integrations) time is marked as locked. You can learn more about locked time here. When the time is edited, the total hours between Hubstaff and the integrated platform will no longer be in sync.
• Paid time: If the time has been marked as paid either through exported time or payroll it cannot be edited. Once the paid time is edited, the payment record will be removed from the platform.
• Invoiced time: when the time tracked is invoiced. Once the invoiced time is edited, the status of the invoice will be changed to “Open.”
• Permissions: The ability to edit time is controlled by your employer, If you receive an error when editing time saying “You do not have permission to edit time” please contact your employer.

Time formatting guide

Please follow the formatting guide below to correctly input your time entries.