Time Card Entry
July 17, 2024
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The Time Card Entry window is a quick way to enter time for the same client over multiple days within the week. With Time Card Entry, you can visually see each day of the week with time totals at the bottom of the table by day. Each time entry allows for a memo to be attached to the time record. This is a very efficient way to capture time.
Accessing Time Card Entry
You can access Time Card Entry from the main toolbar.
- Click
Time & Expense. - Click
Time Card Entry.
Using Time Card Entry
The Time Sheet Entry window is divided into two sections: the Navigator and the List.
Time Card Navigator
The navigator at the top of the Time Sheet Entry window allows you to change the staff and date of time records shown.
By default, time is shown for the currently logged in user. When logged in as a manager, you can view other user’s time by changing the Staff field.
In the Week Including field, today’s date is selected by default, which sets the List to include the current week, beginning with Monday. You can click the date to display a calendar. Selecting a date will then update the List to include the week that includes that date. Using the arrow buttons or the Today button, you can move forward or back one week, or jump back to the current day.
The 
Refresh button will update the List with any changes made outside your view, such as another staff member entering time on your behalf.
The 
Update All button is available when changes have been made to items in the List below. This will update the time records with any changes made on this window.
Time Card List
Each day of the selected week is shown as a column in the List.
The Global Search field can be used to locate records containing specific text. Once specified, an indicator will be displayed showing how many records contain that text. To clear the search, click the red X icon to the right of the field.
You can toggle between Billable and Actual to display the billable hours or actual hours in the table. Select Billable to enter time in billable increments, which is the most common method. Alternatively, select Actual to enter the amount of time spent per day, which is similar to what you would get by running a Timer. Select the Round Entries check box to automatically calculate the Billable Time based on the Actual Time specified.
Some columns in the List are optional. The Choose Columns field allows you to optionally select or clear the System ID check box, which will display or hide this column.
You can click on the header of many columns to sort the records shown by the values in that column. Click the header again to reverse the sort.
Finally, total hours are included in the list. This includes the total for each client, engagement, and activity at the end of each row, and the total for each date at the bottom of each column.
Adding New Time to the Time Card Entry
You can add new time entries inline on the Time Card Entry List.
- Click + Add Row (or press ctrl+i) to add a row to the list.
- Select the Client Name. Additional information about clients can be found in the Overview of Clients and Engagements article.
- Select the Engagement and Activity. Additional information about engagements can be found in the Overview of Clients and Engagements topic, and additional information about activities can be found in the Activity Settings topic.
- Enter the number of hours for the entry in each date column where work was performed. When Billable is selected, this will populate the Billable Time for the time entry. When Actual is selected, this will populate the Actual Time and, if Round Entries is selected, the Billable Time will be calculated based on the Actual time and the Time Increment for Time Entry rounding configured in Time & Expenses Settings. Additional information about the time increment option can be found in the Overview of General Settings article.
- Optionally click the
(Memo) icon to open the Work Description window. From here, you can select whether the time is Billable or not, specify the Work Description performed for this time, and add a Private Memo which will not be included on an invoice. When editing the Work Description or Private Memo fields, you can type @ (ampersand) to choose a Shortcut to add to the memo. Information about Shortcuts can be found in the Shortcut Codes topic. These fields can also include Wildcards for the month and year. For additional information, see the Wildcards topic. - Click ✓ (Update).
Editing Time Card Entries
To add time to a client’s engagement and activity that is already shown, you can click in the date columns to edit the contents inline. Simply update the hours of the field and then click .
To change the Billable, Work Description, or Private Memo fields, click the (Memo) icon. When editing the Work Description or Private Memo fields, you can type @ (ampersand) to choose a Shortcut to add to the memo. Information about Shortcuts can be found in the Shortcut Codes article. You can also insert a wildcard for the month and year by typing a ^ (carat) followed by a code. Information about Wildcards can be found in the Wildcards article.
Finally, you can save any changes to fee entries by clicking Update All. Pending changes are indicated by an 
(Row modified) icon to the right of the time columns.
Common Questions About Time Card Entry
- Can I delete time that is entered from the Time Card Entry?
- Yes, time records are deleted automatically if the number of hours for that day is changed to zero.
- When editing time for a day, the hours cannot be changed and the background is gray. Why is this?
- Time records can only be edited if they have not been billed. If time for a given day is associated with an invoice, it cannot be changed.
- I’ve entered the number of hours, but the Update All button is not available. Why?
- If the Allow a 0 Time Entry option is not selected in Time & Expenses Settings, you must specify a value greater than zero in the Billable column.
Additionally, if the Require Work Description in Time Entry option is selected in Time & Expenses Settings, you must click the
(Memo) icon and specify the Work Description in order to save the time entry. Additional information about the required description option can be found in the Overview of General Settings topic. (Note: The Work Description is typically populated by the selected Activity.)
Learn More
The following knowledge base articles contain additional information relating to Time Card Entry: