Edit a Timesheet

Objective

To edit the timecard entries on a timesheet using the project's Timesheets tool.

Background

Depending on your user account's permissions level, you will either be limited to editing a timesheet that you created or you can edit any timesheet on the project. 

Things to Consider

• Required User Permissions:
  • To edit any timecard entry when it's in the 'Pending' or 'Reviewed' status, 'Admin' level permissions on the project's Timesheets tool. You can also switch a timecard entry's status between 'Pending', 'Reviewed' and 'Approved' as needed. 
  • To edit any timecard entry when it's in the 'Pending' status, 'Read Only' or 'Standard' level permissions with the Review & Edit Timesheets granular permission enabled on your permissions template. You can also switch between the 'Pending' and 'Reviewed' status. 
  • To edit a timecard entry you created when it's in the 'Pending' status, 'Standard' level permissions on the project's Timesheets tool. You cannot change the status from 'Pending.'
• Important:
  • When you edit a signed timesheet, Procore removes the signature. The employee must sign it again. See Sign a Timesheet (Android) and Sign a Timesheet (iOS).
  • Zero (0) hour entries are supported. This provides your team with the flexibility it needs to enter time off and per diem. 
• Additional Information:
  • 'Approved' timecard entries:
    • Can only be edited by a user with 'Admin' permissions on the Company level Timesheets tool. 
    • Cannot be deleted.
    • Can only be marked as 'Completed' in the Company level Timesheets tool.
  • 'Completed' timecard entries:
    • Cannot be edited at the project level. See Edit a Time Entry in the Company Level Timesheets Tool and Edit Your Company's Timesheets in Bulk.

Prerequisites

Complete at least one (1) of these tasks:

• Create a Timesheet
• Copy Previous Timesheet
• Bulk Enter Timecard Entries

Steps

1. Navigate to the project's Timesheets tool.
2. Use the calendar control to select the Single Day or Date Range for displaying timesheets on the page. Procore lists the current date by default. 
3. Choose from these editing options:
   • To use the inline editing feature, click a cell in the timecard entry and update the value. Procore automatically saves your update when you click out of a cell. 
     
      
   • To edit all of the fields in the timesheet at once, click the vertical ellipsis  icon and choose Edit Timesheet from the drop-down menu. Then continue with the next steps. 
     
     
      

      Note

     If your company's Procore Administrator assigns a configurable fieldset to the Project level Timesheets tool, Procore will require you to add the required field data whenever you attempt to edit a timecard entry that is missing data in the required field(s). Reasons a timecard entry might be missing the required field data include:

     • The timecard entry was created in the Project level Timesheets tool before the configurable fieldset was assigned to the project. 
     • The timecard entry was created in the Company level Timecard tool, the Project Level Site Diary tool or the My Type mobile app. These tools do not enforce the rules that are defined for Project level Timesheets.

     If a timecard entry is missing data, Procore will automatically open the following 'Edit Timecard' dialogue box. You must enter data in all of the required fields before you can click Confirm and proceed with editing the rest of the timecard entry. 

     

4. Click into any of these fields on the timesheet to update the information:

    Notes

   • An asterisk (*) denotes a required field.
   • Some fields can be configured as required, optional or hidden. See Which fields in the Timesheets tool can be configured as required, optional or hidden?
   • Optional: Classification: Select a classification from the drop-down list. See Enable Classifications on a Project. 
   • Optional: Sub Job: Select from the drop-down list. The selections are added by a tool administrator. See Add 'Sub Job' Segment Items to a Procore Project.
   • *Cost Code: Enter or select from the drop-down list the cost code(s) associated with the timecard entry.

      Tip

     The selections that are available in the 'Cost Codes' drop-down list depend on how the 'Limiting Cost Codes by Cost Types' setting is configured in your Company level Timesheets tool. See Configure Advanced Settings: Company Level Timesheets. In addition, one (1) of the following items must also be true on your project:

     • The cost code/cost type combination must be included on a budget line item in the Procore project. See Add a Budget Line Item.
     • The cost code/cost type combination must have been imported to the budget using the 'Unit Quantity Based Budget' page of the Company Admin tool. See Import Budgeted Hours.
   • Location: Select from the drop-down list. This entry corresponds to the location where the user performed the work. If you have the appropriate permissions to add a location, see How do I add a multi-tiered location to an item?
   • Time Entry
     • Start and Stop Time Entry Method
       If your company is configured to use this 'Time Entry' method, you'll see the following fields along with the project's default time values.
       Note: You will only see the Start, Stop and Lunch fields if you have configured your settings to show these fields. See Configure Advanced Settings: Project Level Timesheets.
       • *Start Time: Enter or Select the time the user began working.
       • *Stop Time: Enter or Select the time the user stopped working.
          
       • Lunch Time: Select from the drop-down menu the amount of time taken for a lunch break. The amount of time you select is subtracted from the Total Time. Select from the following options:
         • 0 min (Default)
         • 30 min
         • 45 min
         • 60 min
     • Total Hours Entry Method
       If your company is using configured to use this 'Time Entry' method, enter the total number of hours worked in the Hours field.
   • Time Type: Indicates the type of pay being entered from the drop-down list. These are Procore's default options:
     • Regular Time
     • Double Time
     • Exempt
     • Holiday
     • Overtime
     • PTO
     • Salary
     • Holiday
       Note: Time types can be created in the Company level Timecard tool (see Add a Custom Time Type) or the Company level Timesheets tool (see 'Manage Time Types' in Configure Advanced Settings: Company Level Timesheets). 
   • Billable: Select Yes or No from the drop-down list to indicate whether the hours are billable or not.
   • Add Description: Click to enter additional comments to the timecard entry.
   • Add Line Item: Click this link to add a new timecard entry to the timesheet. 
     Note: If using the Start and Stop 'Time Entry' method, the new line's Start Time will account for time already entered and the new line's Stop Time will reflect the default Stop Time in your settings. Any time entered after the default Stop Time will be added in one hour increments.
5. Click Update.

See Also

• Add Employees to a Timesheet
• Approve a Timesheet
• Delete a Timesheet