Manage time entries
View, filter, edit, and delete time logs on your profile or in User Management — including work-time models, absences, and auto-stopped sessions.
Time entries appear in a daily log table grouped by date. You can filter by week or month, inspect pauses and timestamps, compare tracked time against your work-time model, and—when permitted—edit or delete individual sessions. This is the authoritative review surface for both self-service corrections and managerial oversight.
Recording happens in the sidebar timer; this page is where hours become auditable records.
Why it matters
Raw clock-ins are rarely perfect. People forget to pause for lunch, leave a session open overnight, or need a retroactive fix after a system auto-stop. The log table is where those gaps are closed before they reach payroll or a compliance review.
For managers, the same table supports workforce administration: assigning work-time models, checking vacation entitlement, and processing absence requests alongside the sessions themselves. Because logs live on the user profile in User Management, corrections stay tied to the institution’s single identity record for each person.
Reliable daily logs are also the foundation of working-time documentation: start and end times, duration, breaks, and overtime only hold up in an audit if someone has reviewed them against reality.
How it fits
| Related area | Role |
|---|---|
| Start tracking time | Creates sessions that appear in this table. |
| Auto-stop settings | Closes forgotten sessions; marks them Auto-stopped here. |
| Work-time models and expected hours | Supplies expected hours and the difference column. |
| Absences and balances | Absence requests and vacation context on the same tab. |
| Export time data | Downloads the visible filtered rows as PDF or CSV. |
| View a user | Documents when the Time Tracking tab is available (permission to view time tracking, feature enabled). |
| Statistics and reports | Separate institutional reporting; time exports are per-user, not Report Builder queries. |
Key concepts in the log table
| Element | What you see |
|---|---|
| Day row | Summary for a calendar day; expand to list individual sessions. |
| Session | One tracked interval with start and end times. |
| Pauses | Breaks within a session, editable in the edit sheet. |
| Timestamps | Checkpoint markers from sidebar templates. |
| Absences | Submitted or approved time away, shown alongside work logs. |
| Work-progress indicators | Visual comparison against the active work-time model for that day. |
| Difference | How tracked time compares to expected hours for that day. |
| Auto-stopped | Label on sessions closed automatically after a forgotten clock-out. |
How to view your own logs
Open OrgHub → User Management → [Your user] → Time Tracking, or go to Dashboard → Management and scroll to the time tracking section.
Use the Week / Month toggle and the date-range picker to navigate the period you want to review.
In Week view, pick a specific calendar week from the week selector.
Expand a day row to see individual sessions, pauses, timestamps, absences, and work-progress indicators against your work-time model.
How to edit or delete your entries
On your own profile you can adjust logs when your institution allows self-service corrections:
Open a day row in the time tracking table.
Select Edit on the session you want to change.
Update start time, end time, or pauses in the edit sheet, then save.
To remove a session entirely, use the delete action in the same sheet (when available for your role).
What to correct carefully
| Correction | Guidance |
|---|---|
| Forgotten clock-out / auto-stopped end | Set the end time to when work actually stopped; do not leave the system-generated time if it is wrong. |
| Missing pause | Add the break in the edit sheet so net working time reflects rest taken. |
| Wrong start | Adjust only with a clear recollection or supporting evidence (calendar, desk schedule). |
| Deleting a session | Prefer editing when the session was real but mistimed; delete when the entry was accidental (for example, a double start). |
Admin view in user management
Managers with permission to view another person’s time tracking can open any user’s Time Tracking tab under OrgHub → User Management.
| Section | Purpose |
|---|---|
| Overview & analytics | KPI summary for the selected period. |
| Work time models | Assign which work-time model applies to the user and for which date ranges. |
| Vacation entitlement | Review vacation balance linked to the user’s models. |
| Absence requests | Approve or reject submitted absences (requires review permission). |
| Time logs table | Same table as the user view, with full manage actions when you have permission to edit that person’s time tracking. |
Go to OrgHub → User Management and open a user.
Select the Time Tracking tab.
Adjust filters to the week or month under review.
Edit, delete, or add manual entries from the log table when you have manage permission.
Sessions that were closed by auto-stop are marked Auto-stopped in the log details.
Assigning work-time models
A user without an assigned model will not receive auto-stop treatment (see auto-stop settings). When onboarding student workers or new staff, assign the correct model before their first shift so expected hours, vacation context, and auto-stop thresholds apply from day one. Details and assignment steps live in work-time models and expected hours.
Who can view and edit
| Capability | Effect |
|---|---|
| View another person’s time tracking | Open the Time Tracking tab and view logs (including exports). |
| Edit another person’s time tracking | Edit, delete, or add entries for permitted users; enables full manage actions in the admin table. |
| Update user (broader profile permission) | Alternative path to edit another user’s records when granted on that user. |
Role profile settings in Settings → Roles & Permissions can hide the Time Tracking tab even when a permission exists. See Roles and permissions.
Best practices
- Resolve auto-stopped sessions quickly — The automatic end time is a safety net, not ground truth. Users should contact a manager to correct times if the automatic end time is wrong.
- Document absences in the workflow — Use Absence requests rather than only editing sessions when someone is on approved leave. See absences and balances.
- Align models with contracts — Part-time, semester-only, and full-time staff often need different work-time models and date ranges.
- Export after review — Run export time data only after managers sign off on the visible date range.
Common pitfalls
| Pitfall | Guidance |
|---|---|
| Editing another user’s log without permission | Request permission to edit that person’s time tracking, or ask someone who already has it. |
| Open session inflating hours | Look for sessions with no end time or recent Auto-stopped closures. |
| Wrong expected hours | Check Work time models assignment and effective dates on the same tab. |
| Export does not match expectations | Export includes only rows visible for the active Week or Month filter—widen the range first. |
FAQ
What does Auto-stopped mean on a session?
Auto-stop closed a running session that exceeded the threshold from the user’s work-time model. Review and edit the end time if it does not reflect reality.
Can I add a session manually for a past day?
Managers with permission to edit another person’s time tracking can add manual entries from the log table when manage actions are enabled. Self-service manual entry depends on institution policy and role configuration.
How is this different from Statistics Center exports?
Statistics Center builds institution-wide academic reports. Export time data downloads one user’s work logs for HR or personal records.
Should I fix overtime by editing expected hours?
No. Expected hours come from the work-time model. Correct the tracked times if they are wrong; discuss model or contract changes with HR if the expected baseline itself is wrong.