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How do managers add or correct a time entry from mobile?

Managers can add missing time or correct an employee's check-in, check-out, pay code, and manager notes from the Clean Smarts mobile app.

Use the mobile app to add a missing entry while you are in the field or correct the times, pay code, or manager notes on an existing entry.

Applies to: Managers with Timetracking (Manage). You also need Users (View) or Users (Edit) to open an employee from MORE > Users.

Before You Start

  • Connect to the internet. Adding and editing time are online actions; they are not saved to the phone for later upload.
  • Confirm the employee, service location, check-in time, and check-out time before you start.
  • Select the date range that contains the entry's check-in date. The hours screen opens to This work week, but you can choose Last work week, This pay period, Last pay period, or Custom date range.
  • Use the web portal for entries more than one year in the past or future. The mobile date pickers cover one year before through one year after today.

Manual entries do not run the normal on-site GPS check. Choose the correct location carefully.

Open an Employee's Hours

  1. Open MORE > Users.
  2. Stay on Internal and tap the employee.
  3. Expand User time.
  4. Tap the My hours card showing Today and This week.
  5. Choose the date range you need.

The hours screen lists entries by day and shows the total for the selected range.

Add a Missing Time Entry

  1. Open the employee's hours using the steps above.
  2. Tap the + icon in the top-right corner.
  3. Tap the calendar icons beside Check-in: and Check-out: to enter the correct dates and times. New entries start with both values set to the current time.
  4. Choose Select location.
  5. Choose Select activity if the time belongs to a listed shift or work order. Activities load after you select the location.
  6. Choose a Pay code:, or leave it as N/A when no specific code applies.
  7. Add Manager notes: explaining why the time was entered manually.
  8. Review both times, then tap Submit.

The app returns to the employee's hours and refreshes the list. If the entry is outside the date range you selected, change the range to include its check-in date.

Correct an Existing Time Entry

  1. Open the employee's hours and tap the entry.
  2. Tap Edit.
  3. Change any of these fields: - Check-in: - Check-out: - Pay code: - Manager notes:
  4. Tap Submit.

The app shows Time entry was updated! and refreshes that employee's hours.

An employee's User notes: are read-only for a manager. Mobile also cannot change the location or activity on an existing entry, delete or duplicate an entry, or change an employee's pay rate. Use the web portal for those changes.

Pay code and pay rate are different. A pay code classifies the time, such as regular, PTO, or holiday. A pay rate controls how much the employee is paid and remains a web-only setting.

Correct an Open Entry

If the employee is still clocked in, choose the result you need:

  • To end the entry now, tap You are still clocked in. Tap to clock out., then tap Yes.
  • To enter a specific past clock-out time, tap Edit, use the calendar icon beside Check-out:, and tap Submit.

Do not use Clock user in or Clock user out to correct historical time. Those controls start or end a live shift.

Approve the Displayed Hours

If your role includes time approval access, Approve hours appears at the bottom of the employee's hours screen.

  1. Select the correct work week, pay period, or custom range.
  2. Review every entry shown.
  3. Tap Approve hours.

Important: This approves all unapproved entries displayed for that employee and date range. Mobile does not provide checkboxes for approving individual entries.

Use the web portal when you need bulk review across employees, individual approval controls, payroll exports, modification history, or locked-period management.

Troubleshooting

  • You do not see Users. To complete this task, ask an administrator for Timetracking (Manage) plus either Users (View) or Users (Edit).
  • Tapping an employee does nothing. The current mobile navigation requires Users (View) or Users (Edit), even when Users is visible because you have Timetracking (Manage).
  • You see User time, but tapping an existing entry does nothing. Existing time rows currently open only for roles that also include Timetracking (Cleaner). Ask an administrator to update the role or correct the entry in the web portal.
  • You do not see User time. Confirm that your role has Timetracking (Manage). A manager profile marked as a contractor does not get the User time section.
  • The + icon is missing. Adding entries requires Timetracking (Manage).
  • The location or activity is missing. Open MORE > Sync, then return to the employee's hours. Also confirm that your account gives you access to the location.
  • Submit fails. Check your connection. If the pay period is locked, an administrator must unlock it in the web portal. Do not submit a second entry until you confirm the first one was not saved.
  • The mobile and web totals differ. Confirm both screens use the same date range. An open entry continues adding time on mobile. Sync, then verify payroll-impacting corrections in the web portal.
  • You see With adjustment. The entry has an additional time adjustment. Review it in the web portal before payroll; mobile edits the punch times but does not manage adjustment rules.

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