Bulk edit timesheets

Quickly fill timesheets for one or multiple employees using their work schedule or a custom pattern. This feature eliminates repetitive data entry, reduces administrative burden, and ensures accurate time records for audit compliance—especially valuable when tracking time primarily for record-keeping purposes.

How to bulk edit timesheets

Permissions

The bulk edit feature is available to:

• Employees: Can bulk edit their own timesheets via 'My timesheet'
• Super-admins: Can bulk edit employee timesheets on behalf of employees via 'Employee timesheets'
• Time tracking admins: Can bulk edit employee timesheets on behalf of employees via 'Employee timesheets'

Bulk edit your own timesheet

1. Navigate to 'Time Tracking' > 'My timesheet'
2. Click ' Bulk track time'
3. In the modal that appears, choose your filling method:
   • Use work schedule (recommended)
   • Custom pattern
4. Configure your selections (see detailed options below)
5. Click 'Apply changes' to fill the current timesheet
6. Review and make any necessary adjustments to individual entries

Bulk edit employee timesheets

1. Navigate to 'Time Tracking' > 'Employee timesheets'
2. Select one or multiple employees using the checkboxes
3. Click 'Bulk track time' (button appears when employees are selected)
4. In the modal that appears, choose your filling method
5. Configure your selections
6. Click 'Apply changes' to fill timesheets for all selected employees

Alternatively:

• When viewing a specific employee's timesheet via 'View timesheet', you can also access the bulk edit option to fill that individual timesheet

Bulk fill methods

Use work schedule

This option automatically fills hours based on each employee's assigned work schedule.

How it works:

• The system considers the employee's work schedule and adds hours for all working days
• Breaks are added automatically in the middle of the work day
• Break duration is split evenly between work blocks

Break calculation examples:

Example 1:

• Input: Work schedule Monday, 9am-6pm with 1-hour break
• Output: 9am-1pm (work), 1pm-2pm (break), 2pm-6pm (work)
• Calculation: [(6pm - 9am) - 1hr] / 2 = 4 hours per work block

Example 2:

• Input: Work schedule Monday, 9am-1pm with 30-minute break
• Output: 9am-10:45am (work), 10:45am-11:15am (break), 11:15am-1pm (work)
• Calculation: [(1pm - 9am) - 30min] / 2 = 1 hour 45 minutes per work block

Features:

• Schedule preview: View how work and break blocks will appear before applying
• Break rule validation: System indicates if break rules are met based on your Time Tracking policy
• Comment: Add an optional comment that applies to all entries
• Multiple work schedules: If different work schedules apply to selected employees, the system will show a notification

Please note: If break rules are not met, the 'Apply changes' button will be disabled until you adjust the settings.

Custom pattern

Create a custom filling pattern with your own work and break blocks.

How it works:

• Add as many work and break blocks as needed (same as manually filling a timesheet)
• Choose which days to apply the pattern to

Features:

• Apply to all working days:
  • Checked (default): Fills all days according to the employee's work schedule
  • Unchecked: Select specific days from a list of all days (including weekends) in the timesheet period
• Work & break blocks: Customize start and end times for each block
• Break rule validation: System flags if break rules aren't met based on your Time Tracking policy
• Comment: Add an optional comment that applies to all entries

Legal reminder: A hint appears reminding you to ensure time reporting is accurate and compliant with labor regulations.

Please note: If break rules are not met, the 'Apply changes' button will be disabled and a warning will be displayed.

After applying bulk edits

Individual adjustments

After applying bulk changes, you can still adjust individual entries:

• Edit specific days if actual hours differ from the bulk-filled pattern
• Add or modify comments for specific entries
• Adjust break times or work hours as needed

Overwriting existing entries

If values already exist in the timesheet before bulk editing:

• A confirmation modal will appear
• Existing entries will be overwritten with the new bulk-filled data
• You can choose to cancel or proceed with overwriting

Best practice: Review existing entries before applying bulk edits to avoid accidentally overwriting important data.

Important information

Current timesheet only: Bulk edit applies only to the current timesheet period. It does not fill future or past timesheets.

Holiday calendars: Public holidays are considered based on the assigned holiday calendar. Days marked as holidays will be excluded from working days.

Work schedule changes: If an employee's schedule changes after bulk filling, subsequent changes do not auto-update existing entries. You can run bulk fill again for the affected days to update them.

Break rules: Break rules from the assigned Time Tracking policy are applied automatically. If break rules are not met, you cannot apply changes until the issue is resolved.

Compliance: While bulk editing streamlines the process, you must ensure that time reporting remains accurate and compliant with local labor laws. This feature is designed to assist with record-keeping, not to replace accurate time tracking.

Approval workflow: After bulk editing, timesheets still need to be submitted and approved according to your organization's approval workflow.

Multiple employees: When bulk editing for multiple employees with different work schedules, the system applies each employee's individual work schedule to their timesheet.