A time entry stays editable while its period is open and no billing run has priced it. After that, what you can change narrows: a closed period freezes the work facts, and a billed entry is frozen entirely until the run is voided. This page lists what each role can change and when, and how to get around the limits with a correction or a re-attribution.
Before you start
- Any workspace user can edit or delete their own entries in an open period.
- Owners and Admins can edit and delete anyone's entries, change an entry's Billing client or consultant category, edit entries in a closed period within the limits below, and delete corrections.
- Those Owner/Admin changes are made in a browser session; API keys cannot make them.
Open an entry
- In the weekly grid, move to the cell and press Enter, or select the entry in a multi-entry cell. The dialog is titled Edit time.
- On the ticket page, select Log time to add; existing entries are reached through the Time page.
What you can change in an open period
| Field | Who | Notes |
|---|---|---|
| Work date | Author, Owner, Admin | The new date must be in an open period and not before the first period start. |
| Start time | Author, Owner, Admin | Optional wall-clock time. |
| Duration | Author, Owner, Admin | Must be positive. Typing a duration into a grid cell changes this field only. |
| Note (staff only) | Author, Owner, Admin | |
| Billable | Author, Owner, Admin | Cannot change once the entry has corrections. |
| Billing client | Owner, Admin | Shown in the dialog for existing entries. Cannot change once the entry has corrections. |
| Consultant category | Owner, Admin | Through the API (categoryId) only; the dialog does not show it. Cannot change once the entry has corrections. |
Rules
- Billed entries are frozen. Once a billing run has priced the entry, Save is disabled and the API answers "This entry has been billed and cannot change." Void the run to change the entry, or add a correction if its period is closed.
- Closed periods freeze work facts. In a closed period only Billable, Billing client, and the category can change, and only by an Owner or Admin. Any other change is refused with "The period is closed. Create a correction to change work facts."
- Moving across periods. Changing the work date moves the entry into the period of the new date. The destination must be open ("The destination period is closed."). You cannot move an entry out of a closed period.
- No negative durations. "Negative minutes require a correction." applies to ordinary entries.
- Entries with corrections keep their attribution. If an entry has corrections, its billable flag, billing client, and category must stay as they are, because the corrections inherited them: "The attribution would diverge from the corrections."
- Corrections are fixed. A correction's date, billable flag, billing client, and category never change: "A correction keeps its date and attribution." Owners and Admins can change its minutes, note, and start time while its own period is open.
Delete an entry
- In the dialog, select Delete entry. In the grid, clear the cell and leave it.
- Delete entry is only offered while the entry's period is open and the entry is unbilled. Deleting an entry in a closed period is refused: "The period is closed. Create a correction instead." A correction that removes the minutes has the same effect on the net total; see Correct time in a closed period.
- An Owner or Admin can delete a correction while the correction's own period is open, as long as the remaining net for the original never goes negative.
Re-attribute unbilled time
A time entry keeps the billing client the ticket had when the entry was logged. When a ticket's billing client changes, or the ticket is moved to a project that bills another client, its existing entries do not follow automatically. An Owner or Admin decides:
- Open the ticket. In the Time group, select Re-attribute unbilled time.
- Read the confirmation: "Update unbilled entries to this ticket's current billing client? Entries with corrections and billed entries are excluded. This action is audited."
- Confirm. SAQ reports "Updated {n} unbilled entries."
Entries already priced by a run, entries that have corrections, and the corrections themselves are left alone. The pre-close checklist lists tickets whose entries and current billing client disagree under Moved or re-attributed tickets, so this is worth doing before a close.
Common problems
"You do not have permission to do this." The entry belongs to someone else and you are not an Owner or Admin, or you tried an Owner/Admin change through an API key.
"The period is closed. Create a correction to change work facts." You changed the date, duration, note, or start time of an entry in a closed period.
"The destination period is closed." The new work date lands in a closed period. Choose a date in an open period.
"The date is before the first period." The new work date precedes the workspace's first period start.
"Unknown category." The category id sent through the API does not exist in this workspace.
Delete entry is missing. The period is closed, the entry is billed, or you are looking at someone else's entry without the Owner or Admin role.