Editing Approved Time Cards in Ontraccr

✏️ Editing Approved Time Cards in Ontraccr
 

In Ontraccr, time entries that have already been approved can still be edited — but only by users with the appropriate permissions. This functionality is essential for correcting late-discovered errors, adjusting hours, or modifying cost codes after payroll review. This article explains how editing approved entries works, what permission is required, and what the workflow looks like post-edit.

🔐 Required Permission: Edit Approved Cards

To modify any approved time card entry, your role must have the Edit Approved Cards permission.

Without this permission:

• You will see the entry in read-only mode
• You can’t make changes or re-approve it
• The entry status remains locked

🧭 How to Edit an Approved Time Entry

1. Go to Time Cards → Team Cards
2. Search for and select the user.
3. Click into the relevant pay period.
4. Locate the approved entry you want to change.
5. If you have permission:
   • An Edit button/icon will appear on the entry row.
   • You can update:
     • Start and end times
     • Breaks
     • Project or cost code
     • Notes
6. After editing, save the entry.

🔄 What Happens After You Edit an Approved Entry

• The entry is updated instantly in the user’s time card.
• There’s no system limit on how many times an entry can be updated post-approval — it's controlled purely by permissions.

🧠 Use Case Example

A supervisor notices that a worker’s approved time shows the wrong cost code for Tuesday’s shift:

• They navigate to the worker’s time card
• Click into the approved entry
• Use the Edit button to update the cost code
• Submit the change
• (If needed) Re-approve or notify payroll

🚫 Who Should NOT Have This Permission?

Because it allows retroactive changes to payroll-impacting data, Edit Approved Cards should only be granted to:

• Payroll administrators
• Trusted managers or project leads
• Roles where audit compliance and accuracy are ensured

Avoid enabling this for general supervisors or field workers unless necessary.

📌 Summary

Editing approved time cards in Ontraccr is a high-trust feature designed to correct mistakes after final review. With the right permission, users can maintain time accuracy without resetting workflows or deleting entries — but access should be granted sparingly.