Reviewing & Approving Time Cards in Ontraccr

🧾 Reviewing & Approving Time Cards in Ontraccr

✅ What This Covers

This article explains how to:

• View your own and your team’s time cards
• Edit or redistribute time entries
• Understand color codes and approval status
• Approve or reject time — with or without notes

🧭 Where to View Time Cards

Go to the Web App > Time Cards (left-hand menu under “Scheduling”)

There are two tabs:

• My Cards – your personal time
• Team Cards – time for users you manage/approve

🧍 My Cards: Your Time Entries

Views:

• Card View (default): One block per day
• List View: All entries shown in a table

Customize Columns:

Click the gray "Columns" button in list view to:

• Add/remove standard fields (project, cost code, etc.)
• Show custom fields (if any are set for your division)

Color Legend:

• Gray = Work entry
• Yellow = Break
• Green border = Approved
• Yellow border = Submitted
• No border = Not approved
• Red border + red asterisk = Geofence breached and not submitted
• Red time icon = Time has been auto-rounded

👥 Team Cards: Review & Approve Others' Time

Use the left-hand user list or search bar to:

• Select a person and view their time
• Filter by team, date range, or status (submitted, unsubmitted, approved)

Filters available:

• User
• Work type (Work, Break, OT, Service)
• Project / Cost Code
• Method of entry (Tablet, Mobile, etc.)
• Approved by / Entered by

✍️ Editing & Managing Entries

Options:

• Edit – Opens full time card slider with all fields
• Add – Insert a new entry to any day
• Copy – Clone an existing entry to another date
• Delete – Remove an entry
• Redistribute – Split hours across multiple cost codes (or projects)

Redistribute Hours:

1. Click the → icon beside a time entry
2. Select new cost codes and distribute total time across them
3. Must match original total hours exactly
4. Submit to split entry into multiple rows

✅ Approving or Rejecting Time Cards

Submissions:

• Users can submit manually or automatically (if enabled)
• Approvers see a badge on the Time Cards tab showing pending approvals

How to approve:

1. Go to Team Cards > Submitted
2. View list of pending time cards
3. You can:
   • Approve individually
   • Reject (optional: add reason)
   • Approve All (if enabled — not recommended for large teams)

Approval Hierarchy:

1. Project-Specific Approver
2. Team-Based Supervisor
3. Company-Wide Approver

📎 Time Card Tabs (Per Entry)

Each entry has three tabs:

1. Entries – Task breakdown, start/end time, cost codes, etc.
2. Photos – Selfies from facial capture (if enabled)
3. Timeline – Full audit trail: creation, submission, approval, edits

⬇️ Exporting Time Cards

In My Cards and Team Cards, click the three vertical dots (⋮) to:

• Export to Excel or PDF
• The export reflects whatever columns are currently visible

💡 Pro Tips & Edge Cases

• ✅ Redistribute is useful for late entry corrections without re-adding time
• 🧾 Copy entries to quickly re-log common tasks
• 🔐 Lock Pay Periods (in settings) to stop backdated time edits
• 🔄 Auto-approved form entries bypass this screen entirely (unless disabled)