---
title: "Reviewing & Approving Time Cards in Ontraccr"
url: "https://help.ontraccr.com/en/article/reviewing-approving-time-cards-in-ontraccr"
language: "en"
last_updated: "2025-05-26T23:27:55.989Z"
---

# Reviewing & Approving Time Cards in Ontraccr

## 🧾 **Reviewing & Approving Time Cards in Ontraccr**

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### **✅ 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

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### **🧭 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

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## **🧍 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

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## 👥 **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

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## ✍️ **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

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## ✅ **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**

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## 📎 **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

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## ⬇️ **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

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### 💡 **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)