When someone can't enter their own time, for example because they're ill or travelling, you can open their timesheet and add or change entries for them.

Open someone's timesheet

  1. Open Timesheets from the left menu.

  2. Click the name at the top of Day or Week view, next to the date arrows, and choose the person.
    Their entries replace yours. The person stays chosen when you switch between Day and Week.

    Timesheets Week view with Sofia Alvarez chosen from the name at the top, above her Marketing Campaign rows for 14 to 20 September

  3. Add, edit or delete entries as usual. If their project needs approval, click Submit for Approval to submit the time for them.

Who can do it

  • Administrators, Finance Managers and Portfolio Managers can open other people's timesheets. Project Managers and Timesheet Approvers can't. Approvers review submitted time on the Pending Approval tab instead. See timesheet approvals.
  • Saving needs the Timesheet/Expense User role. Finance Managers and Portfolio Managers without it can view someone's timesheet but not change it: Avaza says you need to be a Timesheet User. Administrators don't need the role.
  • The name list shows people with the Timesheet/Expense User role, plus Administrators. It only appears when there's more than one person to choose. If someone is missing, give them the role on their contact record.

What you can change

The project list shows the chosen person's projects where they have Timesheet entry allowed?, not yours. If a project is missing, see I can't see a project.

On projects that need approval, a changed entry goes back to Draft, so it has to be submitted again. One exception: pending time that you change in its Edit timesheet entry popup in Day view stays pending. If you also approve timesheets, the Edit button (a pencil) on each entry on the Pending Approval tab opens the same popup. Changing pending hours in Week view sends them back to Draft.

The Pending Approval tab for 17th Aug – 23rd Aug, with Daniel Park's week expanded to a single 7:00 entry that has the pencil Edit button next to its reject and approve buttons

Some time is locked:

  • Time that's on an invoice or a bill can't be changed.
  • Approved time can't be changed when your account locks approved timesheets.
  • Time before your account's lock date can only be changed by Administrators.

See locking timesheets.

When the person doesn't use Avaza

You can track time for someone who never signs in. Add them with the Timesheet/Expense User role and untick Send Email Invite to User, which is ticked by default. They still count towards your plan's Timesheet/Expense Users. See entering time for someone without their own access.