How to view and edit time log entries on the Back Office Dashboard?

The Time Log provides a detailed record of guard clock-in and clock-out times at client post sites. It displays shifts and breaks in chronological order, making it easier to review attendance and identify schedule discrepancies.

If a guard has multiple shifts at the same post site on the same day, each shift and its associated breaks are displayed separately.

📌 Prerequisites

Before managing a time log entry, make sure:

• You have access to the Time Log section.
• You have the required permissions to edit time log entries.
• The time log entry you want to update is available in the system

✅ This guide helps you to view, edit, manage, and export Time Log entries from the Back Office Dashboard.

Step 1: View and Filter Time Logs

1. From the main menu, go to Time Clock > Time Log.
2. Review the available time log entries.
3. Use the available filters to quickly find the required entries.

📌 Important: You can filter time logs by Client, Guard, Post Site, Skill Set, Department, Entry Type, or Date Range.

Step 2: Edit a Time Log Entry

1. Locate the time log entry you want to edit.
2. Click the three dot (⋮) icon next to the respective time log entry.
3. Next, Select Edit.

Step 3: Update the Time Log

1. Update the Clock In/Out date or time or add or edit the Notes, as required.
2. Click Submit to save the changes.

📌 Important: You can edit only the Clock In/Out date and time and Notes. The Guard, Client, and Post Site details cannot be changed.

⚙️Step 4: Manage a Time Log Entry

Further, you can manage an individual time log entry by approving it, deleting it, or reviewing its activity history.

1. Locate the time log entry you want to manage.
2. Click the More (⋮) icon next to the entry.
3. Select the required action:
   • Delete – Permanently delete an incorrectly created or unnecessary time log.
   • View Logs – Review the activity and changes made to the time log.
   • Approve/Disapprove – Approve or disapprove a pending time log after reviewing its details.
4. If you select Approve, the time log status changes from Pending to Approved.

📌 Important: Always verify the time log details before approving an entry, as approved entries may be used to calculate hours and payroll. Deleted time logs cannot be recovered.

Step 5: Export or Email Time Log Reports

You can export or share selected time log entries in different formats.

1. Select the required time log entries using the checkboxes.
2. Click the More (⋮) icon in the top-right corner, next to Filters.
3. Select the required option:
   • Export as PDF – Download the selected time log entries as a PDF.
   • Export as Excel – Download the time log data in Excel format.
   • Print – Print the selected time log entries.
   • Email Report – Send the selected time log report by email.

📌 Important: Select the required time log entries and ensure they are approved before exporting, printing, or emailing the report.

📌 Important Notes

• Each shift and break is displayed as a separate time log entry.
• Time Logs include entries created through manual clock-in/out as well as entries generated from assigned shifts.
• Only Clock In/Out date and time and Notes can be edited. Guard, Client, and Post Site details cannot be modified.
• Only approved Time Log entries are reflected in the Time Card.
• Verify time log details before approving them, especially when they are used for hours and payroll calculations.
• Deleted time log entries cannot be recovered.

🎯 That’s It!

By following these simple steps, you can easily view, edit, and manage Time Log entries. Keeping time logs accurate helps you maintain correct shift and break records, monitor schedule compliance, and ensure the correct hours are reflected in Time Cards and payroll.

If you have any questions or need assistance, please contact the GuardsPro Support Team.