GuardsPro allows Managers and Admins to manually add shift or break entries to a guard’s Time Logs when an entry is missing or needs to be corrected. This helps maintain accurate working hours and break records, resolve timekeeping discrepancies, and ensure the guard’s recorded time is complete. Once approved, the manual entry is reflected in the guard’s Time Card, providing an up-to-date record for time tracking and payroll purposes.

📌 Prerequisites

Before you begin, make sure:

• You have access to Time Clock > Time Logs.

• You have the required details for the shift or break you want to add.

• You have the necessary permissions to add and manage Time Logs.

✅This guide helps to create, approve, manage, and verify manual Time Log entries on the Back Office Dashboard.

➕ Step 1: Create a New Time Log Entry

1. From the main menu, go to Time Clock > Time Logs.

2. Click New Entry.

📝 Step 2: Enter Time Log Details

1. Enter the required details, such as Client, Post Site, and Guard
2. Under Type, select Shift or Break.
3. Enter the applicable time and other details.

To add breaks to the shift:

4. Click the “+” (Plus) icon to add additional logs.
5. Enter the shift and break details in the respective fields.
6. Review the entries to ensure the recorded times are accurate.
7. Click Add to create the time entry.
8. The new entry will appear in the Time Logs list with a Pending status.

⏳ Step 3: Approve the Time Log Entry

Further the screen listed with the added manual entries with a Pending status.

1. Locate all the newly created time log.
2. Click the Pending status.
3. Review the entry details.
4. Click Confirm to approve the entry.
5. To manage multiple time log entries at once, select the required entries using the checkboxes, then click the Action button in the top-left corner. From here, you can Approve, Disapprove, or Delete the selected entries.

📌 Important: Carefully review the entry before approving it. Only approved Time Log entries are reflected in the Time Card.

⚙️Step 4: Manage a Time Log Entry

You can edit, approve, delete, or review the activity history of an individual time log.

1. Locate the time log entry you want to manage.
2. Click the More (⋮) icon next to the entry.
3. Select the required action:
   • Edit – Update details such as the clock-in or clock-out time when corrections are required.
   • 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: Verify the Time Card

Once the Time Log entry is approved, it is reflected in the guard’s Time Card and included in the recorded hours used for payroll and invoice processing.

🎯 That’s It!

Manual Time Log entries provide a convenient way to add or correct shift and break records when needed. After approval, the recorded hours are reflected in the guard’s Time Card.

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