Tracked
Recorded by the desktop app while the timer ran.
Ten-minute slots with activity, screenshots and recordings. This is the only kind of time Colabio records on its own.
Time Tracking
Time entry corrections and history
Timesheets get corrected: a block tracked on the wrong task, a lunch break the timer ran through, a call nobody started the timer for. Colabio allows those corrections and keeps the original every time, with the reason and the person who made the change. This page explains what is kept, how to read it, and who can change what.
Three kinds of time
Nothing is dressed up as tracked. Each kind is visible on the timesheet and can be filtered.
Manual
Typed in afterwards, by a manager or through an approved request.
No activity and no proof. The timesheet shows the manual share of each entry, and manual time can be filtered out.
Adjusted
Tracked time that a correction changed.
When an entry is edited to a different time window or split, the slots that remain or are recreated are marked Adjusted. They are not dressed up as fresh tracked time: the badge says a person changed them, and History says who and why.
What each correction keeps
Every one of these writes a revision: the slots before, the slots after, who did it and why. The media of deleted slots is the one thing that is not kept.
| Action | What it does | What is kept |
|---|---|---|
| Edit time entry | Moves an entry to another task, or changes its start and end. A task-only change keeps the slots and their proof; a change to the time window rewrites the slots. | The original slots, the new slots, the reason and who did it. Rewritten slots are marked Adjusted. |
| Split time entry | Takes a part out of the middle of an entry, either removing it or moving it to another task. | The slot before the cut, what remains of it and anything created, the reason and who did it. Trimmed and created slots are marked Adjusted. |
| Delete time entry | Removes an entry and its screenshots and recordings. | The deleted slots as they were, including task, window, duration and activity, the reason and who did it. The media is not kept. |
| Move to another task | Reassigns the whole entry without touching its slots or proof. | The entry before and after, the reason and who did it. |
| Add manual time | A manager types time in for a member. | Any slot the new time was merged into as it was, the slots created, the description and who did it. |
| Approve a manual time request | A reviewer accepts a member's request with its proof. | The same as a manual add, linked to the request number. A rejection changes no time and is written to the audit log only. |
| Approve a correction request | A reviewer accepts a member's request to change, move or delete one of their own entries. The change is applied exactly as if the reviewer had made it. | The same as the matching action above, linked to the request number, with the member's reason as the revision's reason. A denial changes no time and is written to the audit log only. |
Asking for a correction
Members cannot rewrite their own tracked time. They ask, and a reviewer decides. The entry is untouched until then.
- 1
Ask from the entry
On your own timesheet, open the entry's Actions menu and choose Request correction. Say whether the time should change, move to another task, or be deleted, and give a reason of at least twenty characters. One entry can have one open request at a time.
- 2
Nothing changes yet
The entry stays exactly as it is while the request is open. It is listed under My correction requests above your timesheet, where you can cancel it. Organization managers and the leaders of the entry's project get an email.
- 3
A reviewer decides
Timesheets → Time Approvals → Corrections. Approving applies the change at once, writes a revision linked to the request and keeps the original in History. Denying changes nothing; you see the reason. If the entry changed in the meantime, or a new window would overlap other tracked time, the approval is refused and the reviewer is told why.
A reviewer is an organization manager, or an admin of every project the time belongs to: a product manager on it or its team leader. Nobody reviews their own request. Manual time requests follow the same rule, so a team's lead can approve their own team's requests.
Questions on an entry
A reviewer who is unsure about an entry asks, instead of changing it. The timesheet shows the question on the entry until it is settled.
On a member's timesheet, a reviewer opens the entry's Actions menu and chooses Needs clarification, with a note such as “is this the same call as the 10:00 block?”. The member sees the mark on that entry, opens it to reply, or uses Request correction if the entry is wrong; approving that request settles the question. Open questions are listed for reviewers under Timesheets → Time Approvals → Needs clarification. A flag changes no time and counts nothing differently; it is a state the entry carries, and the audit log records when it was raised and settled.
- Needs clarification
- The question is open. The entry is not changed.
- Explained
- The member's answer settles it; the entry stays.
- Duplicate confirmed
- The entry doubles other time; a correction follows or was requested.
- Parallel work explained
- Two tasks at once, by agreement.
- Correction approved
- The member requested a correction in answer and a reviewer approved it.
- Cleared
- Nothing to change; the question is withdrawn.
Reading the history
Timesheets → an entry's Actions menu → History.
- 1
One card per correction, newest first
The kind of change, who made it, when (in the member's time zone), the reason they typed, and the request number when it came from a manual time request or an approved correction request.
- 2
Before and after
Each side lists the slots with their time window, duration and task, totalled at the top. Manual and Adjusted badges show what each slot was. A deleted entry's After side says it was removed.
- 3
Show every change on this day
By default the dialog shows corrections that touch the entry you opened. Turn the switch on to see all corrections on that day, including ones to entries that no longer exist.
The same corrections appear in the organization's audit log under Security & Compliance, with the revision they point at, so they outlive the member and the task.
Who can change what
Rewriting someone's time is for organization managers. Moving an entry between tasks keeps its proof, so the projects' own admins may do it, and the same people review requests and ask questions. Everyone else asks. Reading follows the timesheet itself.
| What | Org. manager | Product manager | Team leader | Employee |
|---|---|---|---|---|
| Edit or split an entry's time | Yes | No | No | No |
| Move an entry to another task | Yes | Own projects | Own projects | No |
| Delete an entry | Yes | No | No | Own entries |
| Add manual time | Yes | No | No | No |
| Request a correction to an entry | No | Own entries | Own entries | Own entries |
| Approve a correction or manual time request | Yes | Own projects | Own projects | No |
| Ask a member to clarify an entry | Yes | Own projects | Own projects | No |
| See the History of an entry | Yes | Own projects | Own projects | Own entries |
An employee deletes their own entries only when a manager has turned on “Allow self screenshot delete” for them. Roles themselves are explained in Roles and permissions.
Questions
My timesheet shows less than I tracked. How do I find out why?
Open Timesheets, find the entry, and choose History from its Actions menu. Every correction to it is listed newest first: who made it, when, the reason they gave, and the slots before and after. If the entry you remember no longer exists, turn on “Show every change on this day” to see corrections to entries that were removed.
What does the Adjusted badge mean?
A correction recreated or trimmed that entry. The time is still counted and still shows its activity, but it is no longer exactly what the tracker recorded, so the badge keeps that visible. History shows the change.
Are deleted screenshots and recordings kept?
No. A revision keeps the slot's details, such as task, time window, duration and activity level, not its media. Deleting an entry deletes its screenshots and recordings, as the retention policy says.
Can a correction be undone?
Not with one click. History shows exactly what the slots were, so a manager can re-enter the time as manual time or move it back, and that correction is recorded too. Nothing is ever silently overwritten.
Why does every correction need a reason?
Because a number on a timesheet is a claim about someone's work. The reason is stored with the revision and shown to the member, so a change can be explained later without relying on memory.
Where else is this recorded?
Every correction also writes an entry to the organization's audit log under Security & Compliance, with a link back to the revision, so it survives even if the member or the task is later removed.
Does this change utilization or the leaderboard?
A correction recomputes the member's daily figures straight away, so utilization, the leaderboard and alerts reflect the corrected time. The revision records what the time was before.
I am not a manager. How do I fix a wrong entry on my timesheet?
Open the entry's Actions menu and choose Request correction. Say whether the time should change, move to another task or be deleted, and why. Nothing changes until an organization manager or the leader of that project approves it; until then the request is listed under My correction requests, where you can cancel it. If it is denied, you see the reason.
Who approves correction requests?
An organization manager, or an admin of every project the time belongs to: a product manager on that project or its team leader. Nobody approves their own request. The same rule now applies to manual time requests, so a team's lead can approve their own team's requests.
What does “Needs clarification” on an entry mean?
A reviewer asked a question about that entry, for example whether it duplicates another block. The entry is not changed. Open the mark to read the question and reply, or use Request correction if the entry is wrong; approving that request answers the question. A reviewer then settles it as Explained, Duplicate confirmed, Parallel work explained or Cleared, and the mark shows that outcome.
Still have a question about corrections? Email support@colabio.org.