# Time (https://docs.akollo.com/en/modules/time)



**Time** turns the time the desktop app measures into a complete record that can be checked, submitted, approved and locked. People choose the task they work on, add the time the computer cannot see, explain gaps and submit their period; managers approve and correct. **Time** is an item of the **Menu** group in the sidebar. An employee sees the tabs **My day**, **My tasks**, **Timesheet** and **My exceptions**; a manager also sees **Team**, **Time approvals**, **Team exceptions** and **Team activity**.

## Who uses it [#who-uses-it]

| Role                     | What they do here                                                                                                                                                                  |
| ------------------------ | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Employee                 | Picks the task for each device, runs the timer, adds entries for meetings or work away from the computer, checks the day and the week, resolves exceptions and submits the period. |
| Manager                  | Sees the people in their scope, approves tasks, timesheets, entries, reopen requests and overtime, and follows open exceptions in the team.                                        |
| Person who corrects time | Proposes and decides corrections to how measured time is reported. A second person always approves.                                                                                |
| HR or payroll            | Relies on approved and locked periods; late data in a locked period shows up as a separate difference, never as a silent change.                                                   |
| Administrator            | Publishes the time settings: periods, entry approval, breaks, locking, work schedule, reminders, overtime and billable time.                                                       |

## Kinds of time [#kinds-of-time]

The same day has several figures. They answer different questions; see [Time and tasks](/en/product-guide/time#kinds-of-time) for the full definitions.

| On screen                     | What it means                                                                                                  |
| ----------------------------- | -------------------------------------------------------------------------------------------------------------- |
| **Counted time**              | Measured time credited to the selected task. Every instant of one employee counts once, even with two devices. |
| **Worked**                    | The part of the counted time spent in an active state.                                                         |
| **Payable time**              | Counted time plus approved entries and paid breaks.                                                            |
| **Entries awaiting approval** | Entries you sent that do not count yet.                                                                        |

## Main screens [#main-screens]

| Screen               | What it shows                                                                                                                                  |
| -------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------- |
| **My day**           | The day’s totals, a 7-day trend, the timer, **Add entry**, your device and its task, the apps that need a task, and the day’s open exceptions. |
| **My tasks**         | The task chosen for each device and whether the device applied it, your assigned tasks, and **Submit for review**.                             |
| **Timesheet**        | One week in a **Daily**, **Weekly** or **Calendar** view, the **Period** bar with **Submit**, and the **This week** panel.                     |
| **My exceptions**    | Days and periods of the last 62 days where your time needs attention.                                                                          |
| **Team**             | Members in your scope, tasks in progress, items awaiting review and projects.                                                                  |
| **Time approvals**   | Tabs **Tasks**, **Timesheets**, **Time entries**, **Reopen requests** and **Overtime**.                                                        |
| **Team exceptions**  | Open exceptions of the people you are responsible for.                                                                                         |
| **Team activity**    | Team-level workload, focus and collaboration figures, never per person. See [Tracking and activity](/en/modules/tracking).                     |
| **Time corrections** | The measured intervals of one employee and day, and the proposals to correct them.                                                             |

<Screenshot src="/screens/en/my-day.webp" alt="My day with the running timer and task, counted time, worked, payable time and entries awaiting approval, a 7-day trend, the Add entry button and cards for the device and task, apps that need a task and exceptions" caption="My day: today’s totals, the timer, your device and what needs attention." />

<Screenshot src="/screens/en/timesheet.webp" alt="Timesheet in the weekly view with the period bar showing an open period and the Submit button, a chart of payable and awaiting time by day and the This week panel" caption="Timesheet: payable time by day, the open period and the week’s totals." />

<Screenshot src="/screens/en/team-approvals.webp" alt="Time approvals with tabs for tasks, timesheets, time entries, reopen requests and overtime, listing ten submitted tasks with project, assignee and submission time" caption="Time approvals: everything in your scope that waits for your decision." />

## Tasks, the timer and entries [#tasks-the-timer-and-entries]

* **The task on your device.** Each enrolled device has its own selection. You choose it on **My tasks** with **Apply to this device**, or from the task chip in the top bar, which shows **Current task** or **No task**. The desktop app applies the choice at its next measurement and confirms it; until then it is **Pending**, and time recorded before keeps the earlier task. The page shows one of **Pending**, **Applied**, **Conflict**, **Unreachable** or **Rejected**. A device that has not been seen for more than five minutes applies the selection when it is back. You may choose no task; that time stays unassigned.
* **What you can select.** Only tasks assigned to you. A task waiting for review or already finished cannot be selected. **Apps that need a task** lists the applications and sites that, by the category rules in force, require a task.
* **The timer.** The bar on **My day** and **Timesheet** shows whether the timer is **Running**, **Paused** or **Waiting for device**, and offers **Start**, **Switch task**, **Pause**, **Resume** and **Stop**. Timer time is not your credited time: credited time still comes from what the device measures. A pause is refused when the recording policy or today’s pause limit does not allow it.
* **Entries.** **Add entry** sends time the computer could not see for approval: a **Manual entry**, **Work away from the computer** or a **Meeting**. You give the start and end, the task (or why there is none), a reason and what you worked on. An entry counts once it is approved, unless the organisation’s entry rule approves that kind automatically. An entry over time that was already measured is refused.
* **Meeting suggestions.** When Zoom is connected, meetings you hosted can be proposed as entries with **Propose as entry**, or hidden. An accepted meeting goes to approval; it is never approved automatically. See [Zoom meetings](/en/connections/zoom).

## Periods and locking [#periods-and-locking]

Your time is cut into periods (monthly by default, or weekly or twice a month). The **Period** bar on the **Timesheet** shows the period, its state and its payable total.

<Mermaid
  title="Life of a timesheet period"
  chart="`flowchart LR
A[Open] -->|Submit| B[Submitted]
B -->|Withdraw| A
B -->|Approve| C[Approved]
B -->|Return with a note| A
C --> D[Locked]
D -->|Reopen request approved| E[Reopened]
E -->|Submit again| B`"
/>

* A period with an exception that **Blocks submission**, or with locked days, cannot be submitted.
* A returned period shows the manager’s note. Fix it and submit again.
* A locked period cannot change. To correct it, choose **Ask for a reopen**, give a reason and how many days it should stay open (1 to 14). Someone other than the employee, the requester and the person who locked it decides.
* Data that arrives late for a locked period does not change it. It shows up as a separate difference for payroll.

## Key tasks [#key-tasks]

### Choose your task and start working [#choose-your-task-and-start-working]

<Steps>
  <Step>
    ### Pick the task [#pick-the-task]

    Open **Time → My tasks**, choose the task under **Current task** and select **Apply to this device**. Or use **Switch task** in the timer bar.
  </Step>

  <Step>
    ### Wait for the device [#wait-for-the-device]

    The choice stays **Pending** until the desktop app applies it at its next measurement. From then on, time is credited to the new task.
  </Step>

  <Step>
    ### Hand in finished work [#hand-in-finished-work]

    Under **Assigned to me**, select **Submit for review** and add a delivery note or link. You cannot review your own submission.
  </Step>
</Steps>

### Add time the computer did not see [#add-time-the-computer-did-not-see]

<Steps>
  <Step>
    ### Open the form [#open-the-form]

    On **My day**, select **Add entry**.
  </Step>

  <Step>
    ### Describe the time [#describe-the-time]

    Choose the **Entry type**, the **Task** (or **Without a task** with a reason), the **Start** and **End**, the **Reason** and **What did you work on?**. Times are read in the organisation’s time zone.
  </Step>

  <Step>
    ### Send it [#send-it]

    Select **Send for approval**. The time appears under **Entries awaiting approval** until your manager decides.
  </Step>
</Steps>

### Submit your period [#submit-your-period]

<Steps>
  <Step>
    ### Check your exceptions [#check-your-exceptions]

    Open **My exceptions**. Resolve every exception marked **Blocks submission**: **Resolve with an entry**, **Request a correction**, or **Explain** it to your manager.
  </Step>

  <Step>
    ### Review the week [#review-the-week]

    On **Timesheet**, step through the weeks of the period. **Show table** shows the chart as a table.
  </Step>

  <Step>
    ### Submit [#submit]

    In the **Period** bar, select **Submit**. The period waits for your manager’s approval; you can **Withdraw** it while it waits.
  </Step>
</Steps>

### Approve time as a manager [#approve-time-as-a-manager]

<Steps>
  <Step>
    ### Open the queue [#open-the-queue]

    Choose **Time → Time approvals**. Each tab shows its count.
  </Step>

  <Step>
    ### Review each item [#review-each-item]

    Open a task, timesheet, entry, reopen request or overtime week. Entries show the measured time next to what was requested.
  </Step>

  <Step>
    ### Decide [#decide]

    Approve, or reject with a reason; a rejected item goes back with your note. If an item changed while it was open, reload and decide again. Nobody approves their own time.
  </Step>
</Steps>

### Correct how time is reported [#correct-how-time-is-reported]

<Steps>
  <Step>
    ### Choose the employee and day [#choose-the-employee-and-day]

    Open **Time corrections**, choose an **Employee** and a **Day**, then **Show**. **Measured time** lists the day’s intervals; if your scope covers only part of the day (for example the day of a team transfer), only that part is listed.
  </Step>

  <Step>
    ### Propose [#propose]

    Pick the **Change** (**Task**, **Category** or **Worked or not**), the **New value** and a **Reason**, then select **Propose**.
  </Step>

  <Step>
    ### A second person decides [#a-second-person-decides]

    The proposal is **Waiting for a second person**. Someone who is neither the proposer nor the employee chooses **Approve** or **Reject** with a **Reason**. Only the proposer can **Withdraw** it.
  </Step>
</Steps>

A correction never edits the measured record. Approved corrections are applied on top of it in reports and exports, which say how many were applied. A period can have only one open or approved correction. If the intervals change before approval (for example because late data arrived), the proposal is refused rather than applied to other time. Once the measured time has been deleted under the retention rules, it can no longer be corrected. A decision is final.

## Permissions [#permissions]

* **Your own time**: every member sees their own day, tasks, timesheet and exceptions, adds entries, runs the timer and submits their period.
* **Team**: managers see employees in their scope, not the whole organisation, unless their role covers it. Someone outside your scope does not open. **Team** and **Time approvals** do not appear for a member.
* **Separation of duties**: an entry, a period, overtime or a correction is never approved by the employee or the person who proposed it. A blocking exception is dismissed by someone other than the employee. A locked range is unlocked by someone other than the person who locked it.
* **Corrections**: the screen appears for roles that may propose or approve corrections; employees do not have it by default.
* **Settings**: administrators publish time settings. A new revision applies from a future time only and never changes the past.
* **Support sessions** can look but never change time. A support session cannot open an employee’s day.

## What the AI can do here [#what-the-ai-can-do-here]

* **Draft an entry**: in **Add entry**, **Suggest a draft** writes the description from your own records and shows what it is based on. Read and correct it before you send it.
* **Find missing time**: ask the assistant "Did I miss time anywhere?". It lists recent days with less time than your working hours and suggests tasks; adding the time is still an entry you confirm.
* **Start or stop the timer**: "Start the timer on this task" prepares the change; nothing happens until you **Confirm**.

AI never contributes to a total, a payable figure or a pay input, and it never approves anything. See [Assistant](/en/ai/assistant) and [AI and you](/en/ai/ai-and-you).

## The desktop app and time off [#the-desktop-app-and-time-off]

* Measured time comes from the desktop app on your computer. It records only during the scheduled hours of the recording policy, after you have acknowledged the recording notice. See [Tracking and activity](/en/modules/tracking) and [Desktop app and devices](/en/product-guide/desktop-app).
* Approved leave is taken into account: a scheduled day covered by approved leave is not reported as missing time. Leave is requested and approved under **People**; see [People](/en/product-guide/people).

## FAQ [#faq]

<Accordions type="single">
  <Accordion title="Why is my counted time lower than the timer?">
    Timer time is not credited time. Credited time comes from what the desktop app measured, and every instant counts once. The day view explains time that was not credited.
  </Accordion>

  <Accordion title="When does a new task choice take effect?">
    At the desktop app’s next measurement. Until then it is pending, and earlier time keeps the earlier task. An offline device applies it when it is back.
  </Accordion>

  <Accordion title="Why can’t I submit my period?">
    An exception that **Blocks submission** is still open, or some days of the period are locked. Resolve the exception, or ask for a reopen of the locked days.
  </Accordion>

  <Accordion title="Why are some timesheet cells dashes?">
    A dash means there is no time for that day. Time is not split by task in the timesheet, so the task cells stay dashes. A day marked with \* is covered by your scope only in part, for example on the day you moved to another team.
  </Accordion>

  <Accordion title="Can I approve my own correction or entry?">
    No. Someone other than the employee and the proposer must decide.
  </Accordion>

  <Accordion title="Does a correction change the measured data?">
    No. The measured record stays as it was. Reports show the corrected figures on top of it.
  </Accordion>

  <Accordion title="How does the timesheet look on a phone?">
    Each day of the week is a row you can open; today starts open. The calendar becomes a vertical list of weeks.
  </Accordion>
</Accordions>

## Related [#related]

* [Time and tasks](/en/product-guide/time)
* [Desktop app and devices](/en/product-guide/desktop-app)
* [Reports and exports](/en/product-guide/reports)
* [Tracking and activity](/en/modules/tracking)
* [Projects and work](/en/modules/projects)
* [People](/en/product-guide/people)