How do I create and manage time entries?

This article explains how to create, edit, and manage time and expense entries using both the timesheet and calendar views. You’ll learn how to track time against specific tasks, submit entries for review, and switch between calendar and list views to manage your time efficiently and accurately.

Switching Between Calendar & List Views

Manage and review time and expense entries in the view that best fits your workflow.

1. In the Timesheet tab, use the calendar on the right side for quick navigation between dates.
2. Use the arrow icons to move through weeks in the top left.
3. Click This Week to return to the current date range.
4. Switch to the list view at the top of the screen for detailed breakdowns of all entries.
   • Review totals and month-level visibility from the list view.

Creating a Time Entry

Record time worked on specific clients, projects, and work codes directly from the calendar view.

1. In the Timesheet tab, click any time slot on the calendar view to open the time entry form.
   • You can switch to calendar view at the top of the screen.
2. Adjust the date and time if needed (default duration is 30 minutes and can be edited).
3. Choose the assignee (yourself or another colleague).
4. Select the client, project, and work code.
   • Optionally, add internal notes or comments for context.
5. Click Create Time Entry to save as a draft.

Creating an Expense Entry

Record billable and non-billable costs tied to specific clients or projects for accurate tracking.

1. In the Timesheet tab, ****select Add Entry at the bottom of the screen.
2. Select Expense and enter the date, person, client, project, expense code, and amount.
   • Optionally, add internal notes or comments to provide additional context for billing.
3. Click Create Expense Entry to save.
   • You may also add expenses directly from the calendar view by selecting a time slot and selecting Expense.

Editing and Deleting Time or Expense Entries

Modify or remove existing time or expense entries to ensure accuracy before submission.

1. In the Timesheet tab, click an entry in the calendar or list view to open its details.
2. Select Edit to adjust the date, duration, assignee, client, or other fields.
3. Select Update Entry to save your changes.
4. To delete, select Delete and confirm your action.
   • Aiwyn recommends only deleting entries that were created in error; otherwise, mark them as non-billable.

Tracking Time Against Tasks

Link tasks directly to time entries for easier tracking and more efficient task management.

1. In the Timesheet tab, navigate to My Work in the right-hand panel.
2. Drag a task from the My Work section to a date/time on the calendar.
3. Edit task details in the pop-up prompt if needed.
4. Click Add Time to Task to log and complete it.
   • Alternatively, click the clock icon next to a task to log time quickly.

Submitting Time and Expense Entries

Finalize time and expense entries for review and billing once all details are accurate.

1. In the Timesheet tab, open the  list view in the timesheet.
2. Locate entries marked as Draft and click the row to open entry details.
3. Select Submit to finalize the entry.
4. Verify that the entry status updates to Submitted.