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Creating Time Entries
Learn how to record your work hours accurately in Hidma.
🎥 Video Tutorial
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Overview
Time entries are the foundation of time tracking in Hidma. Each entry records:
- Who worked (you)
- What they worked on (project/job)
- When they worked (date)
- How long they worked (hours)
- Why (optional description)
Creating a Single Entry
Step-by-Step
Navigate to Timesheets
- Click "Timesheets" in the left sidebar
- Or use the quick action button on the dashboard
Click "Add Entry" or "New Time Entry"
- Look for the + button or "New Entry" button
- You may also see this as a floating action button (bottom-right)
Fill in the Required Fields
Date required
- Select the date you worked
- Use the date picker or type the date
- Must be within the current timesheet period
Client required
- Start typing the client name
- Select from the dropdown
- Only shows clients you have access to
Project required
- Select the project within the chosen client
- Only projects assigned to you appear
- Make sure the project is active
Job required
- Choose the specific job/task
- Jobs are organized by project
- Select the most appropriate job code
Hours required
- Enter hours worked (e.g., 2.5, 8, 0.25)
- Some organizations use decimal hours
- Others may allow hours:minutes format
- Check your organization's policy
Add Optional Information
Description (recommended)
- Briefly describe what you did
- Example: "Created client presentation"
- Example: "Fixed bug in payment module"
- Helps with billing and reporting
Billable (may be auto-set)
- Check if this time should be billed to client
- May be automatically set based on job type
- Ask your manager if unsure
Notes (internal)
- Additional context not for client
- Used for internal tracking
Save Your Entry
- Click "Save" or "Create"
- The entry appears in your timesheet
- You can edit it later if needed
Quick Entry Methods
Using the Timer
If your organization has timers enabled:
- Click the Timer icon
- Select Client → Project → Job
- Click Start
- Work on your task
- Click Stop when done
- Review and save the entry
Timer Benefits
Timers capture exact time and eliminate guessing!
Copy from Previous Week
For recurring tasks:
- View your timesheet
- Click "Copy from Previous Week"
- Select the entries to copy
- Adjust dates and hours as needed
- Save the entries
Bulk Entry
For multiple similar entries:
- Click "Bulk Add" or "Add Multiple"
- Enter common information (client, project, job)
- Add multiple date/hour combinations
- Save all at once
Editing Entries
Before Submission
If your timesheet is still in Draft status:
- Find the entry in your timesheet
- Click the Edit (✏️) icon
- Make your changes
- Click Save
After Submission
If your timesheet is Pending or Approved:
Editing Restrictions
- Pending: May need to unsubmit first
- Approved: Requires manager permission
- Billed: Usually cannot be edited
To edit approved entries:
- Contact your manager
- Request they unapprove the entry
- Make your edits
- Resubmit for approval
Deleting Entries
Deleting Draft Entries
- Find the entry
- Click the Delete (🗑️) icon
- Confirm deletion
Deleting Submitted Entries
Cannot Delete
You typically cannot delete submitted, approved, or billed entries. Contact your manager if you need to remove one.
Entry Types
Billable Time
Time that will be charged to the client:
- Client work
- Project tasks
- Deliverables
- Client meetings
Non-Billable Time
Time not charged to clients:
- Internal meetings
- Training
- Admin tasks
- Business development
Mark Correctly
Always mark entries correctly as billable/non-billable. This affects client billing and company finances!
Validation Rules
Hidma may enforce rules like:
✅ Required fields must be filled
- Date, Client, Project, Job, Hours
✅ Hours must be positive
- Cannot enter negative hours
- Usually a maximum per day (e.g., 24 hours)
✅ No overlapping entries (if timers used)
- Can't work on two jobs simultaneously
- May be allowed if not using timers
✅ Date restrictions
- Usually within current/recent periods
- Can't enter future dates (usually)
- Can't enter dates too far in the past
✅ Project must be active
- Can't log time to closed projects
- Can't log time to archived jobs
Best Practices
Entry Tips
- Track as you go - Don't wait until end of day/week
- Be honest - Record actual time worked
- Be specific - Add meaningful descriptions
- Use correct jobs - Choose the most accurate job code
- Round consistently - Follow your organization's rounding policy
- Review before submitting - Check for errors and omissions
- Ask when unsure - Better to clarify than guess
Common Questions
Q: How detailed should my description be? A: Enough for someone else to understand what you did. Usually 1-2 sentences.
Q: Can I split a single work session across multiple entries? A: Yes, if you worked on multiple jobs. Create separate entries for each job.
Q: What if I worked 7.5 hours - how do I enter that? A: Enter 7.5 (decimal) or 7:30 (if your system accepts time format).
Q: I worked through lunch - do I include that? A: Follow your organization's policy on breaks and lunch.
Q: Can I create entries for future dates? A: Usually no. Most organizations only allow current or past dates.
Q: What happens if I forget a day? A: You can usually add it later, as long as the timesheet period isn't closed.
Troubleshooting
Problem: "Project not found" error
- Cause: You're not assigned to the project or it's inactive
- Solution: Contact your manager to be added to the project
Problem: Can't save entry - validation error
- Cause: Missing required fields or invalid data
- Solution: Check all required fields and error messages
Problem: Hours are being rounded automatically
- Cause: Organization has rounding rules (e.g., round to nearest 0.25)
- Solution: This is normal. Check your organization's policy.
Problem: Timer isn't available
- Cause: Feature not enabled for your organization
- Solution: Use manual entry instead