How to duplicate timesheets?

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Collections: Timesheets & Reports

Who can duplicate timesheets

The ability to duplicate timesheets is defined by user roles, permissions and time tracking settings, ensuring that access is appropriately granted based on organization’s hierarchy and requirements:

Owners	Team owners can duplicate anyone’s timesheets.
Admins	By default, admins can duplicate anyone’s timesheets. Disabling the permission “Edit any person’s time entries and timesheets” on their profile will prevent them from taking this action.
Managers	By default, managers can duplicate the timesheets of people they manage. Disabling the permission “Edit managed people’s time entries and timesheets” on their profile will prevent them from taking this action.
Members	Members can duplicate their own timesheets if permission is enabled under Time Tracking settings.

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Duplicating timesheets as an owner, admin or manager

Note: Timesheet duplication is only available for weekly timesheets.

1. Go to Timesheets and ensure that you’re viewing the weekly timesheets. 
2. Select the week on the calendar or navigate with the left and right arrows.
3. Find the member you want to duplicate timesheets for.
4. Hover over the area next to the total hours, click on Duplicate timesheets and a pop-up window will appear.
5. In the pop-up window, you will see:
   • The member’s name
   • The date range to copy from
   • The date range you want to duplicate the timesheets to
6. Click on the date range to choose the date range to duplicate timesheets from.
7. Select a date, and the system will automatically pick the week containing it.
8. Once you’ve confirmed everything is correct click Duplicate to generate the timesheets for the selected date range.

Note: Any location, activity, or project associated with the time entry will also be duplicated along with the time entry itself.

▶️ Explore the process in our guide.

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Duplicating timesheets as a member

Note: Timesheet duplication is only available for weekly timesheets.

1. Go to Timesheets and ensure that you’re viewing the weekly timesheets. 
2. Select the week on the calendar or navigate with the left and right arrows.
3. Click on Duplicate timesheets and a pop-up window will appear.
4. In the pop-up window, you will see:
   • The date range to copy from
   • The date range you want to duplicate the timesheets to
5. Click on the date range to choose the date range to duplicate timesheets from.
6. Select a date, and the system will automatically choose the week to duplicate the timesheets to.
7. Review the list of time entries before proceeding with duplication.
8. Once you’ve satisfied, click Duplicate.

Note: Any location, activity, or project associated with the time entry will also be duplicated along with the time entry itself.

▶️ Try the steps yourself below.

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Editing duplicated timesheets

When duplicating timesheets, editing can be done in two ways:

Editing time entries for an entire day

On the duplicate timesheets pop up:

1. 1. Hover over the area next to the total hours to reveal a pencil icon.
   2. Click the pencil icon to open a sidebar. 
   3. Make changes as required to edit the In, Out, or Break entries for the entire day.
   4. Once satisfied, click Save.
   5. You can also click on the trash icon to remove time entries of the entire day from being duplicated.

Note: The date range you wish to duplicate should not contain any existing time entries; otherwise, duplication will be unsuccessful. The date range can be changed on the pop-up before any edits are made to the entries.

▶️ Click through the steps to learn.

Editing individual time entries

1. Expand the row for the date you wish to view further details.
2. Hover over the area next to the total hours to reveal a pencil icon for a time entry you wish to edit.
3. Click the pencil icon to open a sidebar to edit the specific time entry.
4. Make changes as required and click on the Save button once ready.
5. You can also click on the trash icon to prevent the time entry from being duplicated.

Note: If a timesheet contains both hour entries (total hours only) and time entries (specific In/Out times), you cannot edit by day. Instead, you must modify each individual time entry separately.

▶️ Practice using the guide below.

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Important notes on duplicating timesheets

Future dates	Duplicating timesheets for future dates is not possible due to system restrictions on editing or adding entries for those periods.
Existing entries	If the selected date range already contains existing time entries, duplicating to these dates will not be possible.
Restrictions	Two consecutive clock-out entries cannot exist without an intervening clock-in entry. Additionally, the clock-out time must always be later than the clock-in time to ensure accurate time tracking.