This is an additional module that needs to be enabled. If interested, please reach out to your CSM or the support team at [email protected].
Timesheets' Day view now flags technicians with missing or conflicting time, and lets you correct older records in place without touching the work they're doing right now. This tutorial walks through the screen, the fix flow, and what each message means.
About 10 minutes.
For admins and managers who approve time
Works on Today's Day view
Today - Open Timesheets on today's Day view
Filter - Turn on Needs Attention
Fix - Expand a flagged technician, select Fix Issues
Save - Save once no errors remain
Chapters
01 · Why it matters
What this gives an admin
A technician who forgets to clock out leaves a shift open. Left alone, that shift keeps counting: in the walkthrough, several technicians show shifts over 1,000 hours long. Before this feature, those records surfaced late, usually at payroll or invoicing, and fixing them meant hunting through days of entries.
Now the problem is flagged on the day you look, and the fix happens in the same row.
Visibility
Problems come to you
Needs Attention filters the list to only the technicians with a time issue. Red indicators and red duration pills show where to look first.
Speed
Fix in place
Fix Issues opens the record right under the technician's row. Clock times, on-site, drive, break and miscellaneous time are all editable in one panel.
Accuracy
Bad data can't be saved
Validation blocks overlaps, future times, end-before-start, and activity outside a shift. Save only goes through when the whole record is consistent.
Safety
Live work stays untouched
A correction can't close an activity a technician is tracking right now. You clean up history without breaking today's work.
Context
See the whole shift
A shift that ran across days is shown with every date it touched, so related drive, on-site and break time are reviewed together.
Accountability
Every change is logged
The Activity tab records who changed what and when, with replaced entries struck through. Comments keep the conversation with the technician on the record.
Before
| With Needs Attention + Fix Issues
|
02 · Orientation
Reading the Day view
Go to Users › Timesheets (it also sits next to Schedule) and make sure Today and Day are selected. Select a number on the screen, or an item in the list, to see what it does.
Green columns: what's happening now (Clock In, Shift Duration, Current Activity, Activity Duration)
Blue-grey columns: today's totals (Drive, On-site, Total, Break, Miscellaneous)
Design mockup
Column labels in the mockup read "Clocked Time" and "Active Time"; in the live build they're Shift Duration and Activity Duration.
Needs Attention: Shows only technicians with a time issue. Turn it on first.
Today and date arrows: Today jumps back to the current day. The arrows step through past dates (totals only).
Week / Day: Flagging and live columns live in Day view.
Expand arrow: Opens Review Active Times, or Review Time Issues if something's wrong.
Red issue indicator: Indicates the technician has at least one time issue to resolve.
Green columns - right now: Clock In, Shift Duration, Current Activity and Activity Duration describe the shift in progress.
Duration pills: 5 hr 35 min looks normal. 225 hr 35 min means a shift or activity has run far too long, usually a missing Clock Out.
Today's totals: Drive, On-site, Total, Break and Miscellaneous time for the selected day.
Comments: Opens the day's comments. A red dot means there's something new.
The green columns and the Needs Attention toggle only appear on Today's Day view. Past dates and Week view show totals only. To find and fix current flagged issues, return to Today.
03 · Review
Reviewing a technician's day
Select the arrow beside any technician to expand Review Active Times. It breaks the day into four blocks, each with its own total on the right:
Clocked Time: the shift itself, Clock In to Clock Out. A dashed Clock Out means the shift is still open.
On-site Time: check-in and check-out per work order. Work order numbers link straight to the order.
Drive Time: travel tied to a work order.
Break Time: subtracted from total work time. A moon and "+1 Overnight" mark entries that cross midnight.
Design mockup
The full breakdown, with per-entry durations on the right.
Live build
A healthy record: green shift pill, open shift for today, on-site entries per work order. Nothing to fix.
When a technician has a problem, the same panel is titled Review Time Issues, shows the error in red under the affected entry, and adds a red Fix Issues button.
04 · The core fix
Fixing a missing Clock Out
This is the most common issue: the technician clocked in and never clocked out, so the shift kept running.
Turn on Needs Attention and select the arrow beside a technician with a red issue indicator.
Read the message under Clocked Time (for example, "No Clock Out recorded, more than 24 hours were logged continuously"), then select Fix Issues. The button changes to Fixing Issues… and the fields become editable.
In the Clocked Out row, enter the technician's actual Clock Out time and date. Ecotrak doesn't guess it for you.
Watch the messages that appear. Fixing one entry can reveal another (see Fixing related issues).
Select Save when no red messages remain. Cancel throws away anything unsaved.
Quick Guide
Step 1–2. Needs Attention on, row expanded, Fix Issues highlighted.
Quick Guide
Step 3. The empty Clocked Out fields to fill in. Save and Cancel sit at the bottom right.
Live build
After saving. The confirmation reads "Time track entries updated successfully." Once all of a technician's issues are fixed, they drop off the Needs Attention list (here, 13 became 12).
05 · Edge cases
Multi-day and overnight shifts
Why so many dates? One open shift can run across many days. Fix Issues lists every date the record touches so you can review related work, each marked "Only records continued from a previous day." These are not separate shifts. Find the original Clock In (the first date) and correct it there, once.
Crossing midnight. If a technician clocked in July 10 and out July 11, enter the Clock Out with the July 11 date. The blue note "Multi-day record — total counted on the start date" confirms the hours land on July 10.
Quick Guide
Clock In on Friday, never closed: the same shift continues under Saturday, Sunday, Monday and beyond.
Quick Guide
Clock Out on the next day. The total is counted on the start date.
06 · Edge cases
Fixing related issues
Closing a shift can expose entries that now sit outside it. In this example, Drive Time ran until July 20. Once the Clock Out is set to July 10, that drive time falls after the shift ends, and a new message appears: "Tracked time was recorded after Clock Out." Correct the drive time too, then save.
Before: Clock Out missing
Quick Guide
Before. Clock Out is empty, and Drive Time runs from July 10 to July 20.
After: Drive Time conflicts
Quick Guide
After. Clock Out set to 8:00 PM July 10. Drive Time still ends July 20, so it's flagged "Tracked time was recorded after Clock Out." Correct it, then save.
07 · Safeguards
Active work is protected
If a technician is tracking time right now, you can't save a correction that would close or disrupt that activity. The panel tells you why: "Clock Out cannot be saved while Time Tracking is still active. Please end active Time Tracking before Clocking Out."
The technician needs to end the activity through the normal Time Tracking flow first. Then come back and save the correction.
Live build
Save is blocked until the live activity ends.
Live build
Validation also checks breaks: here a break starts before Clock In (red), and the blue note explains which day the total counts on.
08 · Oversight
Past days and the audit trail
Use the arrows beside the date to step back through previous days. Past days show totals only: no green columns and no Needs Attention toggle. A speech-bubble icon in the Actions column means that day has comments.
Select a technician to open their day panel, with three tabs:
Details: the day's total and each time block, plus a reminder to update work order status after tracking drive time and check-in/out.
Comments: notes on that day, with who was notified.
Activity: every Time Tracking Update, who made it and when. Replaced entries are struck through and marked (deleted); new ones appear in green.
Live build
A past date: totals only, with a comment icon on Paul's row.
Live build
Details tab.
Live build
Activity tab: each correction is logged with the admin's name and a timestamp.
09 · Reference
Message glossary
Every message you can see in Review or Fix Issues, what it means, and what to do. Type to filter.
No Clock Out recorded, more than 24 hours were logged continuously. Blocks save.
No Clock Out recorded, more than 24 hours were logged continuously. Blocks save.
What it means: The shift was never closed and has been open for over a day.
What to do: Enter the actual Clock Out date and time on the original Clock In date.
This time overlaps another time entry. Blocks save.
This time overlaps another time entry. Blocks save.
What it means: Two saved entries cover some of the same time.
What to do: Correct the dates or times so they don't overlap, or remove the entry if it's a true duplicate (the ✕ on the right of the row).
Tracked time was recorded before Clock In. Blocks save.
Tracked time was recorded before Clock In. Blocks save.
What it means: An activity (drive, on-site, break, misc.) starts before the shift does.
What to do: Move the activity inside the shift, or correct the Clock In if that was wrong.
Tracked time was recorded after Clock Out. Blocks save.
Tracked time was recorded after Clock Out. Blocks save.
What it means: An activity ends after the shift ends, often after you've just fixed a missing Clock Out.
What to do: Correct the activity's end time, or adjust the Clock Out if the technician really worked later.
No Clocked Time for tracked time. Blocks save.
No Clocked Time for tracked time. Blocks save.
What it means: An activity exists outside any valid shift.
What to do: Review the shift and the activity together; add or correct the shift, or fix the activity times.
Time cannot be in the future. Blocks save.
Time cannot be in the future. Blocks save.
What it means: A date or time entered is later than now.
What to do: Check the date picker; a common slip is leaving today's date on a past shift.
End is before Start. Blocks save.
End is before Start. Blocks save.
What it means: The end time of an entry comes before its start.
What to do: Swap or re-enter the times. For overnight work, set the end on the next day.
Clock Out cannot be saved while Time Tracking is still active. Please end active Time Tracking before Clocking Out. Blocks save.
Clock Out cannot be saved while Time Tracking is still active. Please end active Time Tracking before Clocking Out. Blocks save.
What it means: The technician is tracking an activity right now, and your change would close it.
What to do: Ask the technician to end the activity in Time Tracking, then save your correction.
Multi-day record — total counted on the start date. Info.
Multi-day record — total counted on the start date. Info.
What it means: The entry crosses midnight or spans several days. Not an error.
What to do: No action needed. Hours are counted on the day the entry began.
Only records continued from a previous day. Info.
Only records continued from a previous day. Info.
What it means: This date shows part of a shift that started earlier. It isn't a separate shift.
What to do: Go to the first date in the list (the original Clock In) and correct it there.
Save still blocked? Scroll through the other dates in the panel; an issue on a related day can block the save. If the message doesn't point to the problem, contact Ecotrak Support.
10 · Habit
A simple daily routine
The first pass clears out older issues. After that, a short daily check keeps the list small. Tick these off as you go; they reset each day.
Open Timesheets, select Today and Day
Turn on Needs Attention
For each flagged technician, expand the row and read the message
Select Fix Issues and enter the actual times, starting from the original Clock In
Resolve any new messages, then Save
Confirm the technician left the list
Screenshots are examples and contain test accounts. Always enter the technician's real dates and times.