Timesheets — fixing entry and validation problems
What the save errors mean, where they show, and how manual vs kiosk entries interact.
When adding or editing a clock entry doesn't save, it's almost always one of the checks below. The error appears in a red banner at the top of the Timesheets page after you submit.
This needs the Time & Attendance add-on on top of Staff. See Timesheets.
"Clock-out must be after clock-in"
You entered a clock-out time that's the same as or earlier than the clock-in. Fix the times so clock-out is later, and save again. (If someone genuinely worked past midnight, the clock-out date should be the next day.)
"Enter a valid date and time"
The clock-in or clock-out wasn't a complete, valid date and time. Use the date and time picker in the entry modal rather than typing a partial value, then save.
"Pick a staff member"
When adding an entry you must choose a staff member from the dropdown first. (When editing an existing entry the member is fixed, so this doesn't apply.)
The save seemed to do nothing
A save either succeeds — the modal closes and the tables refresh with your change — or it bounces back with a red error banner at the top of the page. If nothing changed, scroll to the top and read the banner; fix what it names and save again. There's no silent failure.
Variance still looks wrong after an edit
When a save succeeds the page reloads its data, so Worked and Variance recalculate from the saved entries. If a figure looks stale, refresh the page. Remember Variance = Worked − Scheduled: a positive (green, "+") number means they worked more than planned, a negative (red) number means fewer.
A manual entry and a kiosk entry both exist for the same person and day
Entries are tagged kiosk (recorded by the time-clock) or manual (added or corrected in the portal), shown in the Source column. Editing a kiosk entry turns it into a manual one — you're correcting that same record, not creating a competing one. If you see two separate rows for the same shift, one is a duplicate: delete the wrong one (open it, Delete) so only the correct entry counts. A forgotten clock-out shows as "Still clocked in" until you edit it.
Hours are missing — or a venue's total looks too high
Both point at the same thing: the Location picker next to the date fields (it only exists if you run more than one venue).
- Hours seem missing. Check whether a venue is selected rather than All locations. Also check the date range — an entry belongs to the day someone clocked IN (in your business's timezone), so an overnight shift sits on the day it started. If your venue's trading day runs past midnight, a clock-in in the small hours counts on the night before — look at the previous day.
- A venue's total looks too high, and the venues don't add up to the group total. That is expected. Entries you added or corrected here in the portal have no venue — there was no till involved to record one — and neither do entries from before venues were recorded, or from a till that has not been assigned to one. Those show under every venue rather than vanishing from all of them, so they get counted more than once when you add the venues together. The All locations total is the one to trust.