Offline time, deleting time and approvals

Offline time

Offline time is work away from the computer, such as a customer visit or a phone meeting. It counts as work and can move the arrival time, so an approved customer visit at 09:00 is not late.

Add offline time

1. Open My Focus (or the timeline) on the day.
2. Click an empty part of the day bar. The start and end are filled in from the gap.
3. Adjust the times, add a description and choose the level (productive by default).

An entry must stay within one day, cannot be in the future and cannot be older than 93 days.

Who can add it depends on the company setting Offline time:

Setting	Employees for themselves
Off	Cannot add offline time.
On, counts immediately	Add it and it counts right away.
On, needs manager approval (default)	Add it; it counts in reports only after approval.

Owners, admins and team admins can add offline time for the people they manage in every mode; it counts right away. Owners’ and admins’ own entries are approved automatically.

Deleting tracked time

If tracked time was not work, it can be deleted. Click a tracked part of the day bar and choose Delete tracked time. Deleted time becomes idle, the arrival and leaving times stay the same, and the deletion can be undone from the day’s entry list.

The company setting Deleting tracked time decides who can do it: nobody; owners, admins and team admins for the people they manage; or those plus each employee for their own time.

Approvals

Calendar → Pending approvals collects everything that waits for a decision: offline time, leave requests and shift requests (the last two with Premium).

• Owners and admins decide for everyone; team admins for the people of their own team. Managers can see the entries of their team but cannot approve them.
• Nobody can approve their own request.
• Filter by type, status, team, person and date. Select one or more rows and choose Approve or Reject (with an optional note).

The approval count in the menu shows how many items wait for you, of every type together.

In the new version of the dashboard this queue is the only place for decisions: offline time, leave and shift requests are decided here, and older lists load with Load more. You can decide up to 200 selected items at once. Each item is decided on its own, so when one fails (for example because someone changed or cancelled it meanwhile, or a leave request would exceed the balance), the others still go through and the page names the ones that failed.

Audit log

Every change to offline time and deleted time is recorded: who did what, when, for whom, and the values before and after. The log cannot be edited or deleted.

• In the new version of the dashboard, owners and admins find these entries in the organization’s audit log, Settings → Security → Audit log, with the category Time (audit log).
• In the earlier version, Settings → Audit log lists only these changes.

Error messages

Code	What it means
offline_time_disabled	The company setting Offline time is off for you; ask an admin
time_editing_disabled	The company setting Deleting tracked time does not let you delete this time
overlaps_entry	The entry overlaps another offline time or deletion of that person on the same day; change the times or edit the other entry
version_conflict	Someone else changed or decided the entry meanwhile; reload the day and try again
range_too_old	The day is more than 93 days ago