Bulk Changes: Find and Replace Time Entries in Timesheets

ClickTime offers an efficient way to quickly update specific time entries for one or multiple employees. This feature is especially useful if you find that a team has been using an incorrect project, if duplicate project options were available at some point, or if process changes require updating older time entries for consistency.

To access this option, go to Company > Advanced. You'll find the option to find and replace time entries in timesheets under the Bulk Changes section.

Important Information Before Using the Bulk Changes Feature

Please keep the following points in mind:

1. 1. Affected Time Entries: All time entries within the specified time frame will be affected, including locked entries.

   2. Reclassification Limitations: ClickTime does not support reclassifying Worked Time as Time Off or vice versa. You can only replace a Worked Time entry with another Worked Time entry, and a Time Off entry with another Time Off entry.

   3. No Undo Option: The Find/Replace action cannot be undone. If you make an error, you will need to manually change the time entries back to their original state. So it may be helpful to run a report such as the Horizontal Timesheet or Customizable Data Export ('Company>Reports' page) prior to using this feature, in order to have a reference of the original entries.

   4. Approval Requirements for Time Off: There is no method to move time off entries from "Approval Not Required" to "Approval Required." In such cases, we recommend the following steps:

      • Add the (Approval Required) leave to an employee's timesheet using the "Add Approved Time Off Entry" workflow (see here).
      • Remove the previous (Approval Not Required) leave using either the "Bulk: Delete Time Entries" option (see here) or by using a Timesheet Override (see here).

   5. Modification Limitations: You cannot modify the hours for the time entries. This feature only allows you to change the Project/Task or Time Off type.

   6. Custom FIelds: if your organization is using any (required) Custom Fields on time entry pages, you will need to edit these Custom Fields and make them optional or you will see an error like this:
2. To fix this, you will need to edit the Custom Field and make it 'optional' (see here). After using Find & Replace, you can edit the Custom Field back to its required state again.

 

In this example, several employees mistakenly logged hours to the "Spring Branding" Project instead of the "Spring Advertising Campaign" Project for the month of March. To correct this, follow these steps using the Bulk Changes feature:

After navigating to the "Bulk Changes" section from the Company --> Advanced page, set the Time Frame. In this example, we have specified the time frame for March to ensure only the relevant entries are affected.

Next, indicate the Type of Entries to Find:

• Choose whether you want to find "regular" (worked) time entries or Time Off entries.

To indicate which time entries need to be changed, select the relevant Client/Project/Task. You can choose options such as "All Clients," "All Projects within the same Client," or "All Tasks" to broaden your search criteria.

In this example, we are looking to change all time entries logged to a specific Client/Project regardless of Task. For this, we would simply select the client and project, then opt to include all tasks. This allows you to efficiently locate and update the necessary entries without specifying individual tasks.

NOTE: If you do not see the Client, Project, or Task you are looking for in the drop-down menu, you can always use the magnifying glass icon to open a search window.

Now, indicate what these time entries should be changed to. In this example, we are changing the time entries to a new Client and Project but keeping the Task unchanged.

 

In this case we are changing the default setting so that Billing Rates will also be updated. When we choose to "update", that means that the time entries in the system will have the Billing Rate changed to match the new Client/Project (if applicable). 

Finally, you will need to choose how this change should be applied. You can select from the following options:

• All People (includes both active and inactive employees)
• All Active People (only those currently active in your account)
• Specific People (allows you to choose individual employees)

In this case, we will apply the change to everyone in the "Graphic Design" Division.

Then click "Next".

The next page will review the changes you'd like to make and let you know how many time entries this will affect. Click "Finish" if this looks correct.

You will see one last warning that this cannot be undone. Click "OK" to proceed: 

You will be returned to the Company > Advanced page and notified that the system is processing the updates. The changes will be made in the background, allowing you to continue using ClickTime without interruption.

You will receive an email notification when the bulk edit process begins and another once it is complete. If you need to make multiple Find/Replace edits, please wait until the current process is finished before starting the next set of changes.