Find and Replace Time Entries in Bulk

The Find and Replace Time Entries feature allows Administrators (and Managers with the right permissions) to quickly update specific time entries for one or more employees. This is especially useful when correcting project assignments, cleaning up duplicates, or ensuring consistency after process changes.

Jump to:

• Navigation
• Important Information Before Using
• How to Use Find and Replace
• Step 1: Select Time Frame
• Step 2: Choose Entry Type
• Step 3: Define Entries to Find
• Step 4: Choose Replacement
• Step 5: Select Employees
• Step 6: Review and Confirm
• Results
• Summary

Navigation

To access the Find and Replace feature:

1. Go to Company → Advanced.
2. Click Bulk Changes.
3. Select Find and Replace Time Entries in Timesheets.
   

Important Information Before Using

Please keep the following in mind:

• Affected Time Entries: All entries in the specified date range will be updated, including locked entries.
• Reclassification Limits: You cannot reclassify worked time as Time Off (or vice versa). Replacements must remain within the same category.
• No Undo Option: This action is permanent. Run a report (for example, Horizontal Timesheet or Customizable Data Export) before making changes to retain a record.
• Approval Requirements: You cannot change Approval Not Required Leave Types to Approval Required. Instead:
  • Add the new Time Off entry via the Add Approved Time Off Entry workflow.
  • Remove the old entry using Bulk Delete Time Entries or a Timesheet Override.
• Modification Limits: You cannot change the number of hours—only the Project/Task or Time Off type.
• Custom Fields: If your organization uses required Custom Fields, make them optional before running Find and Replace. Afterward, you can set them back to required.

How to Use Find and Replace

Step 1: Select Time Frame

Choose the date range to apply the update. Only entries within this period will be affected.

Step 2: Choose Entry Type

Decide whether you are updating Worked Time or Time Off entries.

Step 3: Define Entries to Find

Select the Client/Project/Task combination to update. You can:

• Select all Clients.
• Select all Projects under a Client.
• Include all Tasks for broader results.
  

Step 4: Choose Replacement

Specify the new Client, Project, or Task to replace the original entries. You may also choose whether billing rates should update with the new selection.

Step 5: Select Employees

Decide who should be included:

• All People (active + inactive)
• All Active People
• Specific People (choose individuals or filter by Division/Employment Type)
  

Step 6: Review and Confirm

• Click Next to preview the changes.
• Review the summary showing how many entries will be updated.
• Click Finish, then confirm the warning message that this action cannot be undone.
  

Results

• Updates process in the background—you can continue using ClickTime.
• You’ll receive email notifications when the process starts and finishes.
• If making multiple edits, wait until the first batch is complete before starting another.

Summary

The Find and Replace Time Entries tool is a powerful way to reclassify projects, tasks, or Time Off types in bulk. While it saves time compared to manual edits, it is permanent and cannot be undone, so plan carefully. Always review your date ranges, employee selections, and replacement criteria before confirming changes.