Handbook
Record and correct working hours manually
Step-by-step guide for team leaders and admins. How to add missing hours retroactively, correct entries and document working times when automatic recording was not possible.
Add missing working time
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Open dashboard
Log in to the Jobilino Dashboard (browser or app).
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Select employee
Go to 'Employees' or 'Time Tracking' and select the relevant employee.
Tipp: Use the search function to find the employee more quickly.
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Open time overview
Click on the 'Time Tracking' or 'Times' tab.
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Select day
Select the day for which the working time is to be added retrospectively.
Tipp: Days without time tracking are usually highlighted in colour.
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Add time manually
Click on 'Record manually' or the plus symbol.
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Enter start and end time
Enter the start and end of your working time (e.g. 08:00 to 16:30).
Tipp: The system calculates the total duration automatically.
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Optional: Enter breaks
Add breaks as needed (e.g. 30 minutes lunch break).
Tipp: Mandatory breaks are automatically taken into account depending on the settings.
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Optional: Assign project
Assign the working time to a project, order or location.
Tipp: This step is important for accurate project time tracking.
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Add note
Add a brief note explaining why the time was recorded manually (e.g. 'Employee forgot to clock in').
Tipp: The note will be visible later in reports and evaluations.
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Save
Click 'Save' or 'Track time'.
Tipp: The recorded time is immediately taken into account in all reports.
Correct an existing time entry
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Open the dashboard
Log in to the Jobilino dashboard.
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Select employee and day
Navigate to the relevant employee and select the day containing the time entry to be corrected.
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Open the time entry
Click on the time entry you would like to correct.
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Activate edit mode
Click on the edit icon (pencil) or on 'Edit'.
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Adjust times
Change the start or end time or adjust breaks.
Tipp: The total duration will be recalculated automatically.
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Document reason for correction
Add a note explaining why the time was corrected.
Tipp: This documentation is important for transparency and future traceability.
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Save changes
Click on 'Save'.
Tipp: The correction will be logged and is visible in the audit log.
Record times for multiple employees simultaneously
admins
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Open the dashboard
Log in to the Jobilino dashboard as an admin.
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Open bulk entry
Go to 'Time Tracking' and click on 'Bulk Entry' or 'Multiple Employees'.
Tipp: This function is only available to admins.
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Select employees
Select the employees for whom you would like to track time.
Tipp: You can filter by department, team or project.
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Set time period
Select the day or time period for which the times are to be recorded.
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Enter uniform working hours
Enter the working hours that should apply to all selected employees (e.g. 08:00 to 16:00).
Tipp: This function is suitable for days with uniform shifts.
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Optional: Assign project
Assign the times to a shared project or location.
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Add note
Add a note explaining why the times were recorded manually.
Tipp: E.g. 'System failure at the location' or 'Subsequent entry following consultation'
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Check preview
Use the preview to check whether all entries are correct.
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Confirm recording
Click on 'Record all' or 'Confirm'.
Tipp: The times are saved simultaneously for all selected employees.
Add or correct breaks manually
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Open time entry
Open the time entry of the relevant employee for the desired day.
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Access the break section
Click on 'Breaks' or the break icon.
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Add new break
Click on 'Add break' and enter the start and end time of the break.
Tipp: E.g. lunch break from 12:00 to 12:30
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Select break type
Select whether this is a paid or unpaid break.
Tipp: This setting affects the calculation of working time.
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Save
Click on 'Save'.
Tipp: Working time is automatically reduced by the break time.
Record past times retroactively
admins
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Open dashboard
Log in as an admin.
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Select employee
Select the employee for whom past times are to be added retroactively.
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Open calendar view
Open the calendar view or monthly overview.
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Select a past day
Navigate to the day in the past for which the time is to be tracked.
Tipp: You can also go back several weeks or months.
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Track time manually
Follow the steps as with the normal manual time tracking.
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Observe documentation
Be sure to add a meaningful note explaining why the time is being tracked retrospectively.
Tipp: This is important for traceability and any potential audits.
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Save
Click on 'Save'.
Tipp: The subsequently recorded time will be taken into account in all reports and evaluations.
Frequently asked questions
Can employees manually add their own times retrospectively?
Are manually recorded times marked differently from automatically recorded times?
Can I see who manually recorded or corrected a time entry?
Is there a limit to how far back I can add time entries retrospectively?
Are employees notified when their times have been corrected?
Can I delete manually recorded times again?
Are manually recorded times taken into account in payroll?
Still have questions? We are happy to help.
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