Add time to your Hubstaff timesheet by hand when you forget to start the timer or need to log work retroactively

Hubstaff's automatic timer is useful, but sometimes you work without starting it, or you need to record time from earlier in the day. You can add those hours manually directly in your timesheet. The process takes about a minute and works the same way whether you're adding 15 minutes or several hours.

Manual time entries go into your timesheet just like tracked time does. Your manager sees them the same way, and they count toward your total hours. The key difference is that you control the start time, end time, and duration instead of Hubstaff recording it automatically.

Key Takeaways

  • Open your timesheet in Hubstaff, find the day you worked, and click the plus icon or "Add Time" button to create a new entry.
  • Enter the task name, project, start time, and end time — Hubstaff calculates the duration automatically.
  • Manual entries appear in your timesheet immediately and are visible to your manager the same way tracked time is.
  • You can edit or delete a manual entry at any time before your manager approves the timesheet for that day.

How to add time on desktop

Log into Hubstaff and go to the Timesheets tab. You'll see a calendar view of your work days. Find the date you need to add time to and click on that day.

Once you're viewing that day's timesheet, look for a plus icon (+) or an Add Time button. Click it to create a new manual entry. A form will appear asking you to fill in the details.

Enter the task name — this is what you were working on. Select the project from the dropdown if your account uses projects. Then set the start time and end time. Hubstaff will automatically calculate how many hours and minutes that represents. Click Save or Add to finish.

How to add time on mobile

Open the Hubstaff mobile app and tap the Timesheets tab at the bottom. Swipe to the date you need or tap the calendar icon to jump to a specific day.

Tap the plus icon to add a new entry. Fill in the task name and project the same way you would on desktop. Set your start and end times by tapping each field and using the time picker. Once everything is filled in, tap Save.

The entry will appear in your timesheet immediately. You can swipe left on it to edit or delete it if you made a mistake.

What happens after you add manual time

Your manual entry shows up in your timesheet right away with the same status as any other time entry. If your manager hasn't yet reviewed that day's timesheet, they'll see your manual time when they do. If they've already approved the day, you may need to ask them to reopen it so the new time can be included.

Manual time counts toward your total hours for the day and week. It appears in reports and timesheets exactly like automatically tracked time, so there's no separate category or flag that marks it as manual — unless your manager specifically looks at the entry details.

Editing or removing a manual entry

Click or tap on the manual entry you added. You'll see an option to Edit or Delete. If you need to change the time, task, or project, click Edit, make your changes, and save. If you added it by mistake, click Delete to remove it completely.

You can edit or delete a manual entry at any time before your manager approves the timesheet for that day. Once approved, you'll need to ask your manager to reopen the timesheet before you can make changes. Some accounts may have different permissions — if you can't edit an entry, check with your manager or account administrator about your access level.

Common mistakes when adding manual time

The most common error is entering the wrong date. Double-check that you're adding time to the correct day before you save. Another mistake is forgetting to select a project if your account requires it — the form won't let you save without one.

Make sure your end time is actually after your start time. If you enter 2:00 PM as the start and 1:00 PM as the end, Hubstaff will either reject it or calculate a negative duration. If you worked across midnight (rare, but it happens), you'll need to create two separate entries — one for each day.

When manual time entries won't work

Some Hubstaff accounts have restrictions on manual entries. Your manager or administrator may have turned off the ability to add time manually, or limited it to certain users. If you don't see an Add Time button, check with your manager about whether manual entries are allowed on your account.

If you're trying to add time for a day that's very far in the past, your account settings might prevent it. Most accounts allow manual entries for recent days only. Ask your manager if you need to log time from more than a few weeks ago.

Frequently Asked Questions

Can my manager see that I added time manually instead of using the timer?

Hubstaff doesn't mark manual entries differently in the main timesheet view, so your manager sees the hours the same way. However, if they click into the entry details, they can see that it was added manually rather than tracked automatically. Some managers don't check this level of detail.

What if I add manual time and my manager has already approved that day?

Once your manager approves a day, you can't edit or delete entries without their permission. Contact your manager and ask them to reopen the timesheet for that day so you can add the time. They'll need to approve it again after you make the change.

Can I add time for someone else on my team?

No. You can only add manual time to your own timesheet. If you're a manager and need to add time for a team member, you'll need to ask them to do it, or check your account settings to see if you have permission to edit their timesheets directly.

Does manual time count toward my billable hours?

Yes, manual time counts the same way as tracked time. If the project is billable, the hours you add manually will be included in billing reports. Make sure you're adding time to the correct project so it gets billed to the right client.

What if I add the wrong amount of time by mistake?

Edit the entry by clicking on it and changing the start time, end time, or both. Hubstaff will recalculate the duration automatically. Save your changes and the timesheet will update immediately.