Administrator Corrections

The Administrator correction action lets a workspace owner or administrator move historical time to the correct project and task without removing its approval, closure, or recognised lock history.

Use it when an entry has the right person, date, duration, and notes, but its project, task, or billability classification is wrong and the ordinary move action cannot safely edit it.

Why this is a separate action

Approved and closed entries are normally locked to protect timesheets, reports, invoices, and audit history. Simply unlocking or withdrawing them can change what is available for invoicing and make it difficult to understand what was previously approved.

Administrator correction therefore changes only the classification you explicitly choose:

Destination project
Destination task
Billability

It preserves the entry’s person, date, duration, notes, approval state, closure state, recognised lock, and existing history. Keito also records the reason and the administrator who made the correction.

The correction is all-or-nothing. If any selected entry is unsafe to change, Keito blocks the complete batch instead of changing only some rows.

Choose the right correction flow

Keito has two correction flows because they protect different records:

What you need to change	Use	What happens to approval
Project, task, billability, notes, or duration on an ordinary approved entry that can safely be reopened	Correcting Approved Time	Approval is withdrawn; edit the entry and approve it again
Project, task, or billability on eligible historical time while retaining its approval, closure, and recognised lock history	Administrator correction	Approval and recognised lock history stay in place
Add missing time to an approved week	Your workspace’s week-reopening process	Existing entries remain unchanged while the week accepts additional time

Neither correction flow can change time that has already been invoiced, billed externally, or linked to a protected external workflow.

When to use Administrator correction

Administrator correction is suitable when:

Approved time was recorded against the wrong project or task.
A closed historical entry needs to be reclassified for accurate reporting.
Imported time needs a local project, task, or billability correction that should survive a later import refresh.
Several entries from the same source project need the same destination and billability decision.

Do not use this action to:

Change the person, date, duration, or notes.
Add missing time to an approved week.
Change time that has already been invoiced, billed externally, or linked to a protected external workflow.
Work around an unfamiliar lock or failed safety check.

Before you start

Check Keito and every connected billing or accounting system before correcting an entry. The Uninvoiced label in Keito only describes Keito’s recorded state; it does not prove that the time was never billed in Harvest, an accounting platform, or another external system.

You must also decide what should happen to billability:

Keep each entry’s current billability and rate preserves each selected entry’s existing billable flag and billable rate.
Make all entries non-billable turns billability off and clears the billable rate.

This decision applies to the entire selected batch.

Correct a batch

Open Entries.
Filter to the relevant dates, person, client, or project so you can identify the exact entries.
Select up to 100 entries from one source project. Do not combine entries from different source projects in one batch.
Choose Actions → Administrator correction. If you started with Actions → Move selected to project and the preview skipped approved or closed rows, choose Switch to Administrator correction there instead; your selection and destination project carry over.
Select the destination project and an active task available to the affected people.
Choose Keep each entry’s current billability and rate or Make all entries non-billable.
Enter a specific reason of at least 20 characters. Describe what was wrong and why the new classification is correct.
Confirm that you checked external billing and accounting systems for every selected entry.
Review the preview. Check the entry count, total hours, billable amount before and after, currency, fixed-fee information, and every blocker.
Choose Apply only when every value is correct and the preview has no blockers.

The preview expires after 10 minutes. If an entry, assignment, destination, lock, invoice link, sync link, or workspace rounding policy changes, create a new preview before applying the correction.

What the preview protects against

Keito blocks the whole batch when it detects a condition that could make the correction unsafe, including:

An entry is missing, belongs to another workspace, or is no longer on the selected source project.
An entry is invoiced, marked as billed, billed in Harvest, or linked to an invoice or protected external system.
A timer is still running.
Keito cannot identify why an entry is locked.
The destination project or task is archived, inactive, unavailable, or not assigned to an affected person.
Keeping an existing billable rate would move it between different project currencies.
The requested project, task, and billability would not actually change anything.
An entry or the destination changed after the preview was created.

Do not bypass a blocker by splitting out a row unless you have independently confirmed that the remaining batch is correct and safe. If the reason is unclear, contact Keito support with the blocker message.

After the correction

After a successful correction:

The selected entries appear under the destination project and task.
Approval, closure, and recognised lock history remain in place.
Keep retains each entry’s existing billability and billable rate.
Make non-billable clears the billable rate.
Keito recalculates totals for both the source and destination projects.
The audit log contains a correction record for each entry.

For Harvest-imported entries, the corrected local project, task, and billability take precedence over later refreshes. Keito still observes Harvest’s billing state. If Harvest continues to report a different classification, Entries shows Harvest classification differs so an administrator can review the disagreement; the local correction is not silently overwritten.

Permissions

Only workspace owners and administrators can use Administrator correction. Managers and members cannot preview or apply one, even if they can otherwise edit time or withdraw approvals.

See Roles & Permissions for an overview of workspace access.