Time Formats and Existing Workflows
Use the existing time settings to make entries easier to read and reuse. Clock display, duration format, rounding and manual entry each control a different part of your workflow.
Clock time and duration
Your personal 12-hour or 24-hour clock controls times of day. 14:30 and 2:30 PM mean the same clock time. A Duration of 1:30 means 90 minutes, regardless of your clock preference.
Workspace owners and administrators choose Settings → Preferences → Time format:
| Duration | Hours:Minutes | Decimal hours |
|---|---|---|
| 90 minutes | 1:30 | 1.50 |
| 37½ hours | 37:30 | 37.50 |
| 12 minutes | 0:12 | 0.20 |
Duration inputs accept 1:30, 1.5 and 1,5. Whole hours can appear compactly as 2 while editing. Durations can exceed a day where the workspace allows it; they do not wrap around like a clock. Changing a display preference leaves recorded time, imported precision and saved invoice values unchanged.
Manual entry format is a separate workspace choice between Duration only and Start and end times. Neither choice disables live timers. Existing entries retain the editing behavior appropriate to their timing history.
Actual and rounded time
Timesheets, approvals and capacity accountability use actual time. Commercial project, client and task totals and new invoice quantities use the workspace rounding policy. Detailed Time identifies actual and rounded values separately.
Rounding applies to each entry before totaling. Two entries of 10 and 2 minutes give 0:12 actual; with upward six-minute rounding they give 0:18 rounded (12 + 6). Reformatting a value does not apply a new rounding policy or change an issued invoice.
Some surfaces deliberately use decimal hours:
- Team overview uses one decimal place for time and capacity; existing notification emails use decimal-hour totals.
- Chart axes can use numeric hours while tooltips show the workspace duration format. Running timer readouts include seconds.
- CSV and Excel exports retain numeric decimal hours for calculations. Detailed exports keep Hours and Rounded Hours in their existing positions; Actual Hours is added when rounding is enabled. Excel cells remain numeric even when the visible number has two decimal places, so formulas can use their retained precision.
- Invoice time quantities have their own document appearance setting. Leave allowances use their configured days or hours. Administrator correction explicitly labels its hours-and-minutes input.
A 37.5-hour weekly contract, a particular week’s expected hours after holidays and leave, and the workspace billable-day length answer different questions. The billable-day length prices daily rates; it does not set anyone’s working schedule or leave allowance.
Reusing previous work
Reuse previous day lets you choose your previous calendar day’s project, task and ordinary notes. The preview does not copy hours or create entries. Review the selection, then save an entry or start a timer. Unavailable projects and tasks remain unavailable.
Copy last week in Week view adds empty project/task rows. It does not copy the previous week’s hours. A row becomes recorded time only when you enter and save time.
Personal project/task prefill and default-task preferences reduce repeated selection. They respect the current workspace, project access and available tasks; they do not grant access or create time. See Personal Settings.
Approval and corrections
Managers review assigned teammates, plus managed-project time when their permission explicitly allows it. A manager also needs Withdraw Approvals to withdraw an approval. Eligible time returns to Submitted; invoiced and protected time remains locked. Withdrawal does not send an email.
Reviewers with permission to edit the specific entry can use View in Entries on submitted entries when Edit entries during approval is enabled. Administrators have additional guarded correction and reopening workflows for approved history. See Approving Time and Administrator Corrections.
Submission notices go to eligible assigned managers, with an optional administrator fallback. Administrator fallback and workspace approval/rejection mail switches are under Manage → Email notifications. Approval/rejection messages go to the person whose time was reviewed, subject to workspace switches, personal preferences and recipient eligibility. Task-only approval does not send a misleading whole-timesheet approval notice.
Time invoiced elsewhere
In Entries → Time, select eligible time and choose Actions → Mark selected as invoiced, review the preview and apply. This records a manual invoiced marker and protects the entries; it does not create a Keito invoice or send a payment. Owners and administrators can use this action. Managers need Create and edit time and expenses for teammates they manage permission, and can act only within their permitted scope. Mark selected as uninvoiced can remove an eligible manual marker, while preserving other locks; it cannot detach time from a real invoice.
Leave and reporting
On Pro or Business, enable Time off to use individual allowances, carry-over, adjustments and Already taken leave. Balances distinguish taken, booked, pending and remaining. Already taken is included in the taken balance. Remaining deducts taken and approved booked leave; pending requests are a projection. Avoid recording the same leave as both Already taken and dated bookings. See Time Off.
Full Detailed Time and its dedicated CSV, Excel and PDF exports require Business. Access to a restricted project, person or report drill-down follows its own permissions and plan checks; a drill-down does not grant unrestricted reporting. Standard entity exports have separate availability. Report access follows the selected workspace and the viewer’s permitted scope. See Time Reports and Exporting Data.