Hours Entry Timecards

How the Hours time card type works — how candidates log hours and minutes per day, what admins see and can edit in the review view, and what to check before approving.

With Hours entry, candidates log a duration — hours and minutes — for each day they worked, rather than recording clock times. It is the simplest entry method and a good fit for salaried, fixed-schedule, or remote placements where exact start and end times aren't tracked.

The three time card types

Hours is one of three Time Card Types in Hire2Hero:

Type	How time is entered
Hours	A duration (hours + minutes) per entry, tied to a date. No clock times.
In / Out	A Time In and Time Out per entry, typed in manually.
Clock In / Out	Live clock-in/clock-out punches from the candidate portal.

The type is set per placement via the Time Card Type field on the placement form, and each billing contact carries a default Time Card Type that new placements inherit. Hours is the system default. See Managing Placements for the placement form walkthrough.

Time rounding only applies to types that use clock times (In / Out and Clock In / Out) — the rounding indicator doesn't appear on Hours timecards, and durations are used exactly as entered.

How candidates enter hours

In the candidate portal, the timecard is a weekly view with one row per day of the period. To log time, the candidate expands a day and taps Add Time, which opens an entry form with:

Date — pre-filled with the day they tapped.
Hours and Min — two separate whole-number fields. A 7½-hour day is entered as Hours 7, Min 30 — not 7.5.
Type — the block type for the entry (Regular, PTO, Overtime, etc.), from the block type group configured on the placement.
Project — only shown if the placement's billing contact has time allocations configured; then it is required on every entry.

A day can hold multiple entries (for example, regular hours plus a PTO entry), and each day row shows its combined total (e.g. 7h 30m). The summary bar at the top shows the Regular / Overtime / Double split with a running total.

The regular/overtime/double-time split is calculated server-side from the placement's overtime rules when the timecard is saved. While the candidate has unsaved edits, the summary bar shows a single gray Unsaved total until the next save.

Candidates with an empty timecard can also use Copy from previous timecard to prefill the week with the prior period's entries.

What admins see when reviewing

Open the timecard from Time & Expenses → Time Cards (or the Admin Approval Time Cards dashboard card). For an Hours timecard, the Time Entries table shows one row per entry with these columns:

Column	Contents
Date	The day the entry applies to.
Hours / Min	The duration, as two whole-number fields.
Type	The block type (Regular, PTO, Overtime, …).
Project	Only present when the placement has time allocations.
Duration	The computed row total, e.g. `7h 30m`.

Above the entries, the Hours Summary section shows four totals: Regular, Overtime, Double, and Total. The header also shows the period date range, the status chip, a Manual chip if the timecard is a supplemental (manually created) card, and the approval progress indicator. An Attachments section at the bottom holds any files the candidate uploaded.

Edit entries during review

Administrators with timecard write permission can correct entries directly while the timecard is still editable (before it is submitted, or after it has been rejected back to the candidate):

Open the timecard detail view. If the fields are editable, the card is in an editable state; on submitted or approved cards the entries are read-only.

Change the Date, Hours, Min, Type, or Project values in the row, or click Add Entry to append a new row. Use the trash icon at the end of a row to remove it.

Click Save Draft to save your changes. The Hours Summary recalculates against the placement's overtime rules.

Hours and minutes must be whole numbers — the fields reject decimals like 7.5. Negative values are accepted only on supplemental (manually created) timecards, where they are used to issue corrections against an already-approved period. See Supplemental Timecards.

What to check when reviewing

Daily totals that exceed the shift length — if a placement is a standard 8-hour day, a 10-hour regular entry with no overtime explanation warrants a question.
Wrong block type — a candidate may accidentally put regular hours in an overtime block type or vice versa. The overtime split follows the block type, so this changes pay and billing.
Missing days — a gap in the middle of the period without a corresponding PTO entry may indicate a forgotten entry rather than a day off.
Minutes typos — since hours and minutes are separate fields, check for entries like 0h 8m where the candidate meant 8h 0m.
Missing Project values — on placements with time allocations, verify entries are allocated to the right project before the hours flow into invoicing.

Hours-entry timecards offer no built-in record of when work actually started and ended — if you need verifiable clock times (optionally with GPS location), switch the placement to the Clock In / Out type. See Clock-In/Out Timecards.