> ## Documentation Index
> Fetch the complete documentation index at: https://help.visualcare.com.au/llms.txt
> Use this file to discover all available pages before exploring further.

# Editing timesheets

> Step-by-step guide to editing confirmed timesheet entries including times, rates and variations

Once a timesheet has been confirmed, you can edit the details to adjust times, rates, and variations. This is useful when shift details differ from what was originally rostered.

## What you can edit

After a timesheet has been confirmed, you can change the following fields:

* Service
* Start and end time
* Charge rate and pay rate
* Variations (time added or deducted)

## Instructions

<Steps>
  <Step title="Open the worker's timesheets">
    Go to **Timesheets** → **Timesheets**, find the worker, and click **Edit** to open their timesheet view.

    <img src="https://mintcdn.com/visualcare/n-CsUlsK0LperCel/images/timesheets/editing-timesheets/image-1761890140730-1.png?fit=max&auto=format&n=n-CsUlsK0LperCel&q=85&s=c02a9d0e91693769136d4d9896995758" alt="Worker timesheet edit view showing unconfirmed and confirmed sections" width="888" height="397" data-path="images/timesheets/editing-timesheets/image-1761890140730-1.png" />
  </Step>

  <Step title="Edit shift details">
    In the bottom section (confirmed timesheets), update the fields you need to change. You can adjust the service, start time, end time, charge rate, or pay rate directly in the grid.

    <img src="https://mintcdn.com/visualcare/n-CsUlsK0LperCel/images/timesheets/editing-timesheets/image-1761890140731-2.png?fit=max&auto=format&n=n-CsUlsK0LperCel&q=85&s=600ef3ae910e419fffbfbc22d90751f0" alt="Editing timesheet fields including variation details" width="927" height="208" data-path="images/timesheets/editing-timesheets/image-1761890140731-2.png" />
  </Step>

  <Step title="Handle variations">
    If a worker toggled on "were there any changes to the shift" at the end of their shift in Vworker, the note is highlighted in yellow and flows through to the variation comment. To process a variation:

    1. The **Variation** tick box is automatically ticked when a change was highlighted
    2. Add the quantity in minutes (for example, 30 for 30 minutes; this value is positive to add time, or negative to deduct time)
    3. The **Var comment** flows through from the worker's app
    4. Tick the box to approve the variation

    This adds or deducts time from the shift. The rostered hours stay the same, but the total hours reflect the variation.

    <Warning>You can also change the start and end times directly in the time columns. However, changing times this way updates both the hours and total hours, and does not record the difference between rostered hours and total hours.</Warning>
  </Step>

  <Step title="Review shift notes">
    If a worker sent through issue notes by toggling in the Vworker app that there were shift changes, click the **View** button to review. When there are changes, the **View notes** button is highlighted orange.

    The notes include the completion note and any travel notes.

    <img src="https://mintcdn.com/visualcare/n-CsUlsK0LperCel/images/timesheets/editing-timesheets/image-1761890140731-3.png?fit=max&auto=format&n=n-CsUlsK0LperCel&q=85&s=4666982e997d4c364e0f6d3e8280fa28" alt="View notes button highlighted orange indicating shift changes" width="513" height="175" data-path="images/timesheets/editing-timesheets/image-1761890140731-3.png" />
  </Step>

  <Step title="Check app start and finish data">
    Review the **APP** columns to see when the worker pressed start and finish in the Vworker app. You can also open the link to view a pinpoint on Google Maps showing where they were when they pressed start and finish.

    <img src="https://mintcdn.com/visualcare/n-CsUlsK0LperCel/images/timesheets/editing-timesheets/image-1761890140731-4.png?fit=max&auto=format&n=n-CsUlsK0LperCel&q=85&s=0215b8d6f94a2a3a8282c8832f21588f" alt="APP columns showing start and finish times with map links" width="884" height="165" data-path="images/timesheets/editing-timesheets/image-1761890140731-4.png" />
  </Step>

  <Step title="Save your changes">
    Click **Save Changes** to save any changes you've made.
  </Step>
</Steps>

<Tip>Use the column chooser to bring out the columns and data you need to see. Different columns are available depending on your workflow.</Tip>

## Locking timesheets

Locking prevents further changes to confirmed timesheets for invoicing, payroll, or National Disability Insurance Scheme (NDIS) purposes.

<Steps>
  <Step title="Open Data Export">
    Go to **Timesheets** → **Data Export**.
  </Step>

  <Step title="Select the records to lock">
    Select the relevant timesheet records from the list.
  </Step>

  <Step title="Lock the records">
    Click **Lock Transactions** and choose from **Lock Invoicing**, **Lock Payroll**, or **Lock NDIS**.
  </Step>
</Steps>

<Note>If the **Lock Transactions** button isn't visible, it's a user group permission issue. Ask your admin to enable it under **User Group Security** → **Lock Transactions**.</Note>

## Running into issues?

See [Timesheet troubleshooting](/troubleshooting/timesheet-issues) for common errors and fixes.

## Related articles

<CardGroup cols={2}>
  <Card title="View by worker" icon="user" href="/timesheets/view-by-worker">
    View timesheets grouped by worker with confirmation status
  </Card>

  <Card title="Manual confirmation" icon="check-double" href="/timesheets/manual-confirmation">
    Manually confirm timesheets when workers haven't used the Vworker app
  </Card>

  <Card title="Variation approval" icon="scale-balanced" href="/timesheets/variation-approval">
    Review and approve timesheet variations
  </Card>

  <Card title="Travel time and kilometres" icon="route" href="/timesheets/travel-time-and-kilometres">
    View and manage travel time and kilometre records
  </Card>
</CardGroup>