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Time Corrections & Audit Logging

Overview

Corcava's Time Correction feature allows you to move tracked time intervals between projects when time was accidentally tracked to the wrong project. This feature includes comprehensive audit logging to ensure complete transparency and prevent unauthorized changes. Every movement is tracked, logged, and can be reviewed for accountability.

This feature is essential for maintaining accurate project time tracking while providing the flexibility to correct honest mistakes, all while maintaining a complete audit trail for compliance and fraud prevention.

Moving Time Between Projects

Correcting Time Tracking Mistakes

When to Use Time Movement:

Common scenarios where time movement is helpful:

  • Accidentally started tracking time on the wrong project
  • Switched between projects but forgot to change tracker
  • Need to reassign time after project scope changes
  • Correcting time tracked before project assignment was clear

How to Move Time:

Step 1: Navigate to My Work

  • Go to My Work page
  • View your time intervals grouped by date
  • Locate the interval you need to move

Step 2: Initiate Move

  • Click the Move button (arrow icon) next to the interval
  • Move dialog opens with current interval information
  • Current project, duration, and time range are displayed

Step 3: Select Destination Project

  • Choose the correct project from the dropdown menu
  • Only projects you have access to are shown
  • Projects must be in the same team (cannot move between teams)

Step 4: Provide Reason (Recommended)

  • Enter a brief explanation for the move
  • Examples:
    • "Tracked to wrong project by mistake"
    • "Client changed project scope mid-session"
    • "Forgot to switch projects when task changed"
  • Reason is logged in audit trail for transparency

Step 5: Confirm Move

  • Click "Move Time" to complete the action
  • Time interval is updated immediately
  • "Moved" badge appears next to the project name
  • Audit log entry created automatically

Movement Restrictions

What You Cannot Move

Invoiced Time:

  • Time that has been included in a client invoice cannot be moved
  • Time that has been included in a team invoice cannot be moved
  • Prevents billing discrepancies and maintains invoice integrity
  • Contact your admin if invoiced time needs correction

Cross-Team Movements:

  • Time can only be moved between projects in the same team
  • Prevents data leakage between different organizations
  • Maintains team data isolation and security

Permission Requirements:

  • Both company-level and user-level permissions must allow movement
  • See permissions section below for details

Visual Indicators

"Moved" Badge

When a time interval has been moved, a blue "Moved" badge appears next to the project name:

Badge Features:

  • Appears automatically on moved intervals
  • Clickable to view complete movement history
  • Hover shows tooltip: "Click to view movement history"
  • Remains visible even after multiple moves

Viewing Movement History:

  • Click the "Moved" badge
  • Modal opens showing complete history
  • See all moves if interval was moved multiple times
  • Each entry shows:
    • Who made the move
    • When it was moved
    • From which project
    • To which project
    • Reason (if provided)

Example History Display:

John Doe moved from Project A to Project B
Oct 9, 2025 3:45 PM
"Tracked to wrong project by mistake"

Audit Logging System

Complete Transparency and Accountability

Every time movement is automatically logged with comprehensive audit information. These logs are immutable - they cannot be edited or deleted.

What Gets Logged:

For each time movement, the system captures:

  • User Information - Who made the change (name, ID, email)
  • Timestamp - Exact date and time of the change
  • Old Value - Original project (ID and name)
  • New Value - New project (ID and name)
  • Reason - User-provided explanation (if given)
  • IP Address - Where the change originated
  • User Agent - Browser/device information
  • Time Interval Details - Duration and time range of moved interval

Why Audit Logging Matters:

✅ Fraud Prevention - Complete trail prevents unauthorized time manipulation
✅ Accountability - Clear record of who made what changes
✅ Transparency - Management can review all time corrections
✅ Compliance - Audit trail supports regulatory requirements
✅ Dispute Resolution - Historical record resolves billing questions

Time Movement Audit Report

Team-Wide Movement Overview

Administrators can view all time movements across the team through a dedicated audit report.

Accessing the Report:

  • Navigate to Reports → Time Movement Log
  • Requires report.timeMovement permission
  • Available to SuperAdmins, Organization Managers, and Project Managers

Report Contents:

The report shows all time movements in a table format:

  • When - Date and time of the move
  • Who - Team member who made the move
  • Movement - From Project → To Project (with arrow)
  • Duration - How much time was moved
  • Reason - Explanation provided (if any)

Report Features:

  • Paginated (50 movements per page)
  • Sorted by most recent first
  • Visual color coding (old project in red, new project in green)
  • Empty state when no movements exist

Use Cases:

  • Monthly review of time corrections
  • Identifying patterns that need training
  • Compliance audits and reporting
  • Fraud detection and prevention
  • Billing dispute resolution

Permissions for Time Movement

Who Can Move Time

Company-Level Setting:

  • Found in Settings → Company Settings
  • "Allow Time Movement Between Projects" toggle
  • When disabled, no one can move time (except as below)
  • SuperAdmins and Organization Managers can change this setting

User-Level Permission:

  • Found in Settings → Users → Edit User
  • "Can Move Time Between Projects" toggle
  • Only effective if company setting is also enabled
  • Admins can restrict specific users

Role-Based Access:

Can Always Move Time:

  • SuperAdmins (override user-level restrictions)
  • Organization Managers (override user-level restrictions)

Can Move Own Time (if permitted):

  • Users with both company and user permissions enabled
  • Can only move their own time intervals
  • Cannot move other users' time

Cannot Move Time:

  • Users where company setting is disabled
  • Users where individual permission is disabled
  • Users trying to move someone else's time
  • Anyone trying to move invoiced time

Permission Hierarchy:

Company Setting OFF → No one can move (policy)
Company Setting ON + User Setting OFF → That user blocked
Company Setting ON + User Setting ON → User can move
Admin roles → Override user settings (but not company policy)

Best Practices

Using Time Movement Responsibly

When to Move Time: ✅ Immediate correction after realizing mistake
✅ End-of-day review when wrong project was selected
✅ After clarification from project manager on task assignment
✅ When client confirms correct project for billable work

When NOT to Move Time: ❌ After time has been invoiced to clients
❌ To inflate hours on certain projects artificially
❌ Moving other users' time without authorization
❌ Making changes long after the fact without clear justification

Movement Guidelines:

Always Provide Reasons:

  • Include clear, honest explanations
  • Helps managers understand correction patterns
  • Supports audit reviews and compliance
  • Professional practice for transparent operations

Move Time Promptly:

  • Correct mistakes as soon as noticed
  • Easier to remember context when recent
  • Reduces billing complications
  • Maintains data accuracy

Review Movement Reports:

  • Managers should review Time Movement Log monthly
  • Identify users who need training or support
  • Spot patterns that indicate unclear project structures
  • Ensure no fraudulent activity

Train Your Team:

  • Educate on proper project selection
  • Review time tracking best practices regularly
  • Explain when and how to use time movement
  • Emphasize importance of providing reasons

Security and Compliance

How Audit Logging Protects Your Business

Fraud Prevention:

  • Complete audit trail makes unauthorized changes visible
  • IP address logging helps identify suspicious activity
  • Immutable logs cannot be tampered with
  • Regular review by management deters misuse

Compliance Support:

  • Audit logs support SOC 2, ISO 27001, and similar standards
  • Complete change history for regulatory audits
  • Timestamp and user identification for accountability
  • Permanent retention of all movement records

Data Integrity:

  • Database-level restrictions prevent log modification
  • Separate table ensures logs cannot be deleted with time intervals
  • Foreign key constraints maintain referential integrity
  • Automatic logging prevents human error or omission

Access Control:

  • Movement logs protected by permission system
  • Users can only view their own interval histories
  • Managers can view team-wide movement reports
  • Client portal does not expose audit logs

Troubleshooting

Common Questions and Solutions

Q: Why can't I see the Move button?

  • Check if company setting "Allow Time Movement" is enabled
  • Verify your user permission "Can Move Time" is enabled
  • Ensure you have access to the project
  • Confirm you're viewing your own time intervals

Q: Why can't I move this specific time interval?

  • Time might already be invoiced (check for invoice number)
  • You might not be the owner of that time interval
  • Destination project might be archived or deleted
  • Company or user permissions might be disabled

Q: Can I move someone else's time?

  • No - users can only move their own time intervals
  • SuperAdmins and Organization Managers can move any time in their team
  • Contact your admin if another user's time needs correction

Q: Can I undo a time movement?

  • Yes - simply move the time back to the original project
  • All movements are logged, so history is preserved
  • Provide reason for the undo for audit clarity

Q: Where can I see movement history?

  • Click the "Moved" badge on individual intervals
  • Or go to Reports → Time Movement Log for team-wide view
  • Managers can see all movements, users see only their own

Q: What happens to screenshots when time is moved?

  • Screenshots remain attached to the time interval
  • Screenshots move with the time to the new project
  • Screenshot visibility follows new project's permissions

Summary

The Time Correction feature with Audit Logging provides:

✅ Flexibility - Correct mistakes when they happen
✅ Accountability - Complete trail of who moved what and why
✅ Security - Immutable logs prevent fraud and unauthorized changes
✅ Compliance - Audit trail supports regulatory requirements
✅ Transparency - Management visibility into all time corrections
✅ Control - Hierarchical permissions enable precise access control

Use this feature responsibly to maintain accurate time tracking while ensuring complete transparency and accountability across your organization.

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