Overview
Mobaro Timesheet entries can be edited or deleted at any state — Awaiting Approval or Approved — and Mobaro never locks past entries. Users can correct or remove their own entries, and admins can correct or remove any entry. The behavior that matters most is the auto-approval rule: when an entry is edited, the editor's permission level decides whether the entry stays Approved (or becomes Approved) or reverts to Awaiting Approval for another review pass.
Why this matters: Knowing exactly what an edit or delete will do — re-approve, revert to Awaiting, remove permanently — keeps Timesheet data trustworthy. Surprises here lead to entries quietly slipping back into the review queue or vanishing from a payroll export without anyone noticing.
Required access:
Users can edit and delete their own Timesheet entries at any state.
Super Users and Users with the Timesheets: Administrate Role can edit and delete any Timesheet entry, regardless of who created it.
The auto-approval rule
Critical: Every edit triggers an approval-state recalculation based on who's editing. Read this once and remember it — it's the single most important behavior in the Timesheets module.
If a User with Timesheets: Administrate (or a Super User) edits an entry, the entry is auto-approved on save. It becomes Approved if it wasn't already, and stays Approved if it was.
If a User without Timesheets: Administrate edits an entry — including their own — the entry returns to Awaiting Approval on save. A previously Approved entry is reverted and must be approved again.
Practically, this means:
Admin corrections are self-completing. An admin who edits an entry doesn't need a separate Approve click — the save itself approves.
User corrections always re-trigger review. Even if a manager already approved an entry, a User editing it sends it back to the queue. Plan for that — don't promise a User they can "just tweak it" post-approval without a re-approval cycle.
Edit cycles never lock. An entry can move between Awaiting and Approved any number of times based on who edits it.
Editing your own entry (as a User)
Users can edit any Timesheet entry they created, at any state. The fields available to edit:
Description — the free-text label on the entry.
Entry Type — the category selected at submission.
Start time and End time — the time bracket the entry covers.
From the mobile app
Open the Assignment that contains your entry.
Open the Timesheets view on the Assignment.
Select your entry and tap edit.
Update the fields and save.
From the Mobaro Backend
Navigate to Assignments or Timesheets in the Mobaro Backend.
Locate your entry (filter by your User if you're using the Timesheets list).
Open the entry and update the fields.
Save.
Note: If your entry was previously Approved, your edit will revert it to Awaiting Approval. Let your manager know so they can review and re-approve before any payroll or billing export.
Editing any entry (as an admin)
Super Users and Users with Timesheets: Administrate can edit any Timesheet entry — their own or anyone else's, at any state.
In the Mobaro Backend, navigate to Timesheets.
Filter to the entry you want to edit (by User, date, or approval state).
Open the entry and update the fields.
Save. Per the auto-approval rule, the entry is now Approved.
Best practice: When an admin edits another User's entry, leave a quick note in your team's standard channel (or on the Assignment) explaining what changed and why. The audit trail in Mobaro doesn't capture intent, and Users may otherwise wonder why their submitted entry now reads differently.
Editing an Approved entry
Approved entries are not locked. They can be edited at any time — but the auto-approval rule still applies, and the consequences are different from editing an Awaiting entry:
Editor | What happens to the entry |
Admin (Super User or Timesheets: Administrate) | Stays Approved. The edit is treated as a re-approval. |
Non-admin User (typically the entry's creator) | Reverts to Awaiting Approval. An admin must approve again. |
Heads up: If an Approved entry has already been included in an export (payroll, billing, audit snapshot), editing it doesn't update the exported file — the export is a snapshot in time. Re-export after the edit if downstream consumers need the current data.
Deleting an entry
Deletion is available at any state and removes the entry from Mobaro. There is no native restore.
Users can delete their own entries — Awaiting or Approved.
Admins can delete any entry, regardless of creator or state.
From the Mobaro Backend
Navigate to Timesheets (or open the Assignment that contains the entry).
Select the entry.
Click the delete action and confirm.
Critical: Deletion is permanent. Once an entry is deleted, the data is gone — Mobaro doesn't keep a soft-delete copy. If you're unsure whether an entry should be removed entirely, edit it (correcting the description or duration to reflect what actually happened) instead of deleting.
Logs are never locked
Some time-tracking systems lock entries once a pay period closes or a payroll export runs. Mobaro does not. An entry from any past period can be edited or deleted by an authorized User at any time, with the auto-approval rule applying as usual.
Why this matters: This is a flexibility-vs-safety trade-off. Mobaro favors flexibility — corrections to historical entries are always possible. The trade-off is that your team owns the discipline: don't let post-export edits drift the source of truth out of sync with payroll or billing systems. Build a process for re-syncing if a historical entry has to change.
Best practices
Have an admin make the edit when timing matters
If an entry needs correcting between approval and a payroll/billing cutoff, having an admin make the edit (which auto-approves) avoids a re-approval round-trip and the risk of missing the cutoff.
Communicate admin edits
When you edit another User's entry as an admin, drop a quick note in your standard team channel. Users seeing their own submitted entries change without explanation lose trust in the system.
Prefer edit over delete-and-recreate
If a duration or description is wrong, edit the entry. Deleting and asking the User to re-create wastes time and breaks any reference to the original entry ID in downstream exports or audit logs.
Document changes to historical entries
If you edit or delete an entry from a past pay period or billing cycle, log what changed and when in your team's reconciliation log. This is your audit trail, since Mobaro doesn't currently surface a per-entry change history.
Best practice: Treat edits to Approved entries as a deliberate workflow, not a routine action. They imply downstream re-syncs (re-export to payroll, re-issue an invoice, refresh a dashboard). Build the habit of asking "what does this change downstream?" before saving.
Anti-patterns to avoid
Watch out for these habits, which create silent operational pain:
Editing a User's entry without telling them — Users may not realize the entry now reads differently and will re-submit or duplicate.
Letting Users "just edit" Approved entries without a clear process — every such edit reverts to Awaiting and creates re-approval work, often discovered too late in the cycle.
Deleting instead of editing when the work was real but the entry has the wrong label or duration. Edits preserve audit context; deletes erase it.
Editing exported entries without re-syncing downstream — payroll, billing, and BI dashboards don't automatically refresh when a Mobaro entry changes after export. The discrepancy will surface as a reconciliation problem later.
Assuming logs are locked at period-end — they're not. Build the discipline that Mobaro depends on; don't expect the system to enforce it.
See also
Approving and rejecting Timesheet entries — for the approval lifecycle and the un-approve action.
Reporting and exporting Timesheets — for what edits to exported entries imply for downstream data.
Create a Timesheet Entry — the source flow for any entry that can later be edited.
Creating a Timesheet Entry Type — the Entry Types Users can switch between when editing.
Frequently asked questions
Q: Can a User delete an entry they've already submitted?
A: Yes, if they have the Timesheets: Administrate Role. Users can delete their own entries at any state — Awaiting or Approved. Deletion is permanent.
Q: If an admin edits a User's Awaiting entry, does the User know?
A: Mobaro doesn't surface an automatic notification for admin edits. Communicate the change through your team's standard channel so the User isn't surprised by a different description, time, or Type than what they submitted.
Q: I edited an entry as an admin but I'm not sure it auto-approved. How do I check?
A: Open the Timesheets list and filter to the entry. Its state column will show Approved if the auto-approval rule fired correctly. If you somehow see Awaiting, your Role may not include Timesheets: Administrate — confirm with a Super User.
Q: Can I undo a delete?
A: No. Deletion is permanent — there is no native restore. If the entry needs to come back, the User has to re-create it.
Q: I'm a User. If I edit my Approved entry, does it stay approved?
A: No. Per the auto-approval rule, a non-admin edit reverts the entry to Awaiting Approval. Your manager will need to approve it again.
Q: Are there any fields on a Timesheet entry I can't edit?
A: The Assignment context are typically fixed once the entry exists. Editable fields are the User, Description, Entry Type, and Start/End times. To change the User or move time to a different Assignment, delete and re-create.
Q: We just exported Timesheets to payroll. Can entries from that period still be edited?
A: Yes — Mobaro doesn't lock past entries. If an entry from an exported period is edited or deleted, your payroll record won't update automatically. Build a reconciliation step in your process so post-export changes are caught and resolved before the next cycle. See Reporting and exporting Timesheets for the export side of this workflow.