Enable timecard editing by giving managers permission in UKG WFM settings

Timecard editing in UKG Workforce Management (UKG WFM) is not turned on by default. You have to grant permission to specific user roles — usually managers — through the system's security settings. The steps differ slightly depending on whether you are using UKG Dimensions or UKG Ready, but both follow the same principle: you navigate to user roles, find the timecard module, and check the box that allows editing rather than viewing only.

Without this permission enabled, managers can see timecards but cannot change hours, add notes, or approve entries. Employees cannot edit their own timecards at all unless you separately grant that permission. This matters because payroll depends on accurate timecard data, and the wrong person editing the wrong timecard can create compliance problems.

Key Takeaways

  • Timecard editing requires you to assign permissions through user roles in UKG WFM; it is not automatic when someone becomes a manager.
  • You can allow managers to edit timecards, allow employees to edit their own, or both — each requires a separate permission setting.
  • The permission lives in the security or role management section of your UKG WFM setup, not in the timecard module itself.
  • After you enable editing, managers should understand which fields they can change (usually hours and notes) and which are locked (clock-in and clock-out times in some configurations).

Where to find timecard editing permissions in UKG WFM

Log into UKG WFM as an administrator. Go to Setup or Administration (the exact label depends on your version), then select Security or User Roles. You will see a list of existing roles — Manager, Supervisor, Employee, or custom roles you have created.

Click on the role you want to grant editing permission to. A list of modules and features will appear. Look for Timecard or Time and Attendance. Next to it, you will see options like "View Only," "Edit," or "Full Access." Select Edit or the equivalent option that allows changes. Save the changes. Any user assigned to that role will now be able to edit timecards.

Separate permissions for managers and employees

UKG WFM lets you control who can edit what. You might want managers to edit any employee's timecard but prevent employees from editing their own. Or you might allow both. These are two different permissions.

To let managers edit employee timecards, follow the steps above and assign Edit permission to your Manager role. To let employees edit their own timecards, create or modify an Employee role and assign it the same Edit permission on the Timecard module. Some organizations use a third approach: employees can edit their own timecards, but only before a manager approves them. Check your role settings to see whether there is an "Edit Own Timecard" option separate from "Edit All Timecards."

What managers can and cannot change after editing is enabled

Once you enable timecard editing, managers can usually change total hours, add or edit notes, and change the timecard status (such as marking it submitted or approved). They cannot normally change the actual clock-in and clock-out times that came from a time clock or mobile app — those are locked to prevent fraud. If a time entry is wrong, the manager typically has to delete the entry and let the employee re-enter it, or contact your payroll team to override it.

Some UKG WFM configurations allow managers to manually enter hours for employees who forgot to clock in or out. This is usually a separate permission called "Manual Time Entry" or "Add Time." Check your role settings to see whether this is turned on. If a manager needs to change clock times themselves, that usually requires administrator access or a special override permission that you should grant carefully.

Testing the permission after you enable it

After you save the role change, log out and log back in as a user with that role — or ask a manager to test it. Have them navigate to a timecard and try to edit a field. If the Edit button is greyed out or missing, the permission did not take effect. This can happen if the user was already logged in when you made the change; they may need to log out and back in for the new permission to load.

If editing is still not working, check that the user is actually assigned to the role you modified. Go back to Setup > Users or People, find the user, and confirm their role is set to Manager (or whatever role you granted permission to). If the role is correct and editing still does not work, contact UKG support or your system administrator — there may be a configuration issue specific to your instance.

Audit and approval workflows after editing is enabled

Enabling editing does not automatically create an approval process. You can edit timecards without anyone reviewing them unless you set up a separate workflow. UKG WFM has approval features — you can require a manager to approve a timecard before it goes to payroll, or require an employee to submit it first. These are separate from the edit permission.

If you want to track who changed what on a timecard, UKG WFM keeps an audit log. Go to Reports and look for Timecard Audit or Change Log. This shows which user made which change and when. It is a good idea to review this periodically if multiple people are editing timecards, especially if you are in an industry with wage and hour rules that require documentation.

Common mistakes when enabling timecard editing

The most common mistake is enabling editing on the wrong role. If you enable it on the Employee role but your managers are assigned to the Manager role, managers still will not be able to edit. Always check that the person who needs to edit is assigned to the role you modified.

Another mistake is assuming that enabling editing also enables approval. It does not. A manager can edit a timecard and it can still sit in "Draft" status and never reach payroll. Set up an approval workflow separately if you need one. Finally, do not grant full editing permission to roles that do not need it. Limit editing to managers and supervisors unless there is a specific reason for employees to edit their own timecards.

Frequently Asked Questions

Can I let employees edit their own timecards but not other employees' timecards?

Yes. Look for an "Edit Own Timecard" permission separate from "Edit All Timecards." If your UKG WFM version has this option, assign it to the Employee role. If not, granting Edit permission to the Employee role will let them edit any timecard they can see, so you may need to restrict their view separately.

What happens if I enable editing but do not set up an approval workflow?

Timecards can be edited and changed without anyone reviewing them. They will still go to payroll unless you have a separate rule that blocks them. If you want oversight, set up an approval step where a manager must review and approve before payroll processes the timecard.

Do clock-in and clock-out times stay locked even after I enable editing?

Usually yes. The actual times recorded by a time clock or app are typically locked to prevent tampering. Managers can usually edit total hours and notes, but not the original punch times. If you need to change a punch time, you may need administrator access or a special override permission.

How do I know if the permission change took effect?

Have a manager log out and back in, then try to edit a timecard field. If the Edit button appears and works, the permission is active. If it is still greyed out, check that the user is assigned to the correct role and that you saved your changes.

Can I see who edited a timecard and when?

Yes. Go to Reports and look for Timecard Audit or Change Log. This shows every edit, who made it, and the timestamp. Use this to track changes if you need a record for compliance or payroll verification.