Consultants and agencies
Calls and meetings away from the desk
Add the hour of a client call afterward, on the right project, with a reason that says why it was added by hand.
- All features
- Reports
- Manual Time
ReportsFree, Standard and Elite
Manual Time
Manual time tracking with a reason behind every entry
When the desktop timer wasn't running, Staffic lets members or admins add the time by hand with a project and a reason. Every manual add, and every deletion of tracked time, lands in the Manual Time report. It's for teams that want complete hours and a record of every change, on every plan.
- Free for up to 2 members
- No credit card
1/8Click Manual time
- Plans
- Every plan
- Who adds time
- Admins always, members when you allow it
- Each entry
- Project, time range and a required reason
- Longest entry
- 24 hours, never in the future
- Audit log
- Manual Time report, PDF or Excel export
- Where
- Web app: Timesheets > Daily
In short
What is Staffic Manual Time?
Staffic Manual Time is manual time tracking for the hours the desktop timer missed, such as a call away from the computer. A member or admin adds an entry with a project, a time range and a required reason. The Manual Time report logs it beside every deletion of tracked time. Admins decide whether members may add their own. It's on every plan.
How it works
From a missed hour to a logged entry
The desktop timer records most of the day. Manual time covers the rest, with a record of why.
- 01Open the daily timesheetClick Manual time on Timesheets, Daily. Members see the button when manual time is allowed.
- 02Fill in the entryChoose the member, project, task, date, time range and activity, and write the reason.
- 03Staffic checks itEntries over 24 hours, in the future or overlapping tracked time are refused.
- 04It's loggedThe time joins the member's timesheet, and the Manual Time report records the add with its reason.
Manual time tracking
Add the hours the timer missed
Open the daily timesheet, click Manual time and fill in one short form. Staffic checks the entry before it saves it.
Pick the member, project and task, the date and time range, and the activity level to record, then say why the time is being added. The reason is required.
- Up to 24 hours per entry
- No future times, and no overlap with time already tracked
- Activity is set on the entry, 80% unless you change it
Members can add manual time is one switch in Timesheets & approval. With it on, members add their own time, and roles with the Timesheets module in Access control can add time for others. With it off, only admins add time, for any member.
- One switch for the whole organization
- Admins can always add time for any member
- New organizations start with the switch on
Reports, Manual time lists each change by the day it was made: whose time it was, the project and task, Added or Deleted with the amount, and the reason. Time deleted on the daily timesheet, Screenshots or Recordings pages shows up here too, each with its reason.
- Added time in green, deleted time in red
- The date each change was made
- The reason for every change
Narrow the report to one project, several members and any date range. Export what's on screen to PDF or Excel for a payroll check or a client's question.
- Project filter
- Several members at once
- PDF or Excel with date, member, project, task, change and reason
Manual time counts in timesheets, Clock In/Out and reports like tracked time. With Timesheet Approval on, it waits for a manager on the Awaiting tab, and on Elite, hourly payroll pays it once approved.
- Counts toward time worked
- Shown in its own color on the Approval page
- Paid only after approval while approval is on
Showing The Add manual time form.
1/5Click Manual time
Control and privacy
Manual time with a paper trail
Hand-added time is allowed only where you allow it, and every change says why.
- Admins can add time for any member at any time
- Members add only their own time, and only while the setting is on
- Roles with the Timesheets module can add time for others while the setting is on
- Every manual entry and every deletion needs a reason
- The Manual Time report opens for admins and roles with the Reports module
- Manual time carries no screenshots, apps or URLs
Set it up
How to set up manual time in Staffic
Three steps on any plan.
Turn the Members can add manual time switch on or off. New organizations start with it on.
Settings › Timesheets & approval › Manual timeClick Manual time, fill in the form and give the reason.
Timesheets › DailyFilter by project, members and dates, and export to PDF or Excel.
Reports › Manual time
1Settings › Timesheets & approval › Manual time
Compare
Compare automatic vs manual time tracking
Most of your hours come from the desktop timer. Here is how a manual entry differs.
Swipe the table to compare
| Compare | Manual timeThis page | Desktop timerTracked automatically |
|---|---|---|
| Starts with | A form on the daily timesheet | Starting the timer in the desktop app |
| Activity level | Chosen on the entry, 80% by default | Measured from keyboard and mouse |
| Screenshots, apps and URLs | None | Recorded while the timer runs, by plan |
| Reason | Required | Not needed |
| In the Manual Time report | Every entry | Only when tracked time is deleted |
| Plans | Every plan | All plans, including Free |
| Link | You are here | Desktop timer |
Specs and terms
Manual Time at a glance
The facts behind the feature, and what each number on the Manual Time page means.
Specifications
- Plans
- Every plan
- Add from
- Timesheets > Daily, Manual time
- Required
- Member, project, date, time range and reason
- Optional
- Task and time zone
- Activity
- Set on the entry, 80% by default
- Longest entry
- 24 hours
- Limits
- No future times, no overlap with tracked time
- Setting
- Settings > Timesheets & approval > Manual time
- Report
- Reports > Manual time: every add and deletion with its reason
- Report filters
- Project, several members, date range
- Export
- PDF or Excel
- Change in TimesheetAdded 1 h 00 m
- The report column with the amount added by hand, or deleted from tracked time.
- Edited On31-10-2025
- The day the change was made, which can differ from the day the time belongs to.
- Reasonwas server down
- What the person gave when adding or deleting the time. Staffic requires one.
- Activity80%
- The activity level recorded for a manual entry, chosen on the form.
Who it’s for
A manual time tracking app for the hours off the timer
For teams whose work doesn't all happen at the computer.
Managers
Fix a forgotten timer
When someone forgot to start the timer, an admin adds the time for them, and the Manual Time report shows it was added by hand.
Payroll on Elite
Approve hand-added hours
With Timesheet Approval on, manual time waits for a manager like tracked time, so nothing added by hand is paid unchecked.
Customer stories
What our users say
Stop juggling tools. Staffic gives your team time tracking, projects, payroll and performance analytics in one platform.
Try Staffic for free“Staffic.io brings transparency without micromanagement. Our team feels trusted, and productivity has never been higher.”
Pricing
How much does Staffic Manual Time cost?
Manual Time is included on every plan, Free included. You pay per active user only when your team grows past 2 members.
Compare every planFree
For freelancers and small teams, up to 2 members
$0forever
Get started free
No card needed.
Includes Manual TimeEvery core feature, for teams of up to 2 members.
Standard
Everything in Free, without the 2 member limit
Offer price until October 30, 2026, then $7.50
Start 7-day free trial
Card at checkout. Cancel within 7 days and pay nothing.
Includes Manual TimeEverything in Free without the 2 member limit.
Elite
For organizations running payroll, billing and approvals
Offer price until October 30, 2026, then $10
Start 7-day free trial
Card at checkout. Cancel within 7 days and pay nothing.
Includes Manual TimeEverything in Standard, plus Screen Recordings, Invoices, Clients and 1 more.
Prices in USD per active user. Billed monthly, Standard is $9.50 and Elite is $13 per user.
What is manual time tracking?
Manual time tracking means entering hours by hand instead of recording them with a running timer. In Staffic it fills the gaps the desktop timer missed: a member or admin adds the date, time range, project and a reason, and the entry counts in the timesheet like tracked time.
Is Staffic a manual time tracker?
Partly. Staffic's desktop timer is one members start and stop themselves, so if you want time tracking software with a manual timer, that's how it works. On top of it, manual time lets people type in the hours the timer missed, each with a reason.
Automated time tracking vs manual timers: which should my team use?
Use both: let the timer record the work and keep manual entries for the gaps. While the Staffic timer runs, it measures activity from keyboard and mouse and can take screenshots. A manual entry has none of that, only an activity level someone chose, which is why each one needs a reason and shows in its own report.
What are the challenges in manual employee time tracking?
The main challenges in manual employee time tracking are memory and trust: hours typed in later get rounded, forgotten or disputed. Staffic limits that in four ways. It requires a reason for every entry, refuses overlaps and future times, caps each entry at 24 hours and lists every change in the Manual Time report.
Who can add manual time in Staffic?
Admins can add manual time for any member on every plan. Members can add their own only while Members can add manual time is on in Timesheets & approval. While it's on, roles with the Timesheets module in Access control can add time for others too.
Can I stop members from adding manual time?
Yes. Turn off Members can add manual time in Settings, Timesheets & approval, Manual time, and members no longer see the Manual time button. Admins can still add time, so a forgotten timer can be fixed without switching the setting back on.
Does manual time need approval?
Only when Timesheet Approval is on, which works on every plan. Manual entries then wait on the Awaiting tab with tracked time, in their own color, and on Elite, hourly payroll pays them once a manager approves. With approval off, manual time counts as soon as it's saved.
Can I export manual time reports by member and project?
Yes. On Reports, Manual time, filter by one project, several members and any date range, then export to PDF or Excel. The Excel file lists the date, member, project, task, change in timesheet and reason for each entry.
How much does it cost to use Manual Time?
Every plan includes Manual Time. Free covers up to 2 members. Standard is $7.50 per user per month billed yearly ($3.80 during the current offer, until October 30, 2026) or $9.50 billed monthly, and Elite is $10.00 per user per month billed yearly ($4.80 during the current offer, until October 30, 2026) or $13.00 billed monthly.
Explore more
Explore more features
Daily Timesheet
Staffic's daily timesheet shows one member's tracked sessions for a day on a timeline, with project, task, start and end times and the day's total.
Timesheet Approval
Approve or reject each member's tracked and manual time day by day, so hourly payroll pays only the hours you signed off.
Automatic Time Tracking
Once a member starts the desktop timer, Staffic records time, keyboard and mouse activity, apps and URLs, and fills their timesheets.
Timekeeping Software
Staffic keeps a record of hours you can pay from: tracked sessions, every manual change with its reason and each approval, plus payroll on Elite.
Free for up to 2 members
See the work, not just the hours.
Create your workspace, invite your team, and the first timesheet builds itself.
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