Time Entry Rules

Time Entry Rules allow administrators to configure when and how users can submit time entries against a Roster Position Instance (RPI) or independently. The Rules use pre-configured logic based on category, resource, roster, shift, and availability. These rules govern:

• Which Time Entry Categories are available.

• What data entry modes are required (Duration vs Timestamp).

• Other behavioural flags include break tracking and weekend entry permissions.

Important

When a Time Entry is created, the system attempts to find and apply the most appropriate Time Entry Rule based on the date, resource, and optional shift. If no applicable rule is found, the Time Entry cannot be submitted.

Each rule includes filters and behavioral flags to tailor the experience per business requirements.

Important

If a Time Entry is generated for a resource that is NOT of type “User”, then a Time Entry Rule is not applied to the Time Entry, and the record will be saved as is.

Create a New Time Entry Rule:

1. Navigate to PowerRoster App > Rosters > Time Management > Rules.

2. Select +New.

   

3. Fill in the required fields.

   Field	Description
   *Category	Determines the category of time being submitted.
   Approval Flow Definition	Associate the rule with an existing approval process.
   Date Range From	Set the date when the rule becomes active.
   Date Range To	Set the date when the rule expires.
   * Scope	Select the applicability: Global, Rostered, Resource, or Availability The Scope selection allows users to further specify the scope (This has been discussed further in this article).
   Rule Type	Roster, Persona, Shift Type, Resource, Availability Type – Used to filter which RPIs or resources the rule applies to.
   *Time Entry Mode	Select the method of duration entry required. Duration-based – User inputs the number of hours worked. Timestamp-based – User inputs start and end times.
   Enable Entry on Weekends	Allows the rule to apply to Saturdays and Sundays.
   Enable Break Tracking	Allows input of break duration.
   Default Break Duration	Prepopulates break duration. Note that this can be applied even if Break Tracking is disabled.

4. Click on Save.

Types of Time Entry Rules

Each Time Entry Rule includes a set of fields that define how Time Entries behave. There are two types of Time Entry Rules:

Non-Rostered Time Entry Rules

Non-Rostered Rules allow a resource to submit time without being scheduled for a shift (Roster Position Instance). These rules are applied when time entries are unlinked or when the Scope is configured for broader access.

• Applicable Scopes

  • Global – Rule applies to all resources in the environment. No link to Roster or Resource is required.

  • Resource – Rule applies to a specific Resource. Enables category access based solely on the resource identity. The criteria available is:

    • Resource

  • Availability – Rule applies to a specific Availability Type and/or Resource. The criteria available is:

    • Availability Type

    • Resource

• Rule Characteristics

  • Not linked to a Roster Position Instance.

  • Use fewer filters, providing simpler setup.

  • Ideal for ad-hoc work, training, or admin tasks.

Rostered Time Entry Rules

Rostered Rules enforce stricter criteria. Time Entry is only allowed when linked to a valid Roster Position Instance (RPI), based on filters defined within the rule.

• Applicable Scopes

  • Rostered – Rule is active when the Time Entry is linked to an RPI with optional filtering by:

    • Roster

    • Persona

    • Shift Type

    • Resource

  • Availability – Rule applies when the Time Entry is linked to an Availability-type RPI, and optionally filtered by:

    • Resource

    • Availability Type

• Rule Characteristics

  • Requires a valid RPI link

  • Can be tailored using combinations of filters

  • Enforces structure for scheduled work or leave

Troubleshooting

When Time Entry cannot be submitted, it's often due to misconfiguration or lack of applicable rules. It is important to check the following:

1. Is there a Time Entry Rule for the selected Date, Resource, and Shift (optional)?

   • If no rule applies, then the time entry is not allowed.

2. Does the Time Rule’s Scope match the Time Entry context?

   • E.g., a Rostered Rule will not apply if the Time Entry is unlinked from RPI.

3. Do filters like Persona, Shift Type, or Roster match the Time Entry’s linked RPI?

4. Is the Time Rule active based on its Date Range?

5. Are weekend entries allowed for that Time Rule (if the date falls on a weekend)?

6. Are breaks expected or configured incorrectly (Timestamp mode only)?

7. If an Approval Flow is required, is it configured correctly?