How to Resolve the "Time Record Overlapped" Error Message on a Timecard
A time record overlap error occurs when two time entries conflict, such as when shifts or breaks overlap. This can disrupt accurate time tracking and payroll. In this guide, we’ll walk both employees and managers through how to fix a time record overlap error in guHRoo, ensuring all time entries are accurate and error-free.
Why does the overlap error happen?
The system does not allow overlapping time entries for the same period. If you try to add or edit a time entry that overlaps with another existing record, you will receive a “Time record overlapped” error message. This means you’ll need to adjust the new or existing entry to resolve the conflict.
Most commonly, the conflicting entry will be the one immediately before or after the time you’re trying to add or edit.
Example:
If an employee has two time records that are close together and tries to change the start time of the second entry (e.g., from 3:03 pm to 2:03 pm), this change would overlap with the first entry, triggering an error.
If the employee tries to change the start time for the second entry from 3:03 pm to 2:03 pm, that will put the start time into the middle of the first record, and they will receive an overlapping record error message.
How to fix this
The employee has three options to solve this issue:
Option 3 is the recommended method.
Option 1: Choose a Different Start Time
- Select a different start time for the second entry that does not conflict with the first entry.
Option 2: Request an Edit for the First Entry
- Request an edit to change the end time of the first entry.
- Once your manager approves the change, you can then request the desired start time for the second entry.
- Note: You must wait for your manager to approve the first request before adjusting the second entry.
Option 3 (Recommended): Delete and Re-add the First Entry
- Delete the first time entry and re-add it as a new request.
- You can then request the changes to the second entry without waiting for manager approval. This method allows you to fix both entries at once.
Additional Notes:
A common cause of the overlap error is when an employee forgets to clock out and doesn’t request an edit for that end time. For example, if the clock-out time was missed on a Tuesday evening and the timer continued running until Thursday at noon, you will get an overlap error when trying to add time for Wednesday or Thursday morning. The Tuesday entry must be fixed before adding any new time records.
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