How to edit Timeclock records in VICIdial

Editing a Timeclock record means correcting the login or logout time on a single shift after the fact, usually because someone forgot to clock out or a shift was logged wrong. The Timeclock is the built-in feature that records when each VICIdial user is on and off the clock, and a manager can adjust a finished record by hand from two places in the admin interface.

Where you edit a record

There are two screens that let you open a Timeclock record for editing. The first is the User Status page, which you can reach from the Real-time screen, from the User Modification page, or from the User Stats page. The User Status page shows whether a user is currently clocked in, when they logged in, and gives you the option to force them in or out of the Timeclock. The second screen is the User Stats page, and it is the one most managers use day to day.

On the User Stats page, pick the date range at the top and click submit, then scroll to the TIMECLOCK LOGIN/LOGOUT TIME section. Each record has a Timeclock ID. Click the ID of the record you want to change and you land on the record edit screen, where you can change the Login and Logout times and add a note explaining why. Every edit should have a note; it is the only record of who changed what and the reason.

The edit flow step by step

flowchart TD
  A[Open User Stats page] --> B[Pick date range and submit]
  B --> C[Find Timeclock LOGIN LOGOUT section]
  C --> D[Click the record ID]
  D --> E[Change Login or Logout time]
  E --> F[Add a note]
  F --> G{System validates?}
  G -- Valid --> H[Submit enabled]
  G -- Invalid --> I[Submit blocked]

The flow is the same whether you came in from the User Status page or the User Stats page. You open the record, change a time, write a note, and try to submit. The system runs a check before it will let the Submit button work, and that check is where most editing problems show up.

What the system rejects

When you change a Login or Logout time, VICIdial validates the new values, and if they do not pass, the Submit button stays inert. Three things will fail the check.

• A date that is not formatted properly. The fields expect a real, well-formed date and time; a typo or the wrong format will not save.
• A logout time that falls before the login time. A shift cannot end before it starts, so the system refuses it.
• A logout more than 24 hours after the login. No single Timeclock record may be longer than 24 hours, so any edit that would stretch a shift past a day is blocked.

If your edit refuses to save, one of those three is almost always why. Fix the value so the record is a real, under-24-hour span and the Submit button comes back to life.

Records you cannot edit yet

A record can only be changed once it has both a login and a logout. If the Agent is still clocked in, the active record is open-ended and cannot be touched until they log out. The longer story of that limit, and the other reasons an edit can be refused, is in why you cannot edit a Timeclock record. If you want the full picture of how the Timeclock fits into the rest of the system, the Timeclock overview ties it together.

Where your edits are preserved

Every change you make lands in the active log, which is the working copy of each record. There is a second, separate audit log that keeps the original values untouched, so an edit never erases history. The difference between the two, and why one of them can never be altered, is covered in the Timeclock audit log. Because edits show up alongside the agent's other activity, the User Stats page also lists Disposition totals and pause logs keyed to each Pause code, so you see the corrected shift in context.

For the broader workflow these records feed into, including scheduled work and how the same screens are used elsewhere, see the scheduled callbacks and timeclock guide.

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