How to log hours for a crew member who missed a shift

A Site Manager or Admin can log a diary entry for a crew member who couldn't record their own shift. Open the diary form, change For from yourself to the crew member, then pick the site, date and hours. The entry reads "Logged by [you] for [crew member]" everywhere it appears, so the record stays honest about who entered it.

Site Managers can do this for crew on the projects they manage. Admins can do it for crew on any active project. Site Crew can only log for themselves.

When to use it

A phone dies at smoko, or someone knocks off and forgets to log the day. Instead of every missed day going back to the office, the Site Manager on that job can put the hours in.

How to log a shift for someone else

1. Open the diary form. Tap Log site diary on Site diaries (or on Home, if your business enters hours in the diary).
2. At the top of the form, change For from Me to the crew member. A Site Manager's list shows active crew on the projects they manage. An Admin's list shows active crew on any active project. Admins aren't in the list. You'll see a note that the entry will say you logged it.
3. Pick the Project. The list narrows to the sites that person is assigned to, so you can't file their hours against a job they weren't on.
4. Set the Date. Past days are fine. Future dates aren't accepted.
5. Set Hours worked, in 15-minute steps up to 12 hours.
6. Add a description if it helps.
7. Tap Submit entry. The confirmation names the crew member the entry was logged for.

There's no Photos section when you log for someone else, and no location is recorded. You weren't standing where they were, so the entry doesn't pretend you were. The entry never shows as On site.

What the entry looks like

The diary list, the entry itself and its History all say Logged by [you] for [crew member]. The crew member can see the entry and its history too.

An entry you log for someone is never marked No check-in. That mark is for days a crew member typed in themselves without a shift behind it. Yours was entered by someone else, on purpose, and says so.

"Possible duplicate"

If your entry sits beside another entry for the same person on the same day, Foreman marks both rows Possible duplicate. It doesn't delete either one. It's asking you to check whether the same shift has been counted twice, for example if the crew member logged it themselves later that night.

Open both, decide which one is right, and fix or remove the other. A Site Manager can correct hours and dates. Only an Admin can delete an entry.

This flag only appears on pairs that include an entry logged on someone's behalf. Two ordinary entries a crew member logged themselves on the same day aren't flagged, because splitting a day into blocks is normal.

"Check out first to log this shift."

If the crew member is checked in somewhere right now, Foreman won't let you log an entry for them. You'll see "Check out first to log this shift." Their open shift will create its own entry when it ends, and a second one would count the same hours twice. Wait for them to check out, or for the shift to close itself after 12 hours.

Fixing a shift that closed itself

If a crew member forgot to check out, their shift closes automatically after 12 hours with no hours recorded. It shows "Hours missing: no check-out" instead of a number. You don't need to log a new entry. Open that entry, tap Edit, set the real hours and tap Save changes. The change is recorded in its history. See editing a diary entry.

Good to know

• You can't use For to log for yourself. Pick Me for your own day.
• If you stop managing a project, you can no longer change its entries, but your past changes stay in their history.
• Admins can also create entries for crew through an AI assistant connected to Foreman. See Foreman's AI and MCP connection.

For how the check-in side works from the crew's end, see check in and check out.