Add Timecards for Direct Reports

[Mueller]

I want my leaders to be able to add timecards to timesheets on behalf of their direct reports. Is this possible?

[DanielJ43996773]

Hello @Mueller how are you??

So..

Yes, this is possible in ServiceNow, but not fully enabled out-of-the-box without the proper roles and configuration.

By default, time entry is restricted so users manage their own timesheets, but you can allow managers (leaders) to create/edit time cards for their direct reports with the right setup.

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1. Required Roles

Managers will typically need roles such as:

• timecard_admin (full access)
  or
• timecard_user + additional elevated permissions

If you want controlled access (recommended), avoid giving full admin and instead extend permissions via ACLs.

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2. Manager Access Logic (Best Practice)

To allow leaders to act only for their direct reports, you should:

• Use the manager field on sys_user
• Create or update ACLs on:
  • time_card
  • time_sheet

Example condition/script:

• Allow access if:

  current.user == gs.getUserID()
  OR
  current.user.manager == gs.getUserID()

This ensures:

• Users manage their own time
• Managers manage their team only

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3. Timesheet Policy Configuration

Check:

Time Card → Administration → Properties / Policies

Make sure:

• Editing is allowed after submission (if needed)
• Time cards can be created for other users (this may require customization depending on your version)

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4. UI / UX Consideration

Out-of-the-box UI does not strongly support managers creating timecards for others directly from the standard timesheet view.

Common solutions:

• Create a custom module or UI action:
  • “Create Timecard for Employee”
• Or use a list view of time_card filtered by team
• Or build a Workspace / Catalog / UI Page

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5. Alternative Approach (Recommended)

Instead of forcing it into the standard UI:

• Build a custom experience:
  • Manager selects employee
  • Creates timecards on their behalf
• Enforce validation rules via Business Rules

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Summary

Yes, it is possible, but requires:

• Proper roles (or custom ACLs)
• Manager-based access logic
• Likely UI adjustments for a good user experience

Out-of-the-box behavior is limited to self-service, so enabling manager delegation is typically a controlled customization.

If this answer helps, please mark it as helpful and consider it as a solution.

Regards,
Dan