Timekeeping Tutorials

When timekeeping records are started or stopped on the desktop app, the following rules apply:

• Projects: If the logged-in user and the project’s resource differ, timekeeping records are linked to the resource, not the user.
• Production: If the logged-in user and the operator differ, timekeeping records are linked to the operator, not the user.

💡These tutorials explain how to create, stop, edit, approve, batch update and delete timekeeping records, and view locations and signatures.

How to View Timekeeping Records#

1. Navigate to Timekeeping.
2. Set any of the filters as required.
3. Click View (button).

How to Update Multiple Timekeeping Records (Batch Update)#

1. Navigate to Timekeeping.
2. Click Actions (button) > Batch Update.
3. Select the records you want to change by checking the boxes next to them or by using Ctrl + left-click.
   • Note: The checkboxes appear after Batch Update is clicked.
4. Select one of these options and fill in the adjacent field:
   • Status = Select a status from the dropdown list.
   • Reference = Enter a reference in the adjacent box.
   • Rate (Work) = Enter an hourly rate in the adjacent box.
   • Rate (Travel) = Enter a rate per kilometre in the adjacent box.
   • SM No. = Select the Service Type from the dropdown list and enter the number of the ticket in the adjacent box.
   • Trans No. = Select a Transaction Type and enter the document number in the adjacent box. The selected timekeeping records must already be linked to a transaction. Batch Update cannot link unlinked records to transactions (you can edit them one at a time instead).
5. Click Update (button).
   • Note: Update (button) is at the end of the Batch Update options. It appears only when Batch Update is active.
6. Confirm the change.

How to Show or Hide Timekeeping Notes#

1. View a list of timekeeping records.
2. Click Actions (button) > Show Notes.
   • Note: Show Notes is a toggle: it shows the notes if they are hidden and hides them if they show.

How to Create a Timekeeping Record for Travel#

1. Navigate to Timekeeping.
2. Click New (button).
3. Fill in the details on the popup as follows:
   1. Status Bar:
      1. Status = Change the status to Start.
      2. Status Bar = Enter a status note (optional).
   2. Type = Select one of these types, then click Save (button) to update the available options.
      • Production Tasks:
        • Transaction = Select a transaction from the dropdown list. The list shows transactions that have Active statuses and use production.
        • Task = Select a task from the dropdown list. The list shows tasks linked to the selected transaction that are Active and where you are selected as the operator.
      • Project Tasks:
        • Project = Select a project from the dropdown list. The list shows Service Manager tickets that are Active.
        • Task = Select a task from the dropdown list. The list shows those tasks under the selected ticket that are Active and that are allocated to you (that is, you are the resource).
      • Services = Select a service ticket from the dropdown list. The list shows active service tickets.
      • Transactions = Select a transaction from the dropdown list. The list shows active transactions that are assigned to you.
      • Unlinked: The timekeeping is not linked to a specific transaction or task.
   3. Tracking = Select Travel from the dropdown list.
   4. Click Save (button) to display the travel-related fields.
   5. Resource = Select a resource from the dropdown list (should be your username).
   6. Company = Select a customer or supplier from the dropdown list.
   7. Reference = Enter a reference or select one if there is a lookup list.
   8. Started: Filled in automatically with the time and date on which the timekeeping record was created.
   9. Odometer From = Enter the start odometer reading.
   10. Note = Enter a note if applicable (you can also enter notes before the record is stopped).
4. Click Save (button).

How to Create a Timekeeping Record for Work#

1. Navigate to Timekeeping.
2. Click New (button).
3. Fill in the details on the popup as follows:
   1. Status Bar:
      1. Status = Change the status to Start.
      2. Status Bar = Enter a status note (optional).
   2. Type = Select one of these types, then click Save (button) to update the available options.
      • Clock In: Used for Point of Sale (PoS). Links the user to the active till session.
      • Production Tasks:
        • Transaction = Select a transaction from the dropdown list. The list shows transactions that have Active statuses and use production.
        • Task = Select a task from the dropdown list. The list shows tasks linked to the selected transaction that are Active and where you are selected as the operator.
      • Project Tasks:
        • Project = Select a project from the dropdown list. The list shows Service Manager tickets that are Active.
        • Task = Select a task from the dropdown list. The list shows those tasks under the selected ticket that are Active and that are allocated to you (that is, you are the resource).
      • Services = Select a service ticket from the dropdown list. The list shows active service tickets.
      • Transactions = Select a transaction from the dropdown list. The list shows active transactions that are assigned to you.
      • Unlinked: The timekeeping is not linked to a specific transaction or task.
   3. Tracking = Select Work from the dropdown list if this field appears (it does not appear for Clock In).
   4. Resource = Select a resource from the dropdown list (should be your username).
   5. Reference = Enter a reference or select one if there is a lookup list.
   6. Company = Select a customer or supplier from the dropdown list if applicable.
   7. Started: Filled in automatically with the time and date on which the timekeeping record was created.
   8. Note = Enter a note if applicable (you can also enter notes before the record is stopped).
4. Click Save (button).

How to Stop a Timekeeping Record#

1. Navigate to Timekeeping.
2. Click the arrow on View (button) and select Today.
3. Right-click the timekeeping record that does not have a time in the To column and select Edit.
4. Click Edit (button).
5. Note = Enter a list of duties performed.
6. If Travel was selected as the Tracking option:
   1. Odometer To = Enter the closing odometer reading (the number of kilometres is calculated), or enter the number of kilometres in the Travel column (the closing odometer reading is calculated).
   2. kms @ = Enter the rate per kilometre: the rate you pay the user or the rate you charge the customer, depending on how you use it.
7. Click Actions (button) > Stop.
8. Change the status to Stop.

How to Unstop a Timekeeping Record#

1. Click Actions (button) > Unstop.

How to Edit Timekeeping Records#

1. Navigate to Timekeeping.
2. Set the filters as needed.
3. Click View (button).
4. Right-click the entry you want to edit and select Edit.
5. Click Edit (button).
6. If necessary, change the record’s status to one that allows editing.
7. Edit the record as needed.
8. Click Save (button).

How to Approve Timekeeping Records#

1. Navigate to Timekeeping.
2. Set the filters as needed.
3. Click View (button).
4. Right-click the entry you want to approve and select Edit.
5. Click Edit (button).
6. Change the status of the record to Approved.
7. Click Save (button).

How to View a Staff Member’s Location on Google Maps#

1. Edit a timekeeping record.
2. Click Actions (button) > View Geolocation on Google Maps.

How to Show the Timekeeping Signatures#

1. Edit a timekeeping record.
2. Click Actions (button) > Show Signature.
   • Note: Show Signature is a toggle: it shows the signatures if they are hidden and hides them if they show.

How to Delete a Timekeeping Record#

1. Do one of the following:
   • Edit a timekeeping record and click Actions (button) > Delete Timekeeping.
   • On a list of timekeeping records, right-click the record and select Delete.
2. Confirm the deletion on the popup.