Setup

You will need the Timesheets module turned on in your workspace. If you do not see this in your main menu, reach out to [email protected].

You will also need the following permissions in your security group:

Can change site configuration settings.
Can create, update and delete user accounts.
Can change technician labour rates.
Can view technician pay rate.

Click here to learn about permissions and security groups.

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How to set up Allowances

1. Navigate to Control Panel > Allowances and check the box Enable allowances.

2. Make changes to the default allowances or add new ones by providing the key and value in the same format, keeping the first line allowances: intact.

allowances:

- key: meal

value: Meal Allowance

- key: travel

value: Travel Allowance

3. Click Save.

How to set up Business hours

Navigate to Control Panel > Business hours, set Start and End times for each day, or tick Closed.

How to set up Individual rates

Set up default and individual cost rates for field users to track actual labour costs on tasks.

1. Navigate to Control Panel > Individual rates, then provide the Default technician cost rate (used when there is no individual rate) and click Save.

2. Click Update on the individual field user on the list, then provide Rate and click Update Rate.

How to add, update or delete Rate Multipliers

Create rate multipliers to manually adjust timesheet session costs on tasks or during timesheet approval, helping reflect actual pay rates like double time.

1. Navigate to Control Panel > Rate multipliers, then click + Add or Update/Delete on the existing multiplier.

2. Provide the Name and Multiplier (up to 4 decimal points) and click Create Multiplier or Update Multiplier.

How to add or edit a Task session types

Session Types categorise timesheet entries, such as Leave, Toolbox Meetings, Travel or Work. Performing Task and Travelling are default session types and should not be modified.

1. Navigate to Control Panel > Task session types and click + Add to create a new session type or the pencil inside a square icon to edit existing ones.

2. Complete the following fields:

Label: The name of the session type displayed on the web and the app.
Key: The system field used to identify the session type, auto-generated from the name in lowercase with underscores.
Is Active: Indicates whether the session will appear is active.
Colour: Select a colour from the dropdown to visually differentiate the session type on the scheduler.
Verb: Text to describe action, e.g. "Performing" or "Travelling to"
Order: Order relative to other types.
Is Work: Check the box if the session should count towards the technician’s worked hours. For example, leave does not count, but performing a task does.
Is Taskable: Check the box to make the session taskable, allowing technicians to select it when working on a task.
Is On Site: Check the box to indicate the technician is onsite during the session, which assist with reporting on productivity levels.
Show on scheduler: Check the box to show the session on the appointment scheduler, recommended for sessions like leave or lunch that affect task scheduling.