What You'll Learn
This article explains what Timesheet licenses are, how they work, who needs them, and how they differ from standard Field licenses in Uptick.
Overview
Uptick offers a Timesheet Only license as a cost-effective alternative to full Field licenses for team members who only need to track their time on site. This license type is perfect for apprentices, trainees, or engineers working on major projects who don't need full access to Uptick's field functionality.
What is a Timesheet License?
A Timesheet Only license is a limited-access license that allows users to track time spent on tasks without providing full field technician capabilities. It's designed specifically for users who need to record their hours for payroll and job costing purposes but don't need to perform inspections, create defects, or complete other field work.
Key Features
Time Tracking
Start and stop session timers against assigned tasks
Track time spent on site with supervising technicians
Allocate time to specific jobs for accurate costing
View and submit timesheets via the mobile app
Task Visibility
View assigned tasks in the 'Tasks' tab
See task details including property, scope of works, and due dates
Access today's and tomorrow's appointments from the dashboard
Use the calendar to view future scheduled appointments
Mobile App Access
Download and use the Uptick Workforce app on iOS or Android
Access limited functionality: Tasks, Timesheet, and About tabs only
Submit timesheets directly from the mobile device
Scheduler Integration
Appear on the web Scheduler alongside other technicians
Can be scheduled for tasks by office staff
Visible in the scheduler calendar view
What Timesheet Users Cannot Do
Perform or complete work - Cannot mark tasks as performed or completed
Add new assets to properties
Create or manage defects on assets
Respond to prompt questions on inspection tasks
Access floorplans or product catalogue
View the scheduler in their mobile app (no calendar view)
Create defect quotes or service quotes
Access Purchase Orders or authorization sections
Preview or publish service reports
Manage allowances in timesheets
View client information (except public property contacts)
Who Needs a Timesheet License?
Ideal For:
Apprentices who accompany qualified technicians on site
Trainees learning the trade under supervision
Engineers on major projects who don't perform routine maintenance or repairs
Site supervisors who need to track time but don't perform technical work
Part-time or casual staff who only need time tracking capabilities
Project-based workers temporarily assigned to specific contracts
Not Suitable For:
Technicians / Engineers who need to complete inspections
Staff who create defects or quotes in the field
Users who need to add assets during installations
Anyone requiring full field functionality
Pricing
Timesheet License Cost:
Pricing can be viewed in the License Manager in your control panel or you can contact [email protected] for more information.
Important Billing Information:
Charges are based on usage, not just activation
The charge applies when the user signs into the app or portal for the first time after the license is enabled
If you enable the license but the user never logs in, you won't be charged
Comparison: Timesheet License vs Field License
Feature | Timesheet License | Field License |
Start/stop time tracking | ✓ | ✓ |
View assigned tasks | ✓ | ✓ |
Submit timesheets | ✓ | ✓ |
Perform/complete tasks | ✗ | ✓ |
Service assets | ✗ | ✓ |
Add new assets | ✗ | ✓ |
Create defects | ✗ | ✓ |
Respond to prompt questions | ✗ | ✓ |
Access floorplans | ✗ | ✓ |
Access product catalogue | ✗ | ✓ |
Create quotes | ✗ | ✓ |
Complete digital forms | ✗ | ✓ |
Offline mode | ✓ | ✓ |
Appear on web Scheduler | ✓ | ✓ |
How to Set Up a Timesheet License
Setup Process
Create a 'Timesheets' or 'Projects' or 'Apprentices' Security group
Create the security group with the following permissions:
Can see all tasks (to view assigned work)
Can update tasks (to add time sessions)
Can upload documents (if needed)
Create the User
Create the user account in Uptick and select the Timesheet license type
Assign the user to your timesheet based security group
Send Welcome Email
Once created, go to People > Users
Find the user and click Send Welcome Email
The user receives instructions to set their password
User Downloads the App
User downloads the Uptick Workforce app (iOS or Android)
Logs in with their credentials
Can immediately start tracking time on assigned tasks
How Timesheet Users Work
Daily Workflow
Check Assigned Tasks
Open the Uptick app
View today's and tomorrow's appointments on the dashboard
Tap the calendar icon to see future scheduled work
Start Time Tracking
Navigate to the assigned task
Tap the Play button to start the session timer
The timer runs while working on site
Pause or Stop
Tap Pause for breaks
Tap Stop when work is complete
Time is automatically recorded against the task
Submit Timesheet
At the end of the day, go to the Timesheet tab
Review recorded sessions
Tap Submit to send for approval
What Office Staff See
Timesheet users appear on the web Scheduler
Can be assigned to tasks like any other technician
Office staff can view, approve, or reject submitted timesheets
Time sessions appear in Tools > Timesheets for approval
Common Questions
Q: Can I assign a Timesheet license myself?
A: No. Only Uptick staff can assign Timesheet licenses. Contact [email protected] with the user's name and email address.
Q: Will I be charged if I enable the license but the user doesn't log in?
A: No. The charge only applies when the user signs into the app or portal for the first time after the license is enabled.
Q: Can Timesheet users see the scheduler in their app?
A: No. Timesheet users don't have a calendar or scheduler view in their mobile app. They can see today's and tomorrow's appointments on the dashboard and use the calendar icon to view future scheduled work, but they don't have the full scheduler view that Field users have.
Q: Can Timesheet users add assets?
A: No. Only Field license users can add assets. If you need a user to add assets, they require a Field license.
Q: How do I know if someone needs a Timesheet license or Field license?
A: Ask yourself: Does this person need to perform inspections, create defects, or complete technical work? If yes, they need a Field license. If they only need to track time spent on site, a Timesheet license is sufficient.
Q: Can Timesheet users access timesheets on the web?
A: Timesheet users can access their own timesheets via the web by clicking their user circle in the top right and selecting 'Your timesheets'. However, they cannot access the full Timesheets module (Tools > Timesheets) unless they have additional permissions.
Q: Do Timesheet users need the "Can approve timesheets" permission?
A: No. Timesheet users only need to submit their own timesheets. The "Can approve timesheets" permission is for office staff or managers who approve timesheets for others.
Q: Can I use Timesheet licenses for office staff?
A: The Timesheets module is designed for field team members, not office staff. While technically possible, it's not the intended use case. Office staff typically use Desk licenses.
Q: What happens to timesheet data if I downgrade a user?
A: All historical timesheet data is retained. The user simply loses access to field functionality but can continue tracking time.
Best Practices
When to Use Timesheet Licenses
Start apprentices on Timesheet licenses - Upgrade to Field when they're qualified
Use for project-based workers - Assign Timesheet licenses for engineers on major projects who don't do routine maintenance
Monitor usage patterns - If a Timesheet user frequently needs field features, upgrade them
Cost Management
Don't enable licenses prematurely - Only enable when the user is ready to start
Track usage - Use the License Manager to monitor who's actually logging in
Communicate with users - Ensure Timesheet users understand their limited access
Plan for growth - Budget for upgrading Timesheet users to Field licenses as they develop
Scheduling Considerations
Timesheet users appear on the Scheduler - Office staff can schedule them like any other technician
Assign them to tasks with supervising technicians - They can track time but can't complete work independently
Communicate schedules externally - Since they can't see the full scheduler in their app, inform them of their schedule via other means (email, SMS, or they can check the dashboard)
Troubleshooting
User Can't See Assigned Tasks
Check Security Groups - Ensure they have "Can see all tasks" permission
Verify task assignment - Confirm the task is actually assigned to them
Check license activation - Ensure the Timesheet license is active
User Can't Submit Timesheet
Verify time sessions exist - User must have started/stopped timers
Check app version - Ensure they're using the latest version of the Uptick app
Review permissions - Confirm they have appropriate Security Group access
User Needs More Functionality
Contact Uptick Support - Request an upgrade to Field license
Understand the cost difference - Field licenses cost significantly more
Plan the transition - Coordinate the upgrade timing with the user's training completion
Need Help?
If you have questions about Timesheet licenses or need assistance with setup, contact:
Uptick Support: [email protected]
Your Customer Success Manager
For detailed information about all license types, visit:
Remember: Timesheet licenses provide a cost-effective way to track time for apprentices, trainees, and project-based workers who don't need full field functionality. They're perfect for users who need to record hours for payroll and job costing without the expense of a full Field license. Choose based on the user's actual needs and upgrade when their role expands.