Timesheets are a way for technicians to describe and submit their work hours via Uptick. For the technicians, task sessions will auto-populate into their timesheet each day for optimum business efficiency as Uptick already tracks this. Leave, office time, transit time can all be added to their daily timesheets.
Timesheets give your technicians greater capacity to track their billable hours and can increase transparency with clients by allowing techs to track their time on certain jobs, on-site or off. This information gives a more comprehensive overview of time spent to complete a Task, including performing, transit, revisits or picking up parts. Using Timesheets in Uptick makes complete sense given your technicians spend all their working time in the App.
Once enabled by Uptick and permissions are applied, you can find the Timesheet dashboard in Tools > Timesheets
Start of pay week
To configure the day of week from which the timesheet display starts from, go to Control Panel > Timesheets > select a day of the week then click Save.
Task session types
Session Types are categories that describe how a technician's time was spent. Some examples include things such as Annual Leave, Toolbox meetings, Travel, lunch breaks etc. By default, we already have set up Performing Task and Travelling, which do not require any configuration and should be left as is.
Users with the appropriate permissions can create and manage session types by taking the following steps:
Click Control Panel > Task session types
Click Create new item to define a new session type
See the table below for a description of what each tick-box does
The name of the session type
The data field the Uptick system uses to identify this session type.
What is displayed when the session is in progress.
Determines in what order this session type will be listed in drop-down lists and menus.
Indicates whether the task session should count towards the technicians hours worked, i.e where a tech is expected to work 7.5 hours per day.
Indicates whether the task session must be linked to a task.
Indicates whether the task session should only be used while the technician is on site.
Show on scheduler
Indicates whether these sessions should show up on the task scheduler.
Indicates whether the task session can be used for new task sessions.
Colour code the session types with your colour of choice.
Labour Rates and Multipliers
Our Labour rate page is where you set up base rates for all your technicians and any extra labour rate multipliers that you might want to apply to timesheets.
Contact your manager if you don't have the permissions.
Navigation: Control Panel > Rate multipliers
To create a new multiplier, simply type a Name, set the multiplier rate (up to 1 decimal point) and click Create Rate Multiplier to finish.
Go to Control Panel > Individual rates or People > Users > Individual labour rates
For default rates, you can fill out the Default technician cost rate and Default technician sell rate, then click Save. These will apply to any technicians where an individual cost and sell rate have not been set.
For rates per technician, simply double-click the Cost Rate or Sell Rate next to the technician, add the value and press enter to save. This will override the default rates for that individual.
View timesheet sessions
Sessions can be viewed by clicking on Payroll Export in the upper right hand corner. From this page you can see sessions and click on the Allowances tab to view all allowances.
How to use
Firstly, your technicians need to start using the timesheet module via the Uptick app. Pressing Play and Pause on each task automatically adds that time into their timesheet for the day, it's then just a matter of them reviewing and submitting that timesheet at the end of each day. To learn how to use Timesheets in the mobile app, click here.
It's then up to one or many office members to review those timesheets via the Timesheet page at the end of a paying period.
The moment a technician puts anything in that day's timesheet it appears on this dashboard, however, you'd expect the technicians to be 'Submitting' their timesheets at the end of each day and therefore turning each block purple.
By clicking on a coloured block, you will be taken to that technician's timesheet for that day. This is where you have the option to Approve that daily timesheet or apply extra Labour Rate multipliers to certain tasks or sessions.
Approving a technician's timesheet is not required. You may instead, at the end of the pay period, download all the submitted timesheets into a spreadsheet by clicking 'Payroll' on the Timesheet Dashboard (above).
Uptick does not go any further (import into accounting softwares for you) than providing you with a spreadsheet of every technician's hours.
Wanting to see your own timesheet?
From the web, click on your user circle in the top right → Your timesheets.
To move Sessions, drag and drop the coloured boxes.
Session information can be displayed and edited by clicking on a Session
To create a Timesheet, select the checkbox at the top of the column to submit or trash the sessions for that particular day/s
Allowances are extra costs your technicians have incurred that need to be reimbursed or paid out per employment agreements. If enabled they are visible to technicians when submitting their timesheets at the end of the day, and are visible to admin staff on the timesheets approval screens.
Setting up and enabling allowances
Go to Control Panel > Allowances.
Tick/untick Enable allowances to control whether or not field users have the option to note allowances.
In the Allowance types field, you can configure the allowance types you want to make available. The format required is:
- key: meal
value: Meal Allowance
- key: travel
value: Travel Allowance
In the example above, the top allowances: line is always present. The key is the internal data key (should have no spaces) and the value is what will display when selecting the allowance type.
Go to Tools > Timesheets.
Select the day next to the technician where the allowance will be added.
On the right hand side click Add Allowance.
Read more about how to create a timesheet via the app here.