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 see all tasks.
Can approve timesheets.
Can export payroll information.
Click here to learn about permissions and security groups.
How to manage timesheets
Approving timesheets is not required but highly recommended, as unapproved sessions are treated as estimates and will not be included in accurate profit reporting.
From the task
1. Navigate to Tasks and open the task.
2. On the Task tab, expand the Timesheets section in the right-hand column.
3. Click + Add session to create a new session; hover over the specific session on the calendar to quickly approve or click on the session to edit before approving.
The colour of the circle in the top right corner indicates the status:
If there is no circle, the time session is in Draft
Yellow circle - Submitted
Green circle - Approved
4. When creating or editing a timesheet session, complete the Task, Technician, Type, Time, Duration, Multiplier, Notes fields, and use the available buttons depending on the session status: Trash session, Unsubmit session, Save and Submit, Save and Approve, or Save.
From the Timesheets page
1. Navigate to Tools > Timesheets.
2. Click on the block to open the weekly calendar for the field user (yellow for unsubmitted sessions, purple for submitted sessions awaiting review, and green for approved sessions).
3. Navigate to Today, Previous or Next Week, click Add Session to create a new session, select a day on the calendar to use bulk actions (Submit, Approve, or Trash sessions), or click to open the session on the calendar or list (underneath the calendar) views.
The colored bar on the session in the calendar indicates status: purple - submitted, green - approved.
4. When creating or editing a timesheet session, complete the Task, Technician, Type, Time, Duration, Multiplier, Notes fields, and use the available buttons depending on the session status: Trash session, Unsubmit session, Save and Submit, Save and Approve, or Save.
Session durations are shown in whole minutes, with any extra seconds dropped. The total for each day adds up the durations of the sessions shown for that day.
To find a technician on the page, type in the Search by name or email... box. The list narrows to technicians whose name or email contains the text you type, and the search works together with the branch and service group filters.
If your workspace uses Branches, the Branch filter opens set to your own branches. Clear it to see every technician.
How to restore a trashed session
1. Navigate to the Timesheets page and click on the user to review their time sessions for the week.
2. Change filter Trashed from No to Yes.
3. View the session and click Restore trashed session.
How to check where a technician was
The weekly timesheet for a technician has a Tech location tab next to the Sessions tab (and the Allowances tab, when allowances are enabled). It shows a map of the technician's day, so you can compare their sessions with where they were.
1. Navigate to Tools > Timesheets and click on the block to open the timesheets for the technician.
2. Click the Tech location tab.
3. Select a day of the week above the map. The tab opens on the day you opened the timesheet from, or on the first day of the week when no day was selected.
What the map shows depends on the technician and on your access:
Logged trail: when the telemetry extension is on, the technician has Device Telemetry turned on, and your security group has Can access the intelligence page, the map draws the technician's trail for the day with a pin on each on-site task. A list of the day's events sits under the map. Hover over an event to highlight that part of the trail on the map and the matching session on the weekly calendar.
Task locations only: otherwise the map shows a numbered pin for each on-site work session on a task with a location, in the order the technician visited them. A note under the map says only task locations are shown. When the telemetry extension or the technician's device telemetry is off, the note suggests turning it on.
If there is nothing to plot for the day, the tab shows No location history for this date. or No task locations for this date.
How to manage allowance
Add allowance
1. Navigate to Tools > Timesheets and click on the block to open the timesheets for the user.
2. Click Add Allowance, then complete the Day, Type and Amount fields and click Create.
Approve, trash or restore allowance
1. Navigate to Tools > Timesheets and click on the block to open the timesheets for the user.
2. Check the box next to the allowances to manage and click Edit [X] Allowances.
3. Select the Approved status (Approved or Not Approved) or the Trashed status (Trash or Restore) dropdowns, then click Apply Changes.
How to export timesheets for payroll
1. Navigate to Tools > Timesheets and click Payroll export.
2. Adjust the filters of the list of sessions (Approved, Trashed, Payroll Date After, Payroll Date Before, etc), then click Download.
Recommended steps
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