Timesheets are a way for technicians to build and submit their billable hours via Uptick.
Uptick automatically starts a timer when a task starts being 'touched' on the mobile app, providing optimum business efficiency. Leave, office time, and transit time can all be added to their daily timesheets.
Setup
Permissions
The Can approve timesheets permission is needed for office staff to approve timesheets.
The Can export payroll information from timesheets permission is needed for office staff to export payroll information
Configure Start of pay week
Configure the day of week from which the timesheet display starts from by going to Control Panel > Timesheets > select a day of the week then click Save.
Configure sessions types
Session Types will categorise timesheet sessions into whether it is billable, onsite time etc. 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
See the table below for a description of what each tick-box does
Label Required | The name of the session type. This is shown everywhere on the web and mobile apps. |
Key Required | The data field the Uptick system uses to identify this session type. |
Verb | What is displayed when the session is in progress. |
Order | Determines in what order this session type will be listed in drop-down lists and menus for technicians and office staff. |
Is work | Indicates whether the task session should count towards the technician's hours worked. Leave, for example, is not work, but a Meeting is. |
Is taskable | Indicates whether the task session must be linked to a task. By being taskable, it will appear as an available option for technicians to select from when working on a task. |
On site | Indicates whether the task session means the technician is onsite. This helps you report on productivity levels i.e onsite vs travel. We also, by default, invoice for onsite time. |
Show on scheduler | Indicates whether these sessions should show up on the appointment scheduler. We only recommend things such as leave and lunch that affect when future tasks should be scheduled for a technician. |
Active | Indicates whether the task session will appear as an option to select for newly created task sessions. |
Colour | Colour code the session types with your colour of choice. This is most useful for sessions that appear on the appointment scheduler. |
Individual Labour Rates
By setting up your technician's hourly labour rates in Uptick, you'll be able to understand actual labour costs being incurred on your tasks. It's minimal effort to set up.
Labour rate per technician
By going to Control Panel > Individual Rates you can set up the rate which your technicians cost you as a business per hour. Note: You will need the Can change technician labour rates and the Can view technician pay rate permission to edit these rates.
You can double click and edit Cost Rate and Sell Rate fields to set cost and sell rates for each technician.
Default technician rates
At a bare minimum (not recommended), rather than filling out each technician's labour rate, you can instead fill out a Default technician cost rate which will apply to all timesheets where an individual cost rate has not been set.
Labour Rate Multipliers
Uptick provides you with the option of creating rate multipliers with can be manually applied to timesheet session on tasks or from the timesheet approval page. For example, by applying a x2 multiplier to a timesheet session, the cost of that session will double and will represent that technician being paid double time for that particular session on that task. This helps you more accurately what the task has cost you if you have paid the technician more than their normal hourly rate.
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.
Allowances
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.
To enable allowances go to Control Panel > Allowances > Enable Allowances
In the Allowance types field, you can configure the allowance types you want to make available.
The format required is:
allowances:
- key: meal
value: Meal Allowance
- key: travel
value: Travel Allowance
- key: laundry
value: Laundry AllowanceIn the example above, the top allowances: line is always present. The key is the internal data key (should have no spaces or captials) and the value is what will display to staff when selecting the allowance type.
Click Save
How to use
Timesheet Approval Page
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 with the appropriate permissions above to review those timesheets and allowances via the Timesheet Approval page.
Yellow blocks = Technicians are yet to submit their draft sessions
Purple blocks = Pending your approval
Green blocks = Approved
By clicking on a coloured block, you will be taken to that technician's timesheet for that day + any submitted allowances. This is where you have the option to approve, tweak or add sessions and add multipliers to those sessions and allowances.
Approving a technician's timesheet is not required to run your business through Uptick, but it's highly recommended. Until a timesheet session is approved, the system will not see that session as an incurred cost to your business meaning getting accurate profit reports through Uptick won't be available. These costs will instead be estimates until that happens.
Alternatively, these staff members can also approve timesheets on an invidiual task by clicking Approve once opening a specific session or selecting the multi-select and approving all sessions at once.
Adding an allowance
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.
Click Create.
Exporting timesheets for payroll
To view and export your timesheet sessions out of Uptick for payroll, click 'Payroll Export' on your Timesheet Approval page.
Uptick does not go any further than this i.e import into accounting softwares for you.
Does a technician want to see and submit their own timesheets via the web?
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