Timesheets

Article author
Aleks Petrovic
  • Updated

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.

 

Setup

Once enabled by Uptick and permissions are applied, you can find the Timesheet dashboard in Tools > Timesheets

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:

  1. Click Control Panel > Timesheets
  2. Under Session Types, you can click Create new item to define a new session type
  3. See the table below for a description of what each tick-box does

    Label

    The name of the session type

    Key

    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.

    Is work 

    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.
    Is taskable  Indicates whether the task session must be linked to a task.
    On site  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.
    Active  Indicates whether the task session can be used for new task sessions.
    Colour Colour code the session types with your colour of choice.

 

Navigation: Control Panel > Timesheets.

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: People > Users > Labour Rates

Screen_Shot_2020-08-11_at_9.51.38_am.png

How to use

1. 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.

2. 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.

Screen_Shot_2019-10-16_at_1.42.09_pm.png

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. Screen_Shot_2021-04-01_at_9.58.06_am.png

  • 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

 

Adding allowances to timesheets

  1. Using the top bar, click on your circle user icon → Your Timesheets.

  2. Scroll to the Allowance section at the bottom of the correct timesheet.

  3. On the right hand side click ‘Add Allowance’.
    screenshot_001.png

  4. Include the Day and Allowance Type and any agreed Amount

  5. Complete this by clicking ‘Create’

screenshot_002.pngRead more about how to create a timesheet via the app here.

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