Timesheets Configurations
NEW (23.9)
Before jumping into the Timesheet functionality, it is important to highlight the different configurations available for a service organization when setting up Timesheets for the first time.
Managing Admin Access
Timesheets are accessed from two different web modules depending on the role of the user:
Timesheets [Dispatcher View]: This is where Dispatchers with Timesheet Admin Access can view all open, pending, and closed timesheets for their technicians. Dispatchers can also add or edit activities on behalf of technicians, and re-open closed timesheets for further modifications. To give dispatchers/admins/backoffice users access to this Timesheets module, they must be added to the “Timesheet Admin” User Group.
My Timesheets [Technician View]: The MyTimesheets module is where Technicians track, edit, and submit their own Timesheets for approval. To give technicians access to the My Timesheets module so that they can submit timesheets, they must be added to the “Timesheet Technician” User Group.
Configuring Timesheet Templates
Timesheet configurations are extremely flexible and based on what we call Timesheet Templates. Multiple templates can be used within a single org and tied to different user groups, giving service teams unlimited flexibility to cater Timesheets to how their individual field teams operate.
Timesheet Templates come with the following set of configurations:
Require Approval: Whether timesheets require approval from an admin/dispatcher after submission. If approval is required, the admin/dispatcher/approval can approve the timesheet from the Timesheets > Open module (see below).
Task vs. Work Order Activities: Whether to tie timesheet activity at the Work Order or Task level. When users new activities to a timesheet, the users will be asked to either associate the activity to a Task or Work Order based on this configuration.
Assigned Technicians: The list of Technicians assigned to the template. Each Technician can only belong to one template.
Max Working Hours: You have the option of providing a maximum number of working hours that can be logged in a timesheet
Activities: The ability to define the activities (including custom activities) that can be logged in a timesheet. Activities measure daily events such as Task Work, Breaks, Overtime, etc. These are the list of activities that technicians can choose from when submitting their timesheets and can play an important role for auditors. For example, if your field team takes part in weekly inventory counts, you could create a custom activity called “Inventory Count” which technicians could then track against when submitting their work. Activities have the following attributes:
Activity Name (i.e. “Inventory Count”)
Billable or non-billable: Allows you to define whether or not the activity is billable.
Task / Work Order Activity: If the activity needs to be associated with a specific task or work order.
Timesheet Templates are configured via APIs, so contact customer support if you have questions on how to update or change the template settings.
Auto-generated Timesheet Activities
To cut down on the time it takes to submit a timesheet, the following activities are auto-generated within a timesheet:
Timesheet Creation: For applicable technicians (those configured to use timesheets), Timesheets are auto-created between midnight and 1 am before his or her day begins for any day a technician is on shift.
Travel: An activity is automatically generated for travel time. This calculates the number of minutes between when a technician clicks the “Starts Travel” function on mobile until they Check-In and Start Task. This entry is logged immediately after travel is completed.
Task Work*: An activity is automatically generated to capture the amount of time spent working on a task. This calculates the number of minutes between when a technician does a Check-In and Start Task on mobile until they Submit the task on mobile (with a cut-off point at the end of the technician’s shift end time). This entry is logged immediately after task submission. If the shift runs past midnight, into the following day, two activities will be created: 1 for each timesheet.
Break: An activity is automatically generated to capture the amount of time the technician spends on Break as determined by a break entry on the user’s Work Schedule. These entries are logged at the start of the day based on the user’s shift details.
Leave: An activity is automatically generated to capture the amount of time the technician spends on Leave as determined by a leave entry on the user’s Work Schedule. These entries are logged at the start of the day based on the user’s shift details.
Overtime*: An activity is automatically generated to capture the amount of time the technician spends on Overtime work. This includes any travel or task work performed outside of the user’s shift hours. This is determined by calculating the number of minutes between when a technician either clicks the “Starts Travel” function on mobile (if it falls outside of their Shift hours) or does a Check-In and Start Task on mobile (if it falls outside of their Shift hours) until they Submit the task on mobile. This entry is logged immediately after task submission.
*These entries are only auto-generated if the Timesheet Template is tracking using Tasks and not Work Orders.