My Timesheets (Technician View)

NEW (24.4)

The My Timesheet module allows Technicians to track, edit, and submit timesheets for approval.

In order to view and submit timesheets from the My Timesheets module, a technician must first be added to the “Timesheet Technician” User Group. For more information, see the Timesheets Configurations section.

Timesheets can also be completed by technicians using the Zinier mobile app. For more information on using Timesheets on mobile, see the Timesheets (Mobile) section.

Track and Edit Timesheets

Technicians with access to the My Timesheet module can view all of their own open, pending, and closed timesheets. From here, they can also add or edit activities before submitting the timesheet for approval (if required).

To access and edit your open timesheet – a timesheet that has not yet been submitted for approval – follow the steps below:

1. Go to the My Timesheet > Open module

2. Select the timesheet you wish to view / edit by hovering over the row and clicking the “Edit” icon.
   

   

3. To edit existing activity, hover over the row you wish to edit in the Activities data grid and click the “Edit” icon. Make any changes then click “Save”.
   

   

4. To add new activity to the timesheet, click the “Add New” button from the same Activities data grid.

5. Select the Activity you wish to add from the pre-populated list of Activities.

6. If the Activity has been configured to link to a Task, select the Task ID from the dropdown menu to associate it with that task. If the Activity has been configured to link to a Work Order, select the Work Order ID from the dropdown menu to associate it with that Work Order. If the Activity has not been configured to be associated with a Task OR Work Order, this dropdown menu will not be visible.

7. Provide a Start Time and an End Time for the Activity to log the time spent on the task. This will automatically calculate and show the Duration (minutes), which represents the number of minutes spent on the activity.

8. Click Save
   

   

9. If the Timesheet is complete, you now have the option to submit the Timesheet. To do so, click the “Submit” button.
   

   

10. After the timesheet is submitted, a mobile notification is sent to the technician who submitted the timesheet.

11. If the Timesheet Template has been configured to require approval, it will move to the Pending Review module with the status = "Pending Review". If the Timesheet Template has NOT been configured to require approval, it will move to the Closed module with the status = "Approved".

Timesheet Validations and Conflicts

COMING SOON

When a technician saves a manual Activity entry (either by creating a new one or editing an existing Activity), the system checks for conflicts using the following validation logic:

• Time Conflicts for all Manual Activity: The Start and End Time for a manual activity entry can not overlap with any other activity in the same timesheet. If a conflict is found, the user is notified to either override the conflict or cancel and edit the entry.

• Task Work Spanning Longer than the Task Duration: Task Work activities can not span for a during longer than the task duration

• Overtime Activity During Shifts: The Start and End Time for manually added or edited Overtime activity can not overlap with the user’s Shift time. If a conflict is found, the user is notified to either override the conflict or cancel and edit the entry.

In all cases where a conflict is found, the users can select from two options:

1. Override: If the user selects this option, the entry will be saved but flagged to indicate the validation was overridden.

2. Cancel: If the user selects this option, the entry will NOT be saved – the user is taken back to the form where they can edit any fields to resolve the conflict.

Validations are only applicable to Timesheet Templates that are tracking via Tasks. Templates using Work Orders will not have any validation. For more information on configuring Timesheets for Task vs. Work orders, see the Timesheets Configurations section.

Exceeding the Max Billable Hours: One additional validation to keep in mind – technicians cannot submit a timesheet if it exceeds the total working hours defined by the Timesheet Template assigned to the technician. For more information on configuring Timesheet Templates, see the Timesheets Configurations section.

Tracking Timesheet Approval

If the Timesheet Template has been configured to require approval, Dispatchers are required to review each submitted timesheet and either approve or reject it. To see whether or not your timesheet has been approved, simply go to the My Timesheet > Pending Review module which shows all timesheets which have been submitted for review.

• Rejected Timesheets: If the Timesheet is rejected it will move back the the Open module with the status = "Open (Rejected)" and the technician who submitted the timesheet will receive a mobile notification that the timesheet was rejected.

• Approved Timesheets: If the Timesheet is approved it will move to the Closed module with the status = "Approved" and the technician who submitted the timesheet will receive a mobile notification that the timesheet was approved.