This is a premium feature if you cant see these settings you need to upgrade your subscription to enable the Smart Timesheets feature. Contact us on +61 3 9005 7144 or on the chat in the bottom right hand corner.

Setup

Click on Report and select timesheet in the main menu. Click on settings on the right hand side. In the popup, configure the settings for smart timesheets.

Timesheet start day 

Select which day of the week to start your timesheets on and if you want technicians to submit timesheets daily or weekly.

  • Set start the weekday to start the weekly timesheet

  • Check if you want to make job number required for manual timesheets

  • Check if travel hours are billable

  • Check if you want to show the 'Start travel' time button

  • Check if you want to show the 'Start job' time button

  • Check if you want to show both the travel and job buttons at the same time

  • Check if you want to update the job time on the calendar to the actual job time that is recorded on the timesheet time

  • Check f you want to automatically add the timesheet hours to billable items (set the inventory item to add in the service code field on the staff page)

  • Set your timesheet period (weekly or daily) for reminders

Timesheet reminders 

Select if you want to send automatic SMS reminders to technicians to submit their timesheets. All SMS will be charged as indicated in your plan. The reminder SMS will be sent to technicians who haven't submitted their timesheet the day before the Timesheet week start day.

Smart rules for timesheets

The Technicians timesheet for the day is calculated automatically and off job time is added between jobs thought the day. In the Timesheet settings you can setup rules for rounding, overtime, RDO and unpaid lunch break. 

Open the Timesheets in Reports - Timesheets and click on the orange settings link on the right to open the settings popup. In here you can set the day that your timesheets start.

Rounding

When you select a rounding interval for timesheets, the start time is rounded back to the previous interval and the end time forward to the next interval. 

Lunch break

You can have the Lunch break added automatically a set number of hours after the day has started. In this example a 30min unpaid break will be added to the technicians timesheet 5h after he or she started the day. This will be added on a job timesheet or in off job time.

Unpaid breaks can also be added manually to any timesheet record using the Unpaid break field.

If you can't see this field in the timesheet record it might be set to hidden in Settings - System fields

Overtime

This will automatically log time as overtime 1.5x or 2x after the hours set from the start of the day. In this example normal time will be added for the first 9 hours minus 30min lunch, then Overtime x1.5 for 1 hour then overtime 2x until midnight.

RDO

Check this to automatically deduct RDO hours daily. In this example the first 0.4h of any day will be added to the RDO column.

Set job status when technician clicks start travel and start job

In the dropdown select the job status to set when the technician starts the job.

Please note that only statuses that can be set by technicians can be used. The status must also be after the current status in the workflow.

Technicians timesheet

The technicians will see a green start button for each job on mobile. They click this to start and end the timesheet for the job. The timesheet is created after they click finish at the end of the job. The timesheet is visible to schedulers in the timesheet report and on the job.

Job Start button

When the technician clicks the start button on a job it automatically 

  • Sets the job status as selected in settings - this only works if the current status of the job is before the status set by the Start button

  • Adjust the start time of job on the schedule (optional)

  • Calculates the off job time from the end time of the previous job

  • Rounds the timesheet back to the nearest interval

  • Opens the safety document (SWMS) added to the job for the technician to complete

Job Finish button

When the technician clicks Finish 

  • They are asked to select a job status

  • The end time of the job is adjusted to the current time

  • The start and end time is adjusted for all technicians on the job

  • Rounds the timesheet forward to the nearest interval

Next:

Send SMS reminder to technicians to submit timesheets

Learn more about smart timesheets




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