How Timesheets Work
Timesheets in Viaesys are designed to align closely with time-tracking and payroll processing standards.
Record and track the total time worked by employees
Provide detailed information regarding the nature of the work performed
Facilitate the calculation of regular weekly hours, overtime hours, and corresponding compensation
Viaesys provided two different methods for Time Tracking, depending on how your organization operates.
Each method is designed to support a different workflow whether you prefer structured clock-in/clock-out tracking or flexible job-based tracking.
This is explicit time tracking model, where users:
Clock-in at the start of their shift
Clock-out at the end of their shift
Key Characteristics
Timestamps are system-validated to prevent conflicts/ duplicate clock-ins
No overlaps are possible
No conflicts can occur
Ensures strict and accurate time tracking
Best For
Organizations with fixed shifts or schedules
Teams that require controlled and validated time entries
In this model, time is tracked indirectly through jobs.
Instead of clocking in/out, users:
Submit jobs
The system generates timesheets based on crew information in the jobs
Key Characteristics
No need for a separate Clock in / Clock out process, making it simpler for field users.
Timesheets are generated from the jobs
Overlaps and conflicts may occur
Provides visibility into time gaps between jobs/tasks
Allows users to review and resolve inconsistencies
Best For:
For organizations that want to track employee time and billable work in one system, where every time entry is linked to a specific job.
Choosing the Right Method
Your choice depends on how your team operates:
Use Timesheets for structured, clock-in/clock-out based tracking
Example: A plowing team clocks in at 9:00 AM and clocks out at 5:00 PM.
Their time is tracked based on explicit Clock In / Clock out actions (start and end time)
Payroll is calculated from total hours worked
No need to link time to specific jobs
Use Timesheets by Jobs for flexible, job-driven workflows or where both payroll and jobs are being tracked through a single workflow.
Example: A field technician works on multiple jobs in a day:
2 hours on Job A (installation)
3 hours on Job B (maintenance)
1 hour on Job C (inspection)
Each entry is linked to a specific job.
Payroll is calculated based on total time worked
Billable hours can be directly assigned to each job