Timesheets aren’t just about tracking hours. They’re the foundation of accurate payroll, accountability, and operational visibility.
This guide walks you through how timesheets are set up, how your team uses them in the field, and how you can review, manage, and export them effortlessly.
1. Why Timesheets Matter
At their core Timesheets help track:
Number of hours worked
Associated Pay-rate
Additional information captured includes this:
Clock-in and clock-out times
Break durations
Optional photos at clock-in/out
Location data
Notes and exceptions
2. Timesheet Information
Each timesheet entry consists of:
User associated with the timesheet
Time Data – Clock-in, clock-out, and breaks
Pay Information – Hourly rate and total payable amount
Supporting Data – Photos, Notes
System Alerts – Flags including missing geofence detection
Approval Status – Approved, pending, or needs review
3. Enabling Timesheets for your Team
Before timesheets can be used, your organization needs to ensure User Access is Configured.
Each user must:
Be added to the system
Be given access to the JobTrack app
Have Timesheet permissions enabled in their role
4. Capturing Time: Using the JobTrack App
Timesheets are submitted through the Job Track app. There are two modes available for submitting timesheets
a) Individual Clock-In / Clock-Out
Individual users clock in and out of their own timesheets. Every user has access to their own JobTrack login.
A user can Clock-In:
Clock in at the start of work
(Optionally) take a photo
Add notes if needed
A user can Clock-Out:
Clock out at the end of work
(Optionally) take a photo
Add notes if needed
Select a Break-time to account for any number of minutes they were on break.
Note: Break times are set by the organization and can be anywhere between 0 mins - 60 mins.
Time Calculations:
Each entry in the timesheet has the following parameters:
Duration: Calculated as the difference between Clock-in and Clock-Out times
Break: The amount of time selected for a break
Net Hours: The total duration minus the break time
Notes for Exceptions
If something isn’t accurate (e.g., late clock-in):
The user adds a note
Marks the entry for review
A manager can later correct it
b) Group Clock-Ins (Crew-Based Work)
Crew leaders can:
Clock in an entire group at once or select users to clock-in
Capture a group photo
Clock out the full team
Only the crew leader needs access to the JobTrack app
5. Managing Timesheets from the Portal
Timesheets can be tracked via the portal in real-time. The following actions are available to manage timesheets:
Filtering:
Several filters are available to help users view relevant information
When managing large teams, filters become essential.
You can filter timesheets by:
Approval Status
Closed: Meaning if a job is completed or still in progress
Crew type and Access groups
Approval Status
Users
This allows you to quickly drill down into exactly what you need.
Editing and Adding Entries:
You can add missing entries, or refine/edit existing entries via the portal.
Add Manual Entries
Create new timesheets
Enter time, user, and job details
Add multiple entries at once
Edit Existing Entries
You can modify:
Start and end times
Break Time
This is especially useful for corrections or missed entries.
Bulk Operations:
You can perform bulk actions on timesheet entries by using the Multi-select toggle in the top menu.
By enabling multi check, you can select multiple entries and apply actions on all of them simultaneously e.g. Approve or Un-Approve.
Reviewing and Approving Timesheets:
New Timesheets submitted by users start in Not-Approved state. A manager can review and approve Timesheets either individually or using Bulk Actions
If any entry is marked for Review by the user, the system flags it with a Flag icon. The entry can then be reviewed from the portal and edited as needed. Entries marked for review will always have a note associated with them that can be found under comments (highlighted green for a note)
View Jobs Associated with Timesheets
If Job tracking is enabled, You can view the following information about the associated jobs:
Job Code
Site name
Service Performed
Duration
Photos
Materials/Equipment/Parts
6. Reporting
Once everything is reviewed and finalized, exporting is straightforward.
Timesheets can be exported into any of the following report formats:
PDF report
An overview of the Timesheets where every user's timesheets are separated by page breaks so they can be handed out to users as part of the payroll.
CSV Summary
This is a summary of the timesheet in a given range in csv format. Best for exporting to external softwares such as quickbooks or any other internal databases for record keeping.
CSV detailed report:
This report allows you to customize how you want to export data by selecting the information you want to keep/exclude.
Export by Job code:
The report is useful if your organization uses Job Codes. The report provides breakdown and summary of hours worked per Job Code per User.
Payroll Summary report:
This allows you to export the number of hours worked by each user per day plus the total number of hours worked during the set duration.
You can also set the threshold for overtime in order to account for the number of hours worked overtime for each user.
Important Info:
Timesheets operate on a 24-hour cycle (calendar day basis)
A new timesheet entry is automatically created after 12:00 AM
This ensures that all working hours are correctly distributed per day
Start of the payroll week can be configured (e.g. can be set to Sun or Mon)
7. Advanced Configurations:
Pay different rates / Associate Timesheets with different Job Codes
Job Codes can be used to pay different hourly rates for different timesheets belonging to the same user.
To enable:
Job Codes need to be configured in the system
User must be given the ability to select Job Code
Job Codes have a default Hourly Rate that can be overridden per user
See following examples on how the system chooses the hourly rate for a given timesheet.
Example 1: No Job Code
James has an Hourly Rate of $30 set in the User record.
James submits a timesheet without any Job Code selection
System uses James’ user hourly rate for the Timesheet ($30)
Example 2: Default Job Code Rate
Emily has an Hourly Rate or $30 set in the User record
However, she selects the Supervisor Job Code when submitting the timesheet. The Supervisor Job Code has a default rate set a $40
System uses $40 as the hourly rate for Emily’s Timesheet
Example 3: Overridden Job Code Rate
David has an Hourly Rate or $30 set in the User record
The Supervisor Job Code has a default rate set a $40
However, the Supervisor Job Code hourly rate is overridden for David to be $50
David selects the Supervisor Job Code when submitting the timesheet.
System uses $50 as the hourly rate for David’s Timesheet
Restrictions
The following advanced restrictions are available and can be turned on for desired roles.
A warning can be administered if someone tries to start a job without clocking in.
System can prevent users from starting a job without clocking-in.
System can prevent users from clocking in/out if not in a geofence.
Site/Service Association
Users can select services when clocking in
Users can select sites when clocking in and clocking out