1. Why Timesheet by Jobs Matter
At their core these Timesheets help track:
Number of job shifts worked
Total time worked
Associated Pay-rate
Additional information captured includes:
Clock-in and clock-out times
Site
Service
Job code
2) Timesheet Information
Total Hours – Total time worked based on jobs
Total Gap Hours – Total idle time between jobs
Total Job Shifts – Number of job entries
Total Amount – (if applicable for billing)
Approved - Indicates whether the timesheet entry is approved
Can be toggled (Yes/No)
Job Status - Acts as a tag/status for the associated job, not the timesheet approval
Example: Needs Review, In Progress
Clock In / Clock Out - Derived from the crew start and end time submitted in the jobs
Duration - Duration between clock-in and clock-out
Conflict Services - Displays if the entry is part of a conflict (overlapping job shifts)
User - Assigned individual
Site - Location of the job
Service - Type of job performed
Job Code - Job Code associated with this shift (can be used to override hourly rates) See “Advanced configurations”
Edit Icon - Allows editing the job entry
3) Enabling
Before timesheets can be used, your organization needs to ensure:
User Access is Configured
User should be added to the system
If using Job Codes, they need to be configured and appropriate Job Code settings need to be configured for each user (see section “Advanced configurations”)
Users that will be logging Jobs and Crew Time need to given Job Track access with the following permissions
Submit Jobs
Add Crew Members to Jobs
Note that only Crew leaders (users submitting jobs) need access to the app.
4) Capturing Time
Since Timesheet by jobs is tracking individual job shifts instead of an explicit clock-in and clock-out, any time a user starts a job, a corresponding entry is generated in the timesheet.
To start a job, the user must navigate to the sites section in the jobtrack app and start a job.
Select a service. This starts a job.
Individual crew members can be added to the same job. Similarly, you can stop a job shift and restart it meaning crew members can have multiple shifts within the same job.
Crew members can also be added to a job via the portal by navigating to “jobs”
5) Managing from the portal
Timesheets can be tracked via the portal in real-time. The following actions are available to manage timesheets:
Filtering:
The entries can be filtered through the following options
Approval Status
Closed: Meaning if a job is completed or still in progress
Crew type and Access groups
Job Approval Status
Users
Review
To help users review Timesheets, a few visual indicators are available for
Viewing Day Boundary
A solid line dividing entries based on a different day
Viewing Gaps
You can view gaps between consecutive Timesheets by configuring the the minimum and maximum gap threshold in the report Options
Gaps shorter that minimum threshold are ignored
Gaps longer than maximum threshold are also ignored
You can adjust the thresholds based on what your organization considers acceptable durations for gaps
Viewing Conflicts
You can view if this Timesheet overlaps (conflicts) with any other timesheet of the same user
Ideally, there should not be any conflicts
See details in Conflict Handling
Editing:
Timesheet entries can be edited to account for mistakes in clock-in, clock-out times, change job status, add crew members, or any other associated information like vehicle, materials, etc.
Bulk Operations:
You can do 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.
Conflict Handling:
Because jobs are logged independently, overlapping entries can occur.
Why Conflicts Happen
Multiple team members may assign the same user to jobs
Jobs can overlap in time
System does not restrict job creation by time
Example Scenario
A user is assigned to:
Job A (11:00 – 12:00)
Job B (11:30 – 12:30)
This creates a time overlap (conflict)
How It Appears
Highlighted under Conflict Services column
Requires manual review
Admins can:
Edit job timings
Remove duplicate assignments
Adjust entries
Approvals:
Timesheet entries can be approved by toggling the Yes/No toggle under Approved. Note timesheets can be approved regardless of the job status.
6) Reporting
Job Shift Summary by Job code:
This report will give you an overview of the job shifts in a given time range with their associated rate according to job codes assigned.
Job codes are unique identifiers that allow you to set special hourly rates for certain jobs. These special rates will override the users hourly rate.
Weekly payroll by Job code:
This report gives you the weekly payroll by job codes. The number of hours worked and the associated job code. The report runs for “full weeks” meaning for any given date range, it will include the start and end of a week.
For example if the date range you have selected pans between 2 consecutive weeks, the report will run for those complete two weeks. The start of the week can be configured for each organisation.
Export Details:
An overview of the job shifts by user and the associated data like clock-in and clock-out times, service, job code, duration, etc.
Job Shift Summary by Crew type:
Crew types can be set up in the system and act as tags to identify different work crews. For e.g. those that work on an hourly rate versus those that are on salary basis.
In the Job shift summary by crew type you can choose the min hours required for a break and also the break time.
This is to comply with rules such as every 8 hour work window requires a mandatory 30 min break which is unpaid. The report accounts for the break time and deducts it from the total billable hours.
Export Details with paycode:
Paycodes are used by the system to align with external systems like Paycor that use unique codes of their own. They are associated with job codes and useful when moving data across systems as they act as unique identifiers.
A job code can be associated with two types of paycodes.
Regular work hours
Over-time work hours
When exporting, the system uses the appropriate paycode based on whether the user worked regular billable hours or overtime.
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
How does the system choose a Job Code for a given Crew Shift?
Navigate to "Users" in the portal and scroll down to Job Shift settings. Here you will be able to select the source for the job code applicable to the user.
By User Selection:
Navigate to job codes in the portal. Under Assigned users select the user and their associated hourly rate that will be applicable to the user.
By Service:
You can also assign a job code to a service. This way whenever that service is associated with a job shift, the assigned job code becomes applicable.
By Equipment:
Similar to assigning job codes to a service, the same can be done to an equipment.
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