Timesheets
The timesheet system tracks labor hours for maintenance work, enabling accurate billing, productivity analysis, and resource planning.
Time Entry
Section titled “Time Entry”Manual Entry
Section titled “Manual Entry”- Go to Timesheets → ”+ Log Time”
- Select date
- Choose activity type
- Enter hours
- Link to work order (optional)
- Add notes
- Submit
Timer-Based Entry
Section titled “Timer-Based Entry”- Start timer when beginning work
- Timer runs in background
- Stop when finished
- Review and adjust
- Submit entry
Quick Entry
Section titled “Quick Entry”From work order:
- Click “Log Time”
- Enter hours
- Select activity
- Auto-links to work order
Activity Types
Section titled “Activity Types”| Activity | Description |
|---|---|
| Repair | Fixing issues |
| Maintenance | Preventive work |
| Inspection | Assessment |
| Travel | Transit time |
| Training | Learning/development |
| Administration | Paperwork, planning |
| Emergency | Urgent response |
Timesheet Structure
Section titled “Timesheet Structure”Daily View
Section titled “Daily View”| Time | Activity | Work Order | Hours |
|---|---|---|---|
| 08:00-10:00 | Repair | WO-1234 | 2.0 |
| 10:00-10:30 | Travel | - | 0.5 |
| 10:30-12:00 | Maintenance | WO-1235 | 1.5 |
| 13:00-16:00 | Inspection | - | 3.0 |
Weekly Summary
Section titled “Weekly Summary”| Day | Regular | Overtime | Total |
|---|---|---|---|
| Mon | 8.0 | 0 | 8.0 |
| Tue | 8.0 | 2.0 | 10.0 |
| Wed | 8.0 | 0 | 8.0 |
| Thu | 8.0 | 0 | 8.0 |
| Fri | 8.0 | 0 | 8.0 |
| Total | 40.0 | 2.0 | 42.0 |
Approval Workflow
Section titled “Approval Workflow”Submission
Section titled “Submission”- Complete time entries for period
- Review for accuracy
- Click “Submit for Approval”
- Status changes to “Pending”
Manager Review
Section titled “Manager Review”- Manager sees pending timesheets
- Review entries
- Options:
- Approve - Accept entries
- Reject - Return for correction
- Request Changes - Specify issues
Status Flow
Section titled “Status Flow”Draft → Pending Approval → Approved → Processed ↓ Rejected → DraftWork Order Time
Section titled “Work Order Time”Linking Time to Work Orders
Section titled “Linking Time to Work Orders”Each entry can link to a work order:
- Tracks time spent per ticket
- Calculates labor costs
- Enables job costing
Work Order Time Summary
Section titled “Work Order Time Summary”View on work order:
- Total time logged
- Time by activity
- Time by person
- Cost calculation
Reports
Section titled “Reports”Timesheet Reports
Section titled “Timesheet Reports”| Report | Description |
|---|---|
| Individual | Person’s time summary |
| Team | Team time overview |
| Property | Time by property |
| Activity | Time by type |
| Work Order | Time per ticket |
| Billable | Billable hours summary |
Generating Reports
Section titled “Generating Reports”- Go to Reports → Timesheets
- Select report type
- Choose date range
- Apply filters
- Generate
- Export (Excel/PDF)
Overtime Tracking
Section titled “Overtime Tracking”Overtime Rules
Section titled “Overtime Rules”| Rule | Default |
|---|---|
| Regular hours/day | 8 hours |
| Regular hours/week | 40 hours |
| Overtime rate | 1.5x |
| Double time | 2x (holidays) |
Overtime Alerts
Section titled “Overtime Alerts”System alerts when:
- Daily hours exceed limit
- Weekly hours approaching limit
- Overtime approval needed
Mobile Time Entry
Section titled “Mobile Time Entry”App Features
Section titled “App Features”- Start/stop timer
- Quick entry buttons
- Work order scanning
- Offline support
- GPS verification
Location Tracking
Section titled “Location Tracking”Optional GPS features:
- Log location with entry
- Verify on-site time
- Travel time calculation
Integration
Section titled “Integration”With Payroll
Section titled “With Payroll”Export timesheet data:
- Regular hours
- Overtime hours
- Activity breakdown
- Export to payroll system
With Billing
Section titled “With Billing”For client billing:
- Billable hours tracking
- Rate application
- Invoice generation
With Work Orders
Section titled “With Work Orders”- Auto-populate from WO
- Time vs. estimate comparison
- Labor cost calculation
Settings
Section titled “Settings”User Preferences
Section titled “User Preferences”| Setting | Options |
|---|---|
| Default view | Daily, Weekly |
| Timer behavior | Auto-save, Manual |
| Reminders | End of day, Weekly |
| Display format | Decimal, HH:MM |
Admin Settings
Section titled “Admin Settings”| Setting | Options |
|---|---|
| Approval required | Yes/No |
| Overtime threshold | Hours |
| Activities | Customize list |
| Billable rates | Per activity |