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The time spent working on a job is recorded by tapping Labour in the Items tab. Recording labour not only adds those costs to the job but also adds the time / hours to the employee's timesheet.

Any user can view their own timesheets and enter their own labour records. Managers, Supervisors (and those with permission ) can also view timesheets for other resources and enter labour on their behalf.

Record a new labour entry

Similar to timesheets, labour can be recorded in three ways:

The start / stop timer is found at the top right of the task worksheet, as well as on the top right of the task header when you're adding labour to a task.

This is like a stop watch. It can help you remember the time you started and provide an accurate labour entry. However, the timer must be started at the beginning of the event. Site Administrators can add a setting to certain checklist items to start and stop the timer when those items are completed. See Start or stop the timer from a checklist item, below.

Task Overview

The start / stop timer can also be accessed from atask overview.  See Schedule Calendar View.

Read more below.

These can be used to create an entry at any time, including after the event.

Read more below.

Checklist items can be configured to display the date and timestamp of when the checklist item is completed, e.g. what time you arrived on site. If this has been enabled, tap the  (box with arrow) to easily create a timesheet entry. The start time will be prefilled with the time the checklist entry was marked as completed. All you have to do is fill out the finish time and any extra details if necessary.

Record labour using the start / stop timer

Start the timer

When you start working on the Task:

  1. Open the Task.

  2. Click (Start Timer) on the top right of the task worksheet.Timer not visible?

     The timer will start. Elapsed time will replace the Start Timer button.

    The timer can also be found on the labour screen via Items > Labour
    Using this method, elapsed time will be displayed
    above the header.

The Start Timer is replaced by Elapsed Time

Stop the timer

Once you have finished the Task:

  1. Open the Task.
  2. Click the elapsed time.
    The Labour Timer window will open. Click Stop Timer.

Delete timer

If you no longer need the timer or if you selected it in error, tap Delete to delete the timer and the timer entry.

Start or stop the timer from a checklist item

Your Site Administrator can set up your checklist items to automatically start or stop the labour timer when an item is marked Y (Yes/Pass). Once this feature is set up, users can start the labour timer as follows:

  1. Select Y on the relevant checklist item.
  2. Save. The labour timer starts.

To stop the labour timer via a checklist item:

  1. Select Y on the relevant checklist item.
  2. On the Current Timer  pop-up box, click the red button.

  3. On the Labour Timer  window, click Stop Timer.

  4. Create a timesheet entry as shown in the next section.

Create an entry from the timer

You can preset any details below (like the overhead and note) while the timer is still running.

From the Labour Timer Window,  confirm the fields required for a labour entry:

  1. To add another user to the timesheet, tap Add Users. Select them from the list. You may need permission to do this.

  2. The logged in user is automatically added to the timesheet. Confirm the default work type  that has been set.

  3. If the timer is still running, click Stop Timer.
  4. Record a Tracking Centre  (optional), if they are used in your business.

  5. Record a Note (optional) - this is useful for recording notes about the work performed, which may be included on an invoice.

  6. Tap Create Timesheet Entry.

    To cancel the timesheet entry and resume timing, click Cancel and close the window.

View all active timers on a Task

Managers, Supervisors (and those with permission ) can use this to view active timers on the Task.

To see the active timers across all Tasks (and Overheads), use the Active Timers button found in Timesheets.

  1. Open the Task.
  2. Under the More tab, click Task Timers.
    From here you can stop a timer, create labour entries or add other users to an active timer.

Record labour using the Add Labour fields

  1. Open a Task.
  2. Tap Items > Labour
  3. Select one of the following Resource options:

    Allows you to add labour for yourself only (defaults to the user currently logged in).

    Allows you to add labour for all resources who have been scheduled to this task.

    All scheduled resources for this task will be displayed. Resources can be removed by tapping the(minus) icon.

    To add resources who have been scheduled for today only, tap Use Today's Scheduled Resources.

    Allows you to manually select the resources you want to add labour for. 

    Tap Select Resource to reveal the list of resources and select required resources one at a time.

    The list of resources may be filtered based on business unit settings. To view a complete list of resources, tap Show All Resources at the bottom of the list.

  4. Select the appropriate Work Type from the dropdown list.

    The list of work types may be filtered based on business unit or user settings. To view a complete list of work types, tap Show all work types at the bottom of the list.

    Default Work Types

    Work types are used to define the various labour rates your business charges.

    If a resource has a default work type set in Site Admin, it will automatically appear next to their name. This can be changed if needed.

    To learn more about setting default work types, see Filter Work Types by User

    Alternatively, select an overhead, e.g. travel time, annual leave from the Overhead dropdown.


    Overheads are set up in Site Administration. See Overheads for more information.

  5. Confirm the Date. The system defaults to today's date, but entries can be backdated if needed (must be entered as DD/MM/YYYY or D/M/YYYY).
  6. Record labour start/finish times or hours using one of the following methods:

    Tap (clock icon), select the hour, minutes, am/pm, then Ok.

    Simply tap the field and enter the time using the keypad on your device.

    You can set the current time by tapping (alarm clock icon).

    The system will calculate the total hours based on the start and finish times you have entered.

    If you don't want to record start/finish times, you can simply enter the total hours worked.

  7. Record a Note (optional) - this is useful for recording notes about the work performed, which may be included on an invoice.
  8. Save.

Conflicting time entries

When you save the labour entry, the system will check if the Start or Finish times conflict with existing time entries. If they do, you will see a red error message  appear at the top of the screen, indicating there are overlapping timesheets. You will need to amend the start/finish times before saving again.

Record chargeable non-productive time

Non-productive time that is chargeable to your customer should be recorded as a separate timesheet entry.

For example, if you wanted to record travel time to/from the site as a cost on the job, you would need to create a timesheet entry against a task overhead for 'travel time'.

  1. Follow steps 1 - 3 as above.
  2. Select an appropriate Overhead, e.g. Travel Time.

    This list of overheads is configured in Site Admin. Please contact your Site Administrator to request additional overheads.

  3. Enter Start/Finish times.
  4. Save.

Capture signature

If you need a client or supervisor to sign off on timesheets, you can quickly and easily capture an electronic signature using the Capture Signature tool.

  1. From the Labour screen, scroll down to the labour timesheets at the bottom of the page.
  2. Either select the checkbox next to the labour entry you want to record a signature against or tap Select All.
  3. Tap Capture Signature.
  4. In the Print Name field, enter the name of the person signing.
  5. Ask the person to sign their name in the space provided.
  6. Tap Capture Signature.

Signature area too small?

Rotate your device on its side (landscape) and the signature area will resize to fit the new screen width.

Edit or delete existing labour timesheets

All labour timesheets for the task are displayed underneath the timesheet entry form.

Users in the Worker permission group can only edit/delete timesheets that they have entered, whilst users in the Management group can edit/delete all timesheets.

To edit timesheet details:

  1. From the Labour screen, scroll down to the labour timesheet at the bottom of the page.
  2. Tap Edit to open the fields.
  3. Edit as required.
  4. Save.

To delete a timesheet, tap the (minus) icon on the timesheet.

No Edit Button?

You can only edit or delete timesheet entries for a day or week that has not yet been signed off. In the image shown, only the top entry is editable; the bottom two are from an earlier week, which has been signed off for payroll purposes.

Filter timesheets

To find a timesheet within a date period:

  1. Tap Filter By.
  2. Enter a Date From.
  3. Enter a Date To or leave blank for a single day.
  4. Tap Filter.

The timesheets are then filtered from the first date up to the Date To, to make it easier to select only the timesheets you want.

To reset the filter, tap Filter By, then tap All.

Group timesheets by signature

To view timesheets grouped by Signature with signatures displayed:

  1. Tap Group By
  2. Tap Signature

To reset the display, tap on Group By and select None.

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Parts of this feature are included in AroFlo Go.

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