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Timesheets are used for recording non-productive time or reimbursable expenses as overheads. Overheads are set up by a Site Administrator and may include things like personal leave, public holidays, annual leave or travel reimbursement.

Users in the Management pre-built permission group can enter or edit timesheets and/or expenses on behalf of other staff. Timesheets and expenses can be viewed in daily, weekly or monthly format and provide quick links to task information for easier reconciliation of task labour and expense entries.

Task labour may be recorded against a task via Timesheets, but we recommend that users complete this information on a task-by-task basis when each job is completed.

View timesheets

Timesheets for a resource can be viewed in Daily, Weekly or Monthly format by clicking the appropriate buttons at the top of the daily timesheet page. 

  1. Go to Manage > Timesheet.
  2. From the Daily Timesheet, you can choose Weekly View, Weekly by Day or Monthly View (drop-down menu in the top right).

View task information

Users can quickly access task information by clicking the Ref, Job No or Task name on a task or expense entry.

Add or edit a timesheet

Managers can add or edit timesheet entries on behalf of other staff. Entries can be recorded in two ways:

1. Using the timesheet fields in the Daily View.

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

2. Using the start / stop timer.

This is like a stop watch. It can help you remember the time you started and provide an accurate timesheet entry. The timer must be started at the beginning of the event.

The following sections explain these two methods.

Record an entry using timesheet fields

  1. Go to Manage > Timesheet. The Daily View opens.
  2. Select the user / resource from the Timesheet for drop-down list on the left.
  3. Use the calendar panel on the left to select a date for the timesheet entry.

    Click the arrow buttons to move to a month in the past or future.

  4. Enter total hours in the Hrs/Qty field, or click  to enter specific start and finish times.

  5. Click  (magnifying glass icon) to select a Task or an Overhead.

    To change a task on an existing timesheet entry, click  (pencil icon), then click  (magnifying glass icon) to select a task from the list.

  6. Optional: Enter any supporting information into the Note field.

  7. Select a work type from the drop-down list.

    Work types are not only used to define the various labour rates your business charges for services, but are also used for calculating overtime, such as time-and-a-half or double time for payroll purposes.

    This list of work types may be filtered based on business unit or user settings. To view a complete list of work types, click view all next to the column label. 

    1. Save.

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Record an entry using the timer

The timer in the Manage > Timesheet view is primarily for recording an overhead (non-productive time).

To start a task timer (productive time), go to ServiceTrack > Current and select a Task. Start the timer from the Task Worksheet.

Start the timer

When you arrive at the event:

  1. Go to Manage > Timesheet. The Daily View opens.
  2. Select the user / resource from the Timesheet for drop-down list on the left.
  3. Click Start Timer on the top right of the screen. The timer will start. Elapsed time will be displayed on the button.

Click to enlarge

Stop the timer

Once you have finished at the event:

  1. Go to Manage > Timesheet. The Daily View opens.
  2. Select the user / resource from the Timesheet for drop-down list on the left.
  3. Click the elapsed time on the top right of the screen.
  4. The Labour Timer window will open. Click Stop Timer.

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Create an entry from the timer

You can pre-set 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 timesheet entry:

  1. To add another user to the timesheet, click Add User. Select them from the list.  Only certain users can add resources.  

  2. The user you selected previously (in the Timesheet For drop-down) is automatically added to the timesheet. Confirm the default  work type  that has been set.

  3. Confirm the  Overhead  if the entry is non-productive time.

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

  6. Record a Note (optional) - this is useful for recording supporting information such as the reason for taking leave.

  7. Click Create Timesheet Entry.

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

View all active timers

Managers, Supervisors (and those with permission) can also view active timers for other users.

  1. Go to Manage > Timesheet. The Daily View opens.
  2. Click Show ALL Active Timers on the top right.
    From here you can stop a timer, create timesheet entries or add other users to an active timer.

    Refer to the section above (Create an entry from the timer) for more information on the Labour Timer window.

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Add or edit timesheet expenses

Timesheet expenses are used to record expenses that are reimbursable to an employee. Users in the Supervisor and Management permission groups can also view timesheets for other resources and enter labour on their behalf.

  1. Go to Manage > Timesheet.
  2. Select the user/resource from the Timesheet for drop-down list on the left.
  3. Use the calendar panel on the left to select a date for the expense entry.

  4. Under the Expenses heading, enter the quantity of items.
  5. If the expense is chargeable to a job, click  (magnifying glass icon) and select a task.
  6. Enter any supporting information into the note field (optional).
  7. Select an Expense Type from the drop-down list.

    This list of expense types and associated cost values are configured in Site Administration. If changes are required, please contact your Site Administrator.

  8. Save.

Delete timesheet or expense entry

To delete a timesheet or expense entry, set the hours/quantity to zero and save.

Task labour or expense entries cannot be edited or deleted if the task status is 'Completed' or if the timesheet has been approved for the day or week (see next section).

Sign off and verify timesheets

Depending on your workflow, Managers and Supervisors (and those with permission  ) can approve staff timesheets daily or weekly to confirm that they are complete.

Approved = Locked

Once a timesheet has been approved for the day or the week, it is locked.

  • No further labour or timesheet expense entries can be made for the day
  • Existing labour or timesheet expenses are locked and cannot be edited or deleted
  • Documents or photos related to a timesheet expense entry become read only
  • Calendar schedules for the locked day cannot be altered.

Verifying timesheets is useful for administration staff involved in payroll, and is required if you want to use the Xero Timesheet Integration.

The sections below explain how to use these features.

Daily Approval

To sign off staff timesheets daily:

  1. Go to Manage > Timesheet.
  2. Select the user/resource from the Timesheet for drop-down list on the left.
  3. Use the calendar panel on the left to select a date for the expense entry.

  4. Check all entries and make any changes or additions necessary.
  5. Click Approve EOD (end of day). A green banner and a (red padlock) confirm the approval.

If you need to reverse the approval to allow for changes, complete steps 1 to 3 and click Unapprove EOD.

Once the day has been approved, the EOD Approved column on the labour entry is ticked. See Task Worksheet Labour for more information.

Click to enlarge

Weekly Approval

This setting is controlled by the Use Weekly Timesheet Signatures option in Site Administration. Unticking this will disable this feature.

To sign off staff timesheets weekly:

  1. Click the Daily View dropdown and select Weekly View.
  2. Select the user/resource and the correct week from the top left.
  3. Check the entries to ensure they're accurate.
  4. Click Sign Off.
  5. In the Capture Signature window, enter your name and sign within the signature box. If you make a mistake, tap Clear and sign again.

  6. Optional: Signature label and Extra 1 & 2 fields may be used for recording additional information.
  7. Click Capture Signature.

Lock Timesheet

The timesheet is now locked. If you need to correct something, click Remove Timesheet Signature, which will unlock the timesheet. Make any necessary changes and sign off the timesheet again.

On the Daily Timesheet view, you'll see that the  (signature icon) beside the padlock has now turned to blue, and the Unapprove EOD button is disabled.

AroFlo Field

This process can also be done in AroFlo Field.

Verify Timesheet

Timesheet verification adds an extra lock to the weekly timesheets so that no changes can be made without the help of someone with appropriate access. Verification is required if you want to use the Xero timesheet integration.

To verify weekly timesheets:

  1. Make sure the timesheets have been signed off, as per Weekly Sign Off, above.
  2. Select the user's timesheet and the relevant week from the top left, if applicable.
  3. Click Verify Timesheet and confirm.

On the Daily Timesheet view, you'll see that the (grey shield) icon beside the Weekly Signed icon has now turned to blue.

Unlock Timesheet

If a user has made an error on their timesheet, or you need to unlock it for any other reason:

  • click Unverify Timesheet > Remove Timesheet Signature
  • make any changes you need to
  • click Sign Off > Verify Timesheet.

Print a timesheet

Weekly timesheets and expenses can be printed via the Print View button. All resources will be displayed for the currently viewed week.

1. Go to Manage > Timesheet.
2. Click the down arrow beside Daily View  (top right) and select Weekly View or Weekly by Day.
3. Click (Print View).

Print options

Print options allow you to include additional information within the print view:

    • Notes
    • Timespan
    • Labour value
    • Signatures
    • Productive / non-productive subtotals
    • Expense subtotal

5. Right click and select Print to open the printer's dialogue box.

Printer settings

All timesheets will print by default. To print specific timesheets, type the appropriate page number into the Pages text box. You can separate pages by comma or use a dash to print a group of pages, e.g. 1,2,6 or 1-5.

6. Click Print.

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Feature access

Parts of this feature are included in AroFlo Go.

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