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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.

AroFlo recognises two types of expenses:

  • Standard expenses, which are incidental costs incurred on the job, e.g. parking fees, tolls
  • Timesheet expenses, which form part of staff remuneration entitlements, e.g. on-call allowance, living away allowance.

Both types of expenses can be recorded against individual tasks, and timesheet expenses that are unrelated to individual tasks can be recorded via the Timesheets area.

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

Permission Groups

Any user can view their own timesheets and enter their own labour records.

Managers and Supervisors can also view timesheets for other users and enter timesheet expenses and labour on their behalf. Site Administrators can enable this access for those in custom permission groups via:

    • Permission Groups > [Select permission group] > Users > Filters > Current User (set to unticked)
    • Permission Groups > [Select permission group] > Timesheets > Fields > Users > View (set to ticked)
    • Permission Groups > [Select permission group] > Task > Filters > Labour Created by or Assigned to User (set to unticked)
To access a timesheet:

  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. This makes it easier to reconcile task labour and expense entries.

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.

  8. Save.

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.

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.

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.


Record an entry using automation

Some types of timesheet entries can be automated, to save time and increase accuracy. For example, AroFlo can automatically:

  • insert a daily lunch break or toolbox talk
  • apply an overhead to any periods of non-billable time during the work day
  • convert after hours work to an overtime rate.

The image to the right shows two automated entries:

  • 1.5 hours of non-billable time, which was applied when the day was approved, and
  • a half-hour lunch break, which was applied after the first labour entry was saved.

See Hours of Work for more information about how this feature can be used and how to set it up.

Permission Groups

Managers can set up timesheet automation, and will see the View Hours of Work icon on the Daily Timesheet. Site Administrators can enable this access for those in custom permission groups via:

    • Permission Groups > [Select permission group] > Hours of Work > Access > View and Edit (set to ticked)
    • Permission Groups > [Select permission group] > Hours of Work > Fields > Timesheet Automation > View, Add and Edit (set to ticked), Remove (tick as required).

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 view timesheets for other resources and enter expenses 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. To use the Timesheet Integration feature, you must either Verify your timesheets after signoff, or use EOD (End of Day) Approval.

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 EOD Approval > Approve EOD for (user name and date). 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 EOD ApprovalUnapprove EOD for (user name and date).

Once the day has been approved:

  • the EOD Approved  column on the labour entry shows a green padlock. See Task Worksheet Labour for more information.

  • any timesheet conditions you have set up to automatically:
    • insert time, e.g. a lunch break, will be applied if there are no other entries for the day
    • convert time, e.g. to apply an overhead to any periods of non-productive time throughout the day, will be applied.

Bulk Approval

You can bulk approve the timesheets for multiple staff for a day or a longer period. See Bulk Approval, below.

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.

    Alternative method

    You can use the Bulk Approve EOD feature for weekly sign-offs. See Bulk Approval, below.

  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. On the Daily Timesheet view, you'll see that the  (signature icon) beside the padlock has now turned to blue.

If you need to correct something, click Weekly ViewRemove Timesheet Signature. If the timesheet you need to alter had also received a daily approval, you will need to reverse that too, before making your changes and signing off again.

AroFlo Field

This process can also be done in AroFlo Field.

Bulk Approval

To sign off the timesheets for multiple staff for a day or a longer period:

  1. Go to Manage > Timesheets.
  2. Click the arrow on the EOD Approval button.
  3. Select Bulk Approve EOD.
  4. Select the resources whose timesheets you want to approve.
  5. Select the date range you want to approve.

    The default date range is the past 7 days, but you can change this (maximum range is 31 days). To approve an individual day, place the same date in both the From and To fields.

  6. Click Approve EOD.

To review the bulk approvals you've posted, click the Results  tab. From there, you can click any of the links in the Daily Timesheet column to view an individual timesheet.

Bulk Approvals can only be reversed one user at a time. In the Daily Timesheet view, select the user and date you want to reverse the approval for and click EOD ApprovalUnapprove EOD for (user name and date).

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. Either verification or EOD Approval 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
  4. 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.

  5. Click Print.
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Parts of this feature are included in AroFlo Go.

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