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

Admin users 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).



Daily timesheet view

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Weekly timesheet view

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View task information

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


Weekly by day timesheet view

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Dynamic work types on weekly timesheet views

Weekly timesheet views will dynamically adjust the work type columns based on the work type allocated to labour entries, e.g. Normal Time, Time & a Half, Double Time.


Monthly timesheet view  

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Add/edit a timesheet

Admin users can add or edit timesheet entries on behalf of other staff. These can be recorded in two ways:

1. Using the timesheet fields in the daily view.

These 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. However, the timer must be started at the beginning of the event.

Record an entry using timesheet fields

  1. Go to Manage > Timesheet > Daily View.
  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. Enter any supporting information into the note field (optional).

  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 & 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. 

  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 > select a Task. Start the timer from the Task Worksheet.


Start the timer

When you arrive at the event:

  1. Go to Manage > Timesheet > Daily View.
  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 > Daily View.
  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 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 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 > Daily View.
  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.


Add/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'.

Print 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.


View our Timesheets product page.

Feature Access

You need to be using Permission groups to access the timer feature.

Parts of this feature are included in AroFlo Go.

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