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Who uses this: Service Agents log their own time, Team Managers log time for team members on the teams they manage, and Admins log time for any user across the business. The Ability to edit timesheet Clock In/Clock Out time setting controls which roles can adjust their own recorded times. Availability: All regions.
Employee timesheets record when each team member clocks in and clocks out, so the hours you pay for come from real clock-in data instead of memory at the end of the week. Team members clock in from the FieldPulse mobile app in the field or from the web app at the office, and admins and managers review those hours in Team Timesheets.

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Overview

Employee Timesheets lets team members clock in and clock out to track time and location. FieldPulse geo-tags every clock-in and clock-out made from the mobile app, so you can confirm where a team member was when they started or finished. By default, the account uses one timesheet per user to clock in and clock out throughout the day, including clocking into specific jobs. Turning on the two-timesheet system splits that into two separate timesheets:

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Before you begin

An Administrator enables Employee Timesheets and chooses the settings before anyone can clock in — Company Settings is visible to Administrators only.
  1. Select Company Settings, then the Features & Plugins tab.
  2. Find the Employee Timesheets tile and select Enable. The Features & Plugins tab of Administration with Company Settings highlighted in the left menu, the Features & Plugins tab highlighted, and the green Enable button on the Employee Timesheets tile highlighted
  3. Select Settings on the Employee Timesheets tile to open the Timesheets Settings page. The Timesheets Settings page under Features & Plugins, with the Ability to edit timesheet Clock In/Clock Out time field and the Enable separate timesheets for Job and general tracking field both highlighted
  4. Under Ability to edit timesheet Clock In/Clock Out time, choose the roles that can manually adjust their own clock-in and clock-out times. Deselect Service Agent to take that access away from your service agents. The Ability to edit timesheet Clock In/Clock Out time dropdown open, listing Admin, Team Manager, and Service Agent, with an arrow pointing at Service Agent
  5. Under Separate Timesheets for Job and General Tracking, choose Only use one timesheet system for time tracking (Default Setting) to give your team a General timesheet only, or Use two timesheet system for separate Job and general tracking to add a separate job timesheet. The Enable separate timesheets for Job and general tracking dropdown open, showing the options Only use one timesheet system for time tracking (Default Setting) and Use two timesheet system for separate Job and general tracking
  6. Set Make Job field required on Job Timesheets to Yes to stop a team member from saving a Job Timesheet clock-in or clock-out that is not linked to a job. The Timesheets Settings page under Company Settings with the Timesheets tab highlighted and the Make Job field required on Job Timesheets toggle highlighted below the Enable separate timesheets for Job and general tracking dropdown FieldPulse turns this toggle on for you when you use QuickBooks Online Timesheet sync, because QuickBooks needs a job on every entry to sync. See How to Sync Timesheets With QuickBooks Online.
  7. Select Save.
With the two-timesheet system turned on, each team member gets two timesheets — a General Timesheet and a Job Timesheet. The mobile My Timesheets screen split into a General Timesheet column and a Job Timesheet column, each with its own running entries, daily total, and red Clock Out button

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On web

Team members clock in and out from My Timesheets in the web app, and admins and managers review everyone’s hours from Timesheets.

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Clock in and out in the web app

These steps show the Service Agent view. Team Managers and Admins follow the same process with more options in the left-side menu.
  1. Select My Timesheets in the left-side menu.
  2. Select General or Job Tracking to choose which timesheet you are clocking into.
  3. Select Clock In. The My Timesheets page in the web app with My Timesheets highlighted in the left menu, the Job Tracking toggle highlighted, and the green Clock In button highlighted at the top right of the Clocked Out banner
  4. Add your clock-in details. You can change the Title, adjust the Clock In Time, or add Notes. On the Job Tracking timesheet, you can also select a Related Job for the clock-in. The Clock In dialog with Title, Clock In Time, and Notes fields, and the Related Job field highlighted with the job Installation selected above the Save button
  5. Select Save. If you modify the time, FieldPulse marks the entry as modified.
  6. When you are ready to clock out of the general timesheet or a specific job, open that timesheet and select Clock Out. The My Timesheets page with a green banner reading You're clocked in, the Clock Out button highlighted at the right, and an open entry showing Working and Related Job Installation
  7. Add or edit the time log, then select Save to record the entry. The Time Log dialog showing the Clock In title and time, an Add Tags field, Notes, the Clock Out title and time, and Related Job Installation, with the Save button highlighted

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Review your team’s hours

  1. Select Timesheets in the left-side menu to open Team Timesheets.
  2. Toggle between My and Team to switch between your own timesheets and your team’s.
  3. Toggle between General and Job Tracking to choose which timesheets are displayed.
  4. Under Day, choose the Overview, Dispatch, or Map view. The Team Timesheets page with Timesheets highlighted in the left menu, the My and Team toggle highlighted with Team selected, the General and Job Tracking toggle highlighted, and the Day tab open on the Overview sub-tab listing each team member's hours
  5. Select a team member’s name to open their specific log, where you can view or modify the details of an entry.
The tabs across the top of Team Timesheets change the range you are looking at. The Weekly, Weeks, and Months tabs each have an EXPORT button below the totals.
The Weekly tab of Team Timesheets highlighted, showing hours per weekday for each team member with a TOTAL HOURS column and an EXPORT button below the table
The Weeks tab of Team Timesheets highlighted, showing weekly timesheet totals for each team member across five week ranges
The Months tab of Team Timesheets highlighted, showing monthly timesheet totals for each team member across five months
To generate a report on your employee timesheets, see How to Create Timesheet Reports.
When a user is deactivated, their timesheets disappear from the Timesheets menu and from the job records they are linked to. You can still access a deactivated user’s timesheets through Reporting.

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Review the hours logged on one job

Team Timesheets covers the whole company. Each Job record also has its own Timesheets tab, so you can see who clocked in on that one job without scrolling past everyone else.
  1. Open the Job record and select the Timesheets tab.
  2. Select Total to see every timesheet entry logged against the job, or By Day to break those same entries out by calendar day. The Timesheets tab of a Job record with the tab and the Total and By Day subtabs highlighted, and time entries grouped under a Team Members heading and a Team Managers heading with each person's clocked-out status and minutes
Both subtabs group users into up to three sections rather than listing your whole company, which keeps the list short for larger teams.

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Check a clock-in or clock-out location

When a team member clocks in or out on the mobile app, FieldPulse geo-tags their location.
  1. In Team Timesheets, select the team member’s name to open their timesheets.
  2. Select the blue location marker on the clock-in or clock-out entry to open a map of that location. A single team member's timesheets in the Day Overview view, with a blue location marker on the entry highlighted and a Clock-In Location tooltip above it

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Log backdated time

Log backdated time when a team member worked but did not clock in at the time. In the web app you can log a backdated timesheet even while that team member is currently clocked in.
  1. Open the Timesheets tab and select Log Backdated Time in the top right corner. The Team Timesheets page with Timesheets highlighted in the left menu and an arrow pointing to the Log Backdated Time button in the top right corner
  2. Choose the User the time belongs to.
  3. Enter the Clock In Time and the Clock Out Time. Both are required.
  4. Add Tags, Notes, a Related Project, or a Related Job if you want them.
  5. Select the blue Log Time button to save the entry.
The top of the Time Log dialog with the required User field set to a team member, a Duration of 0 00, the Clock In Time field highlighted and marked Manually Edited, and Add Tags and Notes fields below
The bottom of the Time Log dialog with the Clock Out Time field highlighted and marked Manually Edited, empty Related Project, Related Job, and Notes fields, and an arrow pointing to the blue Log Time button
Who you can log backdated time for depends on your role. Two limits apply to backdated entries:
  • Historical time punches must be for past dates and times only. Future timesheets cannot be logged with this feature.
  • Log Backdated Time is available on the web app only. Mobile users open the web app to log backdated time.
Watch the interactive backdated timesheets demo to see Backdated Timesheets in action.

Video walkthrough: Timesheets in the FieldPulse web app

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On mobile

Clocking in and out from the mobile app is the most common way team members track time.

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Clock in and out on a general timesheet

  1. Select Timesheets in the bottom menu.
  2. Select Clock In under General Timesheet. The mobile My Timesheets screen on the Day tab, with General Timesheet and Job Timesheet columns both reading You have not clocked in today and the green Clock In button under General Timesheet highlighted
  3. Add Notes or Tags to the clock-in if you want them.
  4. Select Save Clock-In or Save to record your time. The mobile Clock In screen showing Clock In Date, Clock In Time, Clock In Method Automatic, a Title field, Notes, and Tags, with the Save button and the green Save Clock-In button highlighted
  5. Repeat the process when you are ready to clock out.

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Clock in and out on a job

  1. Select the Schedule tab at the bottom of the screen to see your jobs for the day.
  2. Select the three dots on the right side of the job. The mobile Team Schedule on the List - Day view with the Schedule tab highlighted in the bottom menu and the three-dot menu on the Installation job highlighted
  3. Select Clock-In to Job from the short menu that appears. The job's three-dot menu open over the schedule, listing Add New Comment, Create New Estimate, Create New Invoice, Clock-In to Job, and Edit Job, with Clock-In to Job highlighted and job statuses in a column at the right
  4. Add Notes or Tags on the clock-in screen. The Related Job field already contains the title of the job you are clocking in for. The mobile Clock In screen with the Related Job field highlighted and set to Installation, above the Title, Notes, and Tags fields and the highlighted Save Clock-In button
  5. Select Save Clock-In or Save to record your time.
  6. Return to the Schedule tab when you are ready to clock out of the job.
  7. Select the three dots on the right side of the job.
  8. Select Clock-Out to Job. The job's three-dot menu open again on the mobile Team Schedule, with Clock-Out to Job highlighted in the list

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Clock out from the Timesheets tab

You can clock out of a general timesheet or a job-specific timesheet from the same place.
  1. Select Timesheets at the bottom of the screen.
  2. Select Clock Out under the timesheet you want to close. The mobile My Timesheets screen with the Timesheets tab highlighted in the bottom menu and the red Clock Out button under both the General Timesheet and Job Timesheet columns highlighted
From the same screen, select a day or week at the top to view your previous timesheets.

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View your own timesheets

My Timesheets shows your entries by Day or Week, switched at the top of the screen. You can also clock in or out from this view using the Clock In and Clock Out buttons at the bottom of the screen. The mobile My Timesheets screen with the General Timesheet and Job Timesheet column headers circled, the Day and Week toggle at the top, and the green Clock In buttons at the bottom of each column

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View and adjust your team’s timesheets

  1. Select the arrows next to My Timesheets to switch the view to Team Timesheets. The mobile My Timesheets screen with the left and right arrows beside the My Timesheets title circled at the top of the screen
  2. Review your team members’ entries, sorted into General Timesheets and Job Timesheets. You can switch between day and week here the same way you do in My Timesheets. The mobile Team Timesheets screen on the Day tab, with General Timesheet and Job Timesheet columns listing each team member's hours grouped by team, such as Dispatch Team, Flicent Company, and Installation Crew
  3. Select a team member’s name to look more closely at their timesheet. The mobile Team Timesheets screen with a team member's name in the Job Timesheet column circled next to their recorded hours
  4. Select the recorded time to open the entry and view its details. A team member's timesheets on mobile, showing a Working entry with the recorded duration circled above the clock-in time and a red Clock Out button in the bottom corner
  5. Adjust the Clock In and Clock Out dates and times, and select a Related Job for the entry if you need one.
  6. Select Save Time Entry. The mobile Clock Out time entry screen with Clock In Method reading Manual circled, the empty Related Job field circled, and the green Save Time Entry button circled above Delete Time Entry
When you change a clock-in or clock-out time, the Clock-In Method on that record changes from Automatic to Manual.

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Set custom status timesheet triggers

Custom status timesheet triggers prompt you to clock in or clock out when you select specific custom statuses on jobs and site visits.
  1. Select your photo or initials in the top corner of the mobile app. The mobile Team Schedule screen with the user's initials in a blue circle highlighted in the top left corner
  2. Select My Settings. The account menu open over the Team Schedule, listing My Profile, My Settings, Notifications/Reminders, Dashboard, Notes, Help, Offline Mode, and Sign Out, with My Settings highlighted
  3. Select the field you want to edit first — Prompt clock-in on status change or Prompt clock-out on status change. The mobile My Settings screen with the Prompt clock-in on status change and Prompt clock-out on status change dropdowns highlighted, both set to Off, above Notification Settings
  4. Under the Job and Site Visit tabs, select every status you want to be prompted on — for example, In Progress as the status that triggers a clock-in. If you have multiple custom status workflows, select the applicable statuses on each workflow.
  5. Select Done to save your selections. The Select Statuses sheet on mobile with the Job and Site Visit tabs highlighted, the statuses New, In Progress, On The Way, Pending, Completed, and Canceled listed with Select All and Only options, and the Done button highlighted
  6. Repeat the process for your clock-out status triggers — for example, Completed as the status that triggers a clock-out.
When you change a job or site visit to one of the statuses you selected, the mobile app prompts you to clock in or clock out. The mobile Clock In screen showing Clock In Date Mar 4, Clock In Time 1 30 PM, Clock In Method Automatic, Related Job set to Lawn Care, and the Title, Notes, and Tags fields above the green Save Clock-In button
These settings are saved to each user’s account and persist across logouts, app updates, and device reinstalls.

Video walkthrough: Custom status timesheet triggers

Video walkthrough: Timesheets in the FieldPulse mobile app

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Still need help?

Reach the FieldPulse support team at support@fieldpulse.com or through the chat feature in the bottom-right corner of your screen. Your timesheets are working when your team clocks in and out from the field, their hours appear under Team Timesheets in the right General or Job Tracking category, and any punch someone missed is filled in with Log Backdated Time.