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Overview

As an admin or manager, you can view your team member’s timesheets on a daily, weekly, or monthly basis, as well as open the team member’s specific log to view or modify details. If the team member clocked in or clocked out via the mobile app, you can also access the geotagged location to confirm their location at the time of their clock in.

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Prerequisites

Before you can use Timesheets, make sure the following is in place:

• Timesheets are enabled in your account

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On Web: Admin Experience

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Getting Started

To begin using employee timesheets, you’ll first need to enable it. Start by clicking on Company Settings and selecting Features & Plugins. Navigate to Employee Timesheets and select Enable. Now you’re ready to begin tracking your employees’ hours! Next, click into Settings on the Employee Timesheets icon. You can now customize your timesheet experience. Now, you can select whether or not you’d like to give your Service Agents the ability to manually adjust their timesheets. If you’d prefer to remove the access to manually edit a timesheet, you can deselect Service Agent from the ability to edit their Clock In/Clock Out times. Next, you have the option to select how you want to gather your team’s timesheets. FieldPulse offers two time tracking capabilities.

1. General Timesheets
   1. The ‘General’ timesheet is used to clock in and out for the day usually for payroll purposes. General timesheets are not tied to any specific job.
   2. If you select Only use one timesheet system for time tracking, then your team will only have the option to clock into the General Timesheets.
2. Job Tracking Timesheets
   1. If you want to enable separate timesheets for job and general tracking, select Use two timesheets system for separate job and general tracking from the dropdown menu.
   2. The Job Tracking timesheet is tied to a specific job or task and is used to track the amount of time spent on that job.

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Require Related Job for Job Timesheets

A separate toggle, Require Related Job for Job Timesheet Entries, controls whether a team member can save a Job Timesheet clock-in or clock-out without linking it to a job. Turn it on to block those saves.  This toggle switches on by itself if you use QuickBooks Online Timesheet sync, since QuickBooks needs a job on every entry to sync correctly. See the Timesheets Sync: QuickBooks Online guide for details.

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Clocking In and Out in the Web App

FieldPulse allows your team members to clock in and clock out to track time. Each time a team member clocks in or clocks out from their mobile app, their location is automatically tagged for you to verify their location. While this is the most common method, you can also clock in and out from the WebApp. Begin by selecting My Timesheets from the left-side menu. (Note this walkthrough is from the Service Agent view. Team Managers and Admin will have a similar process, but more options in the left-side menu. You can now select General or Job Tracking to determine which timesheet you’d like to clock into. Once you’ve selected your timesheet, click Clock In. You can now add your clock-in details . You can modify the title, time, or add notes. If the time is modified, it will be noted that the time was modified. If you selected the Job Tracking timesheet, you will also have the option to select a related job for your clock-in. When you’ve finished entering your details, click Save. When you’re ready to clock out from your general timesheet or a specific job, navigate to the appropriate timesheet and click Clock Out. You can now add or edit your time log before pressing Save and recording your timesheet details.

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Team Timesheet Views

To begin, select Timesheets in the left-side menu. You can view your timesheets or your team’s timesheets by toggling between My and Team, as well as select the timesheets displayed by General or Job Tracking. You can also view your team’s timesheets in a variety of ways. When reviewing timesheets under Day, you can display your timesheets in Overview, Dispatch, or Map view. Timesheets can be displayed in a weekly view: Timesheets can be displayed with weekly timesheet totals: Timesheets can be displayed with monthly timesheet totals: If you’d like to generate a report on your employee timesheets, learn more the timesheet reports guide.

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Job Record Timesheet Tab

While Team Timesheets gives you a company-wide view, each individual Job record also has its own Timesheet tab so you can see exactly who clocked in on that specific job, without scrolling past everyone else in the company. Open any Job record and select the Timesheet tab. On the WebApp, you’ll see two subtabs:

• Total: every timesheet entry logged against this job, all in one place.
• By Day: the same entries broken out by calendar day, so you can see who worked on the job on a given date.

To keep this list fast and relevant, especially for larger teams, both subtabs group users into up to three sections instead of listing your entire company.

1. Team Members: service agents and limited agents assigned to the job.
2. Team Managers: any team manager assigned to the job, or who manages a team member who’s assigned to it.
3. Other: anyone who isn’t assigned to the job or a manager of an assignee, but who has a time entry logged against it. For example, someone who covered a shift.

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Clock-In & Clock-Out Locations

When a team member clocks in or out on the mobile app, their location will be geo-tagged. You can view their location at the time of the clock in/out by clicking on their name, and then clicking the blue location marker that indicates their clock-in or clock-out. That will open a map of the clock-in or clock-out location.

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Log Backdated Time While Clocked In

In the web app, users can log backdated timesheets even when a team member is currently clocked in.

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What This Looks Like

• When using the web app and navigating to the Timesheets tab within FieldPulse, each employee will now find the Log Backdated Time button located in the top right corner of the screen.

• At a minimum, you will need to enter both the clock-in and clock-out times. Additionally, there are extra fields available for you to add Tags and Notes. You also have the option to link the timesheet to a related Project or Job. Once you have filled out all the necessary information for the backdated timesheet, be sure to click the blue Log Time button to save your entry.

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User Permissions and Functionality

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Service Agents

• The Team Member field will auto-fill with the service agent’s own name, and this cannot be changed. This ensures that agents can quickly log their own time without confusion.

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Team Managers

• Team managers can select any team member within the teams they manage. This provides greater flexibility in managing team timesheets.

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Admins

• Admins have the ability to select any user across the business, allowing for comprehensive oversight and management of all timesheet entries.

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Important Notes & Reminders

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Interactive Demo

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On Mobile: Field Experience

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Clocking In & Out

To clock in to your general timesheet in the mobile app, use the bottom menu to navigate to Timesheets. Then, select Clock In under General Timesheet. You will repeat this process when you’re ready to clock out. After selecting Clock In, you will have the option to add notes or tags to your clock in. Be sure to press Save Clock-In or Save to ensure your time is recorded.

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Job Timesheets

To clock in for a job, begin by clicking the Schedule tab on the bottom of the screen. Here, you will see a list of your jobs for the day. To clock in for a job, select the three dots on the right side of the job. A short menu will appear, and you should select Clock-In to Job. From here, a clock in page will appear where you can add notes or tags. Notice that the related job field contains the title of the job you are clocking in for. Be sure to press Save Clock-In or Save to ensure your time is recorded. To clock out of a job, return to the Schedule tab and again select the three dots next to the job. You can now select Clock-Out to Job to finish tracking your time for this job.

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Clocking Out

To clock out of a general timesheet or a job-specific timesheet, navigate to the Timesheets tab at the bottom of the screen. You can now select clock out for either timesheet, as well as view your previous timesheets by selecting a day or week from the top of your screen.

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Viewing Timesheets

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My Timesheets

This section allows you to easily view your timesheets by day or week, which can be changed at the top of your screen. You can also clock in or out from this view using the Clock In or Clock Out buttons at the bottom of your screen.

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Viewing Team Timesheets

If you’d like to view the timesheets for your team, click the arrows next to the My Timesheets to switch your view to Team Timesheets. Now you can see your team member’s timesheets sorted into General Timesheets and Job Timesheets. You can also view timesheets by day or week, just like in My Timesheets. If you’d like to look more closely at a timesheet, simply click on the team member’s name. This allows you to view the details, as well as to adjust the clock-in and clock-out times if necessary. To make these changes, click on the recorded time. Here, you can manually adjust the timesheet data for your team members. You can change the clock-in and clock-out times, as well as select a related job for this timesheet to be attached to. Note that when changes are made to clock-in or clock-out times, the Clock-In Method on this record will change from Automatic to Manual. Be sure to press Save Time Entry after making changes.

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Custom Status Timesheet Triggers

In the mobile app, set up triggers to prompt you to clock in or clock out when you select specific custom statuses on jobs and site visits. To begin, select your photo or initials in the top corner of the mobile app. Next, click My Settings. You will now see the option to prompt a clock-in or clock-out based on a status change. Select the field you’d like to edit first. Once here, select all the statuses under Job and Site Visit for which you’d like to be prompted to clock in. For example, you may select In Progress as the status that triggers you to clock in for a job. If you have multiple custom status workflows, you’ll need to select the applicable statuses on each workflow. Press Done to save your selections. Repeat this process for clock out status triggers. Select all the statuses under Job and Site Visit for which you’d like to be prompted to clock out. For example, you may select Completed as the status that triggers you to clock out for a job. If you have multiple custom status workflows, you’ll need to select the applicable statuses on each workflow. Press Done to save your selections. When you change the status of a job or site visit to one of the statuses you selected above, the mobile app will now prompt you to clock in/out.

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Video Tutorials

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Web App

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Mobile

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Have additional questions? Contact us at support@fieldpulse.com or use the chat feature in the bottom right corner of your screen.