Time tracking & timesheets

Instead of chasing paper timesheets, your workers clock in and out straight from the job. Each session captures the start and end time, subtracts any break, and lands as a draft entry on that week's timesheet for the office to check. If a worker's pay rate is set up, approved hours also give you a running labour cost for the job, so you can see what a job is really costing in wages, not just materials.

How workers clock in and check out

1. Pick the job you're working on, and a task on that job if there is one, then clock in. This starts a live session and records the start time. If your device shares its location, that's captured too.
2. If the task hadn't been started yet, clocking in against it automatically moves it to "in progress".
3. You can only have one live session running at a time, so work as normal until you're ready to finish up.
4. When you're done, check out. You'll need to write a short note about the work you did and enter how many minutes of break you took. You can also tick "task complete" if your part of the job is finished, and attach site photos.
5. Once you check out, your hours are worked out automatically (time on site minus your break) and saved as a draft entry on that week's timesheet, ready for the office to review.

How the office reviews and approves timesheets

1. Open the timesheets screen to see your team down the side and the days of the week across the top, with hours per person per day and a weekly total.
2. Open any entry to see the job, task, times, break, completed-works note, photos and any captured location.
3. If something's slightly off, adjust the clock-in or clock-out time, change the break, round times to the nearest 15 minutes, or add or delete an entry on someone's behalf. You can also move an entry to a different job or task.
4. Tick specific days in a person's timesheet and approve or query just those - handy when a pay period ends midweek - or use "Approve timesheet" with nothing ticked to sign off the whole week in one go. If something looks wrong, query it instead and add a note explaining why, which sends it back.
5. An approved or queried entry can be reopened to a draft again if it needs another look.

Exporting timesheets as PDFs

From a crew member's timesheet, export a branded PDF for any date range you choose, not just the week on screen - useful for a pay run that spans more than one week, such as the 1st to the 15th. The PDF lists each day's clock-in and clock-out times, break, hours, job or task, cost and status, with totals for the whole range, and shows the CIS deduction and net payable if that person has a CIS rate set. To cover several people at once, use the Reports button at the top of the Timesheets page, pick a date range, tick as many crew members as you need, and export a single PDF covering all of them.

Good to know

• Hours are worked out automatically from the clock-in and clock-out times, with break minutes subtracted. A live session that hasn't been checked out yet counts as zero hours until it's finished.
• If someone forgets to check out, their shift is closed automatically after 24 hours so it can't rack up hundreds of hours by mistake. The closed session is capped at 24 hours and left as a draft flagged for review, with a note that it was auto-closed, so it's kept out of pay and job costs until the office sets the real finish time and approves it. On the dashboard's "On site now" panel, a shift still open shows amber after 16 hours and "Forgot to check out?" past 24 hours, so it's never mistaken for a real day on site.
• Every entry is tied to a job, and optionally to a task on that job - there's always a job behind an entry.
• A short note describing the work done is required at check-out, so a session can't be finished without one.
• At check-out, that worker's pay rate is captured and used to work out the labour cost for those hours. Because it's a snapshot, changing a worker's rate later doesn't change entries already checked out. If a worker has no rate set up, no labour cost is recorded for them.
• Approving an entry confirms that labour cost against the job. Reopening an entry un-confirms it.
• Only an office user can approve, query, reopen, edit, add or delete entries - workers can't sign off their own time.
• Each entry moves through simple statuses: draft (just checked out, awaiting review), approved (signed off), or queried (sent back with a note). At the timesheet level, a person's week shows as Not submitted, Awaiting, Queried or Approved.
• If a worker ticks "task complete" at check-out, their own part of the task is marked done. A task is only fully complete once everyone assigned to it has marked their part done.
• Location capture is optional and best-effort. It's only recorded if the device provides one, and a missing location never stops anyone clocking in or out.
• When the office adjusts an entry, the original recorded times are kept, and the entry is marked as edited along with who changed it and when.
• Not everyone needs to appear on the timesheets grid - in Settings > Team, turn off a member's Timesheets setting and they'll stop showing up there. It only changes what's displayed, not their access or billing, and crew are listed alphabetically by name.
• You can set a CIS rate (%) for a team member in Settings > Team. Once it's set, their timesheet PDF shows the labour cost, the CIS deduction at that rate, and the net amount payable after CIS.
• Clocking in and checking out works the same way whether a worker uses the mobile app on site or the web app in the office.
• Your dashboard pulls figures from this data too, including hours worked this week (with the change versus last week) and how many timesheet hours are waiting for approval.