Introduction to Time Tracking

Time tracking records the hours your crew works and gets approved time ready for payroll. It lives under Time Tracking in the sidebar, and that entry opens the Time Clock.

Clock in and out on the Time Clock

The Time Clock starts and stops work with Clock in and Clock out. Each stretch of time is logged as work, a break, travel, or idle time. A stretch can be tied to a job, or to General work (no job).

The job list loads only once the person is set up as an employee. While clocked in, the job can be changed, and the Take a break, Travel, Idle / waiting, and Back to work buttons switch what is being logged.

Submit today's timesheet appears once today is still open, nothing is running, and today has time logged. Today's Activity lists the stretches logged today once there are any.

Read Clock in and out for the full steps.

Review timesheets

Timesheets shows one week at a time, with buttons to move to the previous and next week. Each timesheet shows a status: Open, Submitted, Approved, or Locked.

Users with full Time Tracking access see Approve on open and submitted timesheets, Return on submitted ones, and Adjust on approved or locked timesheets that have no adjustment yet.

Read Review timesheets for the review process.

Request time off

PTO in the sidebar opens the Time Off page. The page shows Your Balances when there are balances, along with Upcoming Holidays and Requests.

Each request has one of four statuses: Pending, Approved, Denied, or Cancelled. Users with full Time Tracking access see Approve and Deny on a pending request.

A time-off policy is unlimited, accrues a balance for each hour worked, or grants a fixed amount on a set schedule. The Request time off button appears when the person is an active employee and at least one time-off policy applies to them.

Read Request time off for the steps.

Set your availability

The Availability page holds each person's weekly working windows, which scheduling uses. PTO day counts and the paid hours PTO earns in payroll are both worked out from those same windows. Roles that can see other people's records get an employee picker on the page.

Read Set your availability for how windows are set.

Run payroll

Payroll shows labor cost from approved time for the dates chosen. The page offers Payroll CSV and QuickBooks CSV downloads, in two different formats. Only roles with full Time Tracking access see Payroll in the sidebar, and both the page and its downloads require that access.

Read Run payroll for the steps.

Set pay rates and rules

The Time Tracking settings page covers pay rates, overtime, breaks, time off, and holidays. Only roles with full Settings access see that entry. Each employee record stores an hourly rate and whether the person is exempt from overtime.

Read Time tracking settings for what each setting changes.

Who can open each part

Which parts a person can open depends on their role. Read Roles and permissions for what each role can do.

• Admin and Manager have full Time Tracking access, including Payroll and approvals.
• Admin is the only role with full Settings access by default.
• Team Lead and Tech see the Time Tracking entry, but only their own records.
• Office Staff and Sales have no Time Tracking access.

The Time Tracking entry does not appear when the module is not turned on, or when the role has no Time Tracking access. The entry can also show as locked. Opening a Time Tracking page then shows an upgrade prompt in place of its content.

Until a person is set up as an employee, the Time Clock has no clock controls. People with full Settings access see a Set up employees button there, which opens the Time Tracking settings page.