In the Time Report, you see and add your time worked. Time report can be found under the Function menu.
The system itself can report time from orders. If this has been set for your group, you, basically, do not need to add anything to the time report.
The time report retrieves times from orders, if the item (work or travel time items – eg working time, travel time, fixed service cost…) in the Article Register is registered as Transport to time report.
Changes can be made by clicking on the day you want to change the time for. If you marked the box Completed changes kan only be made by an admin unless your group have the Time report setting Free marks as Completed.
Example of time report with explanations
- At the top of a time report, you see the working hours you normally work. The time is set in your User Settings with an admin account. The time can be changed here if necessary.
If you didn’t work mark the box NOT WORKING. - The system automatically retrieves your working time from orders. What may need to be done is to select the type of working time, the right field in the image above.
- “Childcare” is retrieved from the Planner/Calendar. You click on a day in the Planner and select Other and a list of types of leave is displayed – holiday, full time etc. The information is automatically moved into your time report. It is also possible to add this type of information directly here in your time report. Place the cursor in the right field and the time report types you have chosen to use will be displayed.
- It is also possible to write free text – like here “support” or choose from time report types that have been entered for your particular company. Entering new or editing the types requires a user permission.
- If you have chosen to use Additions, it is shown here. The addition field can be used when you want to enter something other than hours, for example an outlay or when you receive a fixed sum for contingency.
- Here you see the sum of your reported hours. The number on the right is your working hours according to the schedule.
- When you are done with reporting, click on Completed so your payroll manager knows you are done. There are two different settings for Completed. See more in section “Free marks as competed or not?”
- Don’t forget to save!
You can see that there are unsaved times in two different ways:
Partly because the box around the time is grey. If the changes have been saved, the frame around the box is blue. See example in picture 3.
Partly when you hover over a day and the text Contains unsaved changes.
To enter or edit working hours manually, follow these steps:
- Click on the day
- Click on + Add row
- Fill in:
- a description of the work. Choose from suggestions or write in clear text.
- number of hours and time report type. Normal is default. Click in the field and a list with more choices will appear.
- time the work has been performed
- any comments
- Repeat 1 – 4 until ready for the day
Addition
If you have the Addition field activated, you also fill it in, if necessary. This field is used to add other than hours, e.g. outlays. The field is linked to specific time codes in your administrative system. The connection is made with your admin account. Read more under Information for administrators.
When ready for the day, click on Completed. After clicking Completed only a admin can edit the report of the day.
BUT – there are two different Time report module settings that can be made for clear Completed – Free marks as completed or not. If you do not have “free marks”, a time report cannot be marked as completes if the time entered does not correspond to the specified working hours. See more under See Information for Administrators.
The time report can be printed (Print), exported (Export) to Excel or the accounting system Visma for those who use that system.
If there is unsaved time on an order, it is added to the time report when loading.
Description of the colors
- Blue frame in open day – not saved
- Green frame, saved, worked time corresponds to entered working time
- Orange frame – the times do not match the entered working hours, overtime entered
- Red frame – the times do not match the working hours, too few hours reported
- Gold – all your working hours can be invoiced to your customers. Great job!
Free clear marking or not?
There are two different settings that can be made for clear marking – free clear marking or not. This is done by logging in with the admin account. See more under Information for administrators.
The default setting is that once you have marked as done, you cannot change your time report anymore.
If you have a free clear mark, you can uncheck the clear mark and change the times.
It is possible to mark a time report clear even if the time entered does not correspond to the specified working hours.
Have you saved and signed an order and discover that you accidentally entered an error?
If you have the permission to clear signatures, you start by entering the order and clicking on Clear signatures.
If you do not have that permission, ask an administrator with permission to clear signatures for help to change.
When the signatures are cleared, you can click on Edit and change working hours. Save. The time report is updated automatically if the time report is not saved yet (blue frame). If the time report is saved (red or green frame), you need to change the hours in your time report yourself.
Difference?
If the hours taken from work orders differ by more than 1 hour from your working time, a comment (Time from order: Xh) and the text “Allocated hours do not correspond to the specified working time” are displayed.
Red information text does not have to mean that something is wrong, but is a signal that times do not match between the order, time report and the user’s working hours. Either you change the time report or you save. The day can not be marked Completed, but the time report can always be certified.
In the example below the system retrieves 6h on a work order but for some reason only 4 hours is added.
If you have the Time report setting Free marks as Completed, the information text about the difference in time is black instead and the day can be cleared even if the times do not match. (Admin-setting)
Completed
A day marked Completed is marked with a green tick in the right corner.
To change the colors within the frames and description suggestions, user permission are needed. See more under Information for administrators.
Warning when not reported time
An admin can set a number of days you are allowed to wait before filling in your Time Report. First you get a warning that you have to report time and if you don’t do it after a set number of days, you can’t work before you can move on. Saturday and Sunday do not count. Holidays count.
The time from your time report is stored locally on your device. This means that you can be locked out if you change devices or if an admin records your time.
For supervisors
Click Attest to approve the time report.
If the time report is saved / attested, that line will not be retrieved again. This means that it is possible to change the time on an order without changing the time report. If you regret a certification, click on the day. A box with a signature appears. Click Clear Signature. This requires the user right – Clear signatures.
It also means that if a time is changed on an order that is to be included in the time report, you need to update the time in the time report. To do this, delete the changed order and click save. Then the system automatically retrieves the new times from the current order.
To delete a Completed mark, click the Completed mark box and then click save. Now it is possible to change the time report.
Via a admin account, you can set that clear Completed can be done even if the time entered does not correspond to the reported time.
Do you want to change the time report or report for another user?
This requires you to have the user permission to View All and Edit All. The permission is set with your admin account. See Information for administrators below.
How to edit time report:
- Click on the name at the top of the time report. A menu with all the people in the group unfolds.
- Click on the person for whom you want to view or edit time report.
Export of list
Click on Export at the bottom of the Time report.
To see the Export button, you need to have the permission for Time report – Export.
Select a type of export.
If you choose Excel
ATTENTION! This is only an example of columns. Which columns are displayed depends on what was entered in your time reports and which time report types you use, but the order is always the same.
The columns show:
A: technician’s name
B: number of possible hours calculated according to the working hours set in the user settings.
C – K : shows hours entered on different time report types.
These lines vary in number and content depending on which time report types you use and if there is information to display. For example, if no “sick leave” has been specified, the table for “Sick” is not included in the list.
L: Summation of all items that are under the columns before, in the example C – K, i.e. all time that is not reported on orders.
M: Summation of time spent on orders.
N: Number of orders that a technician spent time on.
O: Average time per order (working time for each order).
P: Number of jobs. For example, if a technician has been to the same place for the same order twice, it counts as 2 jobs.
Q: Average per job, as above.
If you use the Time report setting – Use statistics split, you can also get occupancy/technicians. Then a further step is required. The working time to be counted needs to be set as “valid” under Edit suggestion descriptions.
All time types that are worked time are marked by clicking in the Valid box. Such as holidays, parental leave etc. should not be marked.
Information for administrators
User permissions – Edit user settings
For each user, a number of days can be specified before filling in their Time Report – TIME REPORT DAYS UNTIL WARNING and TIME REPORT DAYS UNTIL LOCKED. If the user exceeds that number, a warning will appear and you cannot proceed further before reporting the time. The number of days is checked only when you log in.
Note that the system does not warn if you skipped reporting a number of days if it falls below the value.
Edit time report settings
- Enter description suggestions for time reports (this can also be done on the Time Report page).
- Choose Free mark as Completed, which means that you can clear the mark Completed even if the time worked from orders does not correspond to the specified working time. Without Free Mark as Completed, you will get a warning text stating that the times do not match and it is not possible to clear Completed before this has been corrected.
- set whether orders can be excluded from the time summary.
- Additions. Adds an Other field in the time report. The field can be used to report other than hours in your account system e.g. outlay.
- Use statistic split.
With this setting, special fields are opened where the technicians can indicate how they distributed their working time during the day. (see image 8). With this setting, all hours must be distributed by the user himself.
The system checks against the working hours specified in your user settings. If the working hours on the time sheet change, the system will warn.
This is a special solution and before choosing this setting we highly recommend that you contact us for more information. - Include all bookings from the planner.
This setting records all bookings on orders and in the Planner in the time report. Number of booked hours is indicated. Time entered as an article on an order appears in the time report as a separate record. - Step size. Number of decimal places.
Here you enter the minimum time intervals in your time reports. Default is 0.25, ie 15 min.
Example:
0.5 = minimum time is 30-minute intervals in time report.
1 = minimum time is 1 hour.
Time report types
Adding and editing Time report types is a user permission – Edit types list.
You can add and edit the list of preset time report types. The types (e.g. care of sick child, over time, travelling time…) has different colors.
Here you also set the time codes you want to use for time worked, holidays, illness and so on.
- Click Add types in the bottom of the page. If you already added types the link is named Edit types.
- Make your changes.
- Click Save.
If you have activated the setting Other in Time report settings, the link Add types (Other) alt Edit types (Other) also appears. The Other function is primarily used to enter other units than hours to the time report e.g. outlays. Other can be set as a Time article. Read more about time articles under Articles.
Suggestions
Adding and editing Time report suggestions is a user permission – Edit types list.
To simplify and speed up the registration of your work, you can add description suggestions for tasks by clicking on Edit suggestions at the bottom of the time report page. Click + Add suggestions.
If you have activated the setting Other in Time report settings, the link Add suggestions (Other) alt Edit suggestions (Other) also appears.
Do you want to change the order of the suggestions? Hold the mouse pointer over the three dots. Drag and drop the field where you want it. (Computer only.)
When adding a row you can choose from these suggestions to describe your work. Click + Add row, place the cursor in the field and you will see all the suggestions.
Time report can be used to invoice, for example, external resources or report overtime. Print the report (from Print as pdf or Export as excel) to create a documentation.
User permissions concerning Time report
Under Edit permissions for a user you set, among other things, whether the user should have the permission to use the time report function and be able to edit time report types.
View, View all, Edit, Edit all, Attest, View order rows when sum is excluded, Edit types list, Export
