If you are considering combining time & attendance with work logs for customers and projects, this guide will show you how to configure activities with groups.
First, please take a look at the following illustration of the general setup process from employee setup through to project time tracking.
Determine the purpose and level of detail
When considering this feature you might ask yourself how customer orders and services are handled in your administration workflows and in downstream systems. You might see an opportunity to optimize the workflows in such a way that on-site services are directly reported within the mobile app enabling the administrator to pull these grouped activities & associated work logs from within the web panel for download and billing or for further processing in an accounting system. Basically, all services can be set up in detail by means of dedicated activity names. Refer to the following activity names which are installed by default to get your started faster:
- Travel to site: Charging travel time to the customer. The activity name can be configured to store lump sum amounts.
- Labor performed: Service A, Service B, Service C - set up an activity name for each type of service. The activity name can be configured to calculate with an hourly rate, e.g. $100 per logged hour.
- Material cost: create a separate Activity name with the designation and value of material used for your services which will serve as a template for your employee. Configure the Activity name to show a lump sum amount and leave the hours empty.
These Activity names appear in the configured input format on the mobile app and as line items in the list view, as shown below:
In order to manage orders and projects for time tracking, it may be necessary to prepare more than 30 activity names for specific services performed and material used. When created, these activity names are assigned to a customer or project name as a group. The group may consist of an order number (XYZ00123) or include the customer name and order number (Jones XYZ00123) or just the customer name (Jones). Check below instructions to start creating your own activity names and groups.
Create Activity Names and add them to Group "Various"
A set of activity names was installed when you created your company account. In addition, a default group called 'Various' was created and three Activity Names named 'Travel', 'Work' & 'Material' were added to that group to get you started faster as illustrated.
We recommend using the default group "Various" as the basis for creating additional groups. To get started create new Activity Names to your preference and select the group named 'Various' initially and later create new groups and copy those activity names from Various to your new group. First off, click the Add Activity Name button and apply the selected parameters as follows:
Please note that a newly created Activity name can not be copied so you will need to click on the add activity name button once again to create more names. We suggest you remove not needed default Activity names. Simply click on the delete button from within above detail view. Find more details about setting up Activity names here.
Update the default group "Various"
In the Manage Groups menu item, select the default group named Various to enter the edit mode with the pencil icon, as shown below:
While in edit mode, you can add activity names from other groups and add or remove employees. This allows the employee to select this group from the list in the member app. See following image:
Set up a new group
If your default group "Various" is complete, you can now create further groups and copy or import those activity names in just a few steps. Proceed as follows:
- Go to Menu item Manage Groups
- Create a new group; Enter name at top of screen
- Add Activity names: click selection list
- Add employee: click selection list
- Click Save
..as highlighted below:
so now you have two groups as follows:
Time to start tracking
When you have completed setting up your projects, including activity names, switch to the mobile app and start time tracking. In the app, add a new Daily Activity. First, tap the Refresh icon of the pull-down list to update the names list then you are ready to create a time log for that project as illustrated:
Look up the Master report
In the web control panel look for the Master Report to query all time logs under that project name. In the report result, the hours and amounts entered are summed up. The result can be exported as PDF, Excel or CSV file and further processed.
Please note; updating or deleting a group name can only be done from the Administrator's account ie. mobile app users have only read rights. If you subsequently change the group name, the historical time logs with the previous group name will be retained in the app.