Timekeeper & Time Tracking
Track where your crew is, fix entries, and export clean payroll data.
Time Tracking
The Employees > Time Entries page shows all clock-in/out records.
- Filters: Filter by employee, job, status, and date range to find specific entries.
- Status types:
- Active, Employee is currently clocked in.
- Completed, Employee has clocked out normally.
- Needs Review, Flagged entry (GPS too far from job, missing clock-out, etc.).
- GPS Distance: Each entry shows the distance between the employee's clock-in GPS and the job site. Entries exceeding the threshold are flagged with a warning icon.
- Entry Detail: Click View to see a map showing job location, clock-in, and clock-out positions. From here you can update status, add admin notes, and apply manual time overrides. A full audit trail is shown at the bottom.
- Split Entry: Split a single time entry into two entries at a specified time. Useful when an employee worked two jobs in one shift but only clocked in once. Both entries retain the original GPS data and get separate audit records.
- Change Job: Reassign a time entry to a different job if the employee clocked in to the wrong one.
- Delete: Entries can be deleted from the list or detail page. Deletion details are recorded in the audit log. Admins only, viewers and schedulers cannot delete time entries.
- Validation: The system rejects entries with invalid years or shifts exceeding 24 hours.
Permissions: Admins, viewers, and schedulers can view and edit time entries (update status, notes, manual times). Only admins can delete entries.
Manual Time Entries
Create manual entries from the Dashboard for forgotten clock-ins, paper timesheets, or corrections.
- Select the employee and job, enter start and end times, and provide a reason in the notes field.
- Manual entries are logged with method "admin" and appear in the audit log.
- Manual Time Override: On the entry detail page, you can override clock-in or clock-out times for an existing entry. A reason is required and the change is audited.
Export
Navigate to Employees > Payroll Reports to download time data for payroll processing.
- Select a company and date range (or use the pay period quick-select dropdown).
- Excel Export: Downloads a spreadsheet with four sections:
- Time Entries: Every entry with employee, job, clock-in/out times, GPS, hours, status, and notes.
- Employee Summary: Total hours per employee with a company grand total.
- Employee Hours by Job: Hours broken down by employee and job.
- Company Hours by Job: Total hours per job with a company grand total.
- PDF Export: A landscape payroll report with the same four sections.
- Payroll Cost Report (Excel): Extends the standard export with labor burden percentage, overtime-adjusted effective rates, base pay per entry, and total cost including burden. Note: This report is for estimation only, not for bookkeeping purposes.
- Combined Report (Excel & PDF): A merged view combining time entries with labor cost data in one report.
- Payroll Period: Configure pay periods (weekly, bi-weekly, semi-monthly, monthly) in Settings, the Pay Period dropdown on this page automatically uses your selected type.
- All spreadsheet tabs open at 140% zoom for easier reading.
