Timekeeper & Time Tracking

Prevailing wage / certified payroll

Enable this default-off module in Settings > Features & Modules. It requires Timekeeper and works independently of Trades. Turning Timekeeper off suppresses the module while retaining its saved preference.

• Catalog: In Setup Items > PW Classifications, add, rename, activate or deactivate classifications. The catalog has no employee assignments. Inactive names remain in entry history.
• Employee default: The employee's Prevailing-wage classification field remains free text; active catalog names are suggestions. A matching name does not assign a catalog ID.
• Jobs and clock-in: Mark the job as requiring prevailing wage to show a classification picker. Its blank/default choice records the current employee default text or blank with no catalog ID. Jobs without that flag, or with the module off, continue to record employee default text with no catalog ID.
• Changing job or trade: A still-active company classification carries to another applicable entry using its current catalog name. Otherwise the new entry uses current employee default text with no catalog ID. There is no separate classification-only shift change.
• Manual entries: Select the employee and job, then choose a classification on an applicable job. With JavaScript unavailable, use Load selections to refresh choices without creating an entry. Notes and times remain private in the form. Changing person or job resets the classification choice; an unavailable submitted choice remains visible for correction after refusal.
• History: Each entry retains its recorded ID and text after catalog changes. On an applicable entry, Keep current preserves that exact history; Clear classification or an active replacement is deliberate. Stored text remains visible read-only when the module is off or the job is no longer applicable.

Time Tracking

The Employees > Time Entries page shows all clock-in/out records.

My Time: Direct company members with dashboard access can clock in, change job or trade, and clock out from the dashboard's My Time card. These are their own time entries. The field timekeeper uses the same punch rules.

• Filters: Filter by employee, job, status, and date range to find specific entries. The Employee list includes active direct company members, including owners without a separate employee record. With Trades enabled, filter by trade and view the trade name recorded on each entry. These filters apply before the 200-entry display limit.
• 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 a direct company member and job, enter start and end times, and provide a reason in the notes field. Owners without a separate employee record are included.
• With Trades enabled, a picker appears for multiple active assigned trades or a sole active trade that is not the default. It starts on the active default, otherwise the first active option. With no active options or only an active default, the picker is hidden and the entry records the active default or no trade.
• If shown, select Load trades after choosing the person; job, times and notes are preserved and loading saves nothing. A refused explicit trade stays visible and selected, even when unavailable, until you deliberately correct it. Changing the person loads their initial choice. If an old trade choice is carried over after changing the person, review the new choice before creating the entry.
• Manual entries are logged with method "manual" 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.