Time Tracking and Timesheet Approval Overview

Availability: all plans

Time tracking records the time a technician spends travelling, on site and working, attaches it to the work order or assessment it belongs to, and carries it through review. Most of it happens as a side effect of the work: marking yourself on your way, arriving and starting work all start the right timer. The technician keeps one page for the day, and a manager reviews what was submitted. This guide explains how the pieces fit and points to the guide for each one.

Before you start

Tracking time needs the track-time capability. It opens the Timesheets item in the sidebar and the timer on the work order's execute page.
Adding or correcting time by hand needs the manual-time capability.
Approving, rejecting and the workday report need the approve-time capability. This is normally held by managers and owners, not by technicians.

How the pieces fit

Recording. The Timesheets page shows one day: the working day (clock in, break, clock out), the next stop, the time already recorded per work order and any timer still running. See the guide on tracking your time.
Automatic timekeeping. Marking yourself on your way starts travel time. Arriving starts time on site. Starting work starts the work timer, and starts on-site time too if you had not arrived. Completing, suspending or cancelling work stops the matching timers. When a timer cannot be started or stopped at the moment it should, the moment is kept and you are asked to fix it at the end of the day. See the guide on automatic timekeeping.
Correcting. A technician can add an entry they forgot to record and correct a start or end time. See the guide on correcting time.
Submitting. The technician submits the day from the End of day panel. A day left alone is submitted for them early the next morning.
Approving. Timesheets appear in the Timesheet Approval Queue, where a manager approves, rejects or corrects and approves. The Workday report compares paid time with time on site, travel and breaks. See the guide on approving timesheets.

Tips

Whether completing a work order approves its timesheet by itself or leaves it pending depends on a provider setting. By default completion approves; when the setting asks for explicit approval, the timesheet waits in the queue.
Only one timer runs per technician. Starting time on a second work order asks you to confirm the switch.
Time tracking never blocks the work. Work orders still start and complete when a timer cannot be recorded; the missing time shows up as something to fix.

If something goes wrong

If Timesheets is missing from the sidebar, your role does not include the track-time capability. Ask the person who administers users on your account.
If you cannot open the approval queue, your role does not include the approve-time capability.
If time looks missing for a day, open that day on Timesheets and look for Time events to fix and Assigned Work Orders Missing Time.

Tracking Your Time Through the Day — The Timesheets page is a technician's page for the day. It shows whether you are clocked in, the next stop on your schedule, the total time recorded, which work orders have time and which assigned…
Automatic Timekeeping and the Confirmations It Asks For — The work itself drives the timers, so a technician does not have to remember a stopwatch. This guide lists exactly what starts and stops time on its own, when the system closes a timer for you, and…
Adding and Correcting Time — A technician can add time that was never recorded, and can correct time that was recorded wrongly, including time a manager rejected. This guide covers adding a manual entry, fixing a rejected…
Approving Timesheets and Reading the Workday Report — The Timesheet Approval Queue is where a manager or owner reviews the time technicians submit. Each timesheet is one technician's time on one work order. You can approve it, reject it with a reason…
Track Time — Time tracking lets a technician record the time they spend on jobs and work orders. The Timesheets page shows one day at a time: the work orders worked, the total time, any timer that is still…
Enter and Correct Time Manually — Manual time entry lets a technician add time they worked but did not record with a timer. On the Timesheets page they add an entry for a work order, either as a start and end time or as a length of…
Approve Timesheets — Approving timesheets is how a manager or owner signs off the time technicians submit. The Timesheet Approval Queue lists timesheets and can be filtered by status (pending, approved or rejected) and by…