Timesheet Overview


Introduction to Timesheets

Timesheets allows SingleOps users to seamlessly clock-in, clock-out, or record any timing event during their work day.  
Each user has one time sheet per day where they are able to add events for themselves and their assigned labor resources, and to submit those events for approval when the day is complete.  Admin users are then able to review all time sheets to edit or approve.

Accessing Timesheets

There are a two primary ways to access Timesheet in SingleOps.1) The first is by selecting the My Timesheets tab in the side ribbon. 
2) The second is by selecting the blue clock button in the top right of the SingleOps screen, as seen below.

Screen_Shot_2020-08-26_at_10.35.33_AM.pngUsers can also clock in and out from the My Day page by selecting the blue "Clock In" button as seen in the screenshot below.Screen_Shot_2020-08-26_at_10.43.29_AM.png
Creating a New TimesheetOnce you've navigated to either the: My Timesheet page or selected the blue clock icon in the top right of the screen, you should see a screen that looks like this:Screen_Shot_2020-08-26_at_10.57.32_AM.pngThe next step is to select the Add Event or Clock In Employees button in the top left of the window.
A new window will appear prompting you to specify the Event Category. Once you select a category, you will have the ability to choose additional employees (or labor resources), specify the time (if your role permissions allow you to), enter a description (optional), and add event. It's important to note that SingleOps users can create and submit timesheets for any labor resources who have been assigned to them.

Donald is the crew leader for three employees:  Huey, Dewey, and Louie.  Upon arrival at the job site, Donald can create a clock-in event for each.In this scenario, DONALD is the SingleOps user.  Huey, Dewey, and Louie are not SingleOps users, but are, instead, labor resources which have been created for and assigned to Donald.  Every timesheet event for Huey, Dewey, and/or Louie will be taken by DONALD, not by the labor resources themselves.  This ensures the events are entered correctly on behalf of the labor resources, and keeps the SingleOps user costs low:  you pay only for crew leaders, not for labor resources assigned to the user.Let's watch as Donald clocks in his crew... 
Since most actions with a crew are taken as a team, SingleOps will, by default, show all your labor resources in the timesheet event.  
You can keep this and perform the action for everyone - or you can deselect any members for whom the action is not intended (click the 'X' beside their name to remove that resource from the event).

The start time (and any time value) can be entered in one of three ways:

  1. You can select the hours or minutes and use the scroll to increment/decrement the value (as Donald did in the GIF above);
  2.  You can highlight the hours or minutes and type the desired value directly into the dialog;, or
  3. If you wish to enter the current time, i.e., 'now', you can click the reticle (scope icon) at the bottom left of the time entry modal

Take care when entering the times as they cannot be modified apart from submitting the sheet and having an administrator make the change.  This is by design to prevent manipulation of the times by your crews or labor resources.The event can vary based on the action being taken by the crew, but the crew leader should take care to always ensure there is a corresponding clock-out event for any clock-in event.  Failing to clock out can cause issues once the labor hours are submitted for the job.Some companies will use unpaid breaks to denote when the resource(s) come off the clock for a break (take care to then use a corresponding event when the break is over to put the resource 'back on the clock').  Other companies may elect to use paid breaks - and use the events to simply note when the break starts/stops.When all events for a given day have been captured by the crew leader, he/she should submit the timesheet for approval by whomever is tasked with reviewing and submitting the time.  This 'check-and-balance' method ensures the greatest accuracy by not applying the times to the job labor until it has been verified.

Can I associate events with actual site visits?

Yes, if you choose 'Visit' as the event type, you will be prompted to choose the visit you are starting and the option to complete the visit from this page.  The accurate labor details will automatically show on the Completed Jobs page.

How do I manage timesheets for multiple employees?

Admin users are able to manage multiple timesheets and approve them by choosing 'Manage Timesheets' from the timesheets icon.  Each entry can be reviewed, edited, and approved or rejected from this page.Screen_Shot_2020-08-26_at_1.15.26_PM.pngReports
Once your team begins using Timesheets the SingleOps system will consolidate user's timesheet data into two useful reports. The Timesheet Summary and Timesheet Totals Reports can be found by going to the Reports Section > Labor > selecting either the: Timesheet Summary or Totals Reports.


Timesheet Summary Report

This report shows your users clock in/out data, calculates total hours, and differentiates that time between Paid and Unpaid. Any clock in/out notes can also be shown. This report's filters are particularly useful since you can set your own date parameters and the status of the timesheets, whether they're active, submitted, or approved.Moreover, the search bar in the top right of the table will allow you to search for most of the criteria in the table.Screen_Shot_2020-08-26_at_1.25.28_PM.png
For instance, if I wanted to see all approved timesheet entries made by Abraham Lincoln between 1/1/2020 - 12/31/2020: I'd set the date parameters, select "active" as the Timesheet Status, and Search by Abraham Lincoln. 


Timesheet Total Report

The Timesheet Total Report, on the other hand displays the totals for each resource type and day. This report differs from the summary report in that it shows a more detailed breakdown of your employee's time. 

Like the Summary report, you can filter based on date range, timesheet status, and by searching in the search bar.Screen_Shot_2020-08-26_at_1.30.25_PM.png

Timesheet Event Categories

Productive Events
  • Visit - time spent on a Visit associated with a Job
  • Task - time spend on all Tasks, whether associated with a Job or not
  • Shop Time - time spent on tasks which are productive but not associated with a Job
Unproductive Events
  • Unpaid Break
  • Paid Break
  • PTO - Paid Time Off, such as vacation or holidays
  • [Drive Time] - see more info on this below
In the Timesheet Total Report, there is a column for "Drive Time". This is basically any time within a total work day (Clock In through Clock Out) that is not accounted for by the Event Types. The formula for Drive Time is:
Total Clocked In Time - (Visits + Tasks +  Paid Breaks + Unpaid Breaks + PTO + Shop Time) = "Drive Time" 
General Report Information
Like most of our reports, you can add and remove certain columns by selecting the columns button. You can also rearrange the columns to your liking by dragging the title of the column horizontally across the table. If you want to save the columns and the layout you created, select the Save for All Users button.If you find yourself building out the same Timesheet reports over and over and over again, make use of the Save Report button in the top right. This will save all the changes to the report that you made so you can access it faster at a later date. That way, you won't have to readjust the columns or flow of the report. Finally, if you need to manipulate the data even farther, feel free to export the data out of the SingleOps system by selecting the export to CSV button in the top right. That way, you can analyze the data the way you want.


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