We all know that a company’s employees are its most important intangible assets but managing them successfully can be a complex and time-consuming process. Not with BigChange. BigChange’s JobWatch allows you to easily manage both your human and vehicular Resources at both a macro or micro level, quickly and efficiently. Here is a sample of the actions you can carry out:
- Create/edit Resources
- Create Resource Groups
- Link Resources to Web Users
- Manage skills/attributes, absences, pay rates, etc.
NB You may also be interested in reading the sister article on Fleet (Vehicles)
In BigChange terminology, Resources are the people who use the JobWatch system to complete Jobs. From within JobWatch, you can achieve a whole suite of activities with Resources, cutting down on your Administration and ensuring that all information is stored in a single place and is readily accessible.
Navigate: My account → Administration → Resources
However counter-intuitive it may seem, begin by setting up all of the other fields shown before coming back to Add-Edit. This is because you cannot attribute resources to groups, skills, etc until they have been created.
Administrators make decisions about what other Resource types can and cannot access, so it is important that Administration rights are strictly limited. Administrators can decide what Resources can and cannot access or do by navigating: My account → Administration → [side menu] Web Users → Roles and ticking boxes next to the Action to be permitted in the relevant Role Column:
It is also possible to export the Resources list.
Navigate: My account > Administration > [Side menu] Resources > Add – Edit. Columns to export are:
ResourceID, ResourceName, ResourceReference, ResourceCode, LinkedWebuser, ResourceMobile, ResourceWorkingHours, ResourceGroup, ResourceExtraSkills,
Creating groups allows you to categorise resources in any way that is useful for your business, eg by department, location, etc. To create a new group, navigate My Account → Administration → [side menu] Resources → Groups → Add:
In the pop-up, simply give your group a name and press “OK”.
Continue to add groups until you have added all of the categories required. The categories will display in a list view and can be added to or edited at any time.
Skills can be both awarded qualifications or accreditations, eg, IPAF, Health & Safety, CSCS, DBS, or experience-based qualifications, eg Account Management, Bathroom Installation or New Build.
Attributing skills to each resource has several benefits within JobWatch. You can create alerts to notify you when a skill is close to its expiry date and ensure that all accreditations are kept up to date. During filtering, or when using the Scheduling assistant, this guarantees that only resources with the required skill set are assigned to a job.
To create a skill, under Resources, tap on Resource Skills → Add and enter the skill name.
Assigning a Skill to a Resource
Once your skills have been created they can easily be assigned to resources.
To add specific skills for a resource, once they have been selected, click Add and select the desired skill from the drop-down box. If it has an expiry date eg First Aid training, enter this in the box, otherwise, leave it blank. Click Add and then repeat this process for each skill as required:
Alerts On Skill Expiry
To create an alert for when a skill expires, (1) click on the ‘Alerts’ tab and (2) ‘Create new alert +’.
When creating the alert you can amend:
- Which resources will trigger the alert – you can choose from all, a specific group, or a specific resource.
- Select ‘Has a skill expiring’.
- Type in the number of days in advance that you wish to be notified. If you want to be alerted at two intervals, for example, 30 and 60 days, you should create one alert for each timeframe.
- Type in the alerted recipient(s) and method(s). This example shows an email address going to the manager of the resource, and a text to the resource concerned.
- The email subject and message content can be customised here if required. The blue boxes act as keywords and will be updated with the resource name and name of the skill.
- This is the default message which will be sent unless a customised Template is selected in (7) or (8).
- If you have created your own email template for alerts and set ‘alert’ in the Template usage tab, then you can choose to use your custom template from the dropdown list.
- If you have created your own SMS template for alerts and set ‘alert’ in the Template usage tab, then you can choose to use your custom template from the dropdown list.
- Select if you wish to attach a linked footer to your email.
- Click Save
Setting Skills Constraints for Jobs:
If you create a job type that should only be scheduled to resources with a specific skill, you can set up a constraint to notify you should you try and allocate a job to someone who lacks it. If you are using the Scheduling Assistant, it will automatically pre-filter and only offer suitably skilled resources as resource options.
Navigate: My Account → Administration → [side menu] Schedule → Job Types→ [tab] Constraints → Resource
Complete the popup, populating any or all of the fields. Repeat this for each skill needed on this job type.
If you schedule a job to a resource that doesn’t have the skills needed, the job will appear on the schedule with a red outline and a hammer and spanner icon above it. Hovering on it will show the issue:
Resource Custom Fields
Custom fields are a great way of saving important information against your resource groups. The custom field you create may only relate to one group of employees eg uniform size and eyesight check for a driver, or they might apply to some or all of your other groups eg DOB and ICE information.
Navigate: My Account → Administration → [side menu] Resources → Resource Custom Fields
Click on (1) Resource Group to select the group from the dropdown menu and then (2) Add. This will open the popup menu shown. Populate it as desired and then click Ok to save.
If you would like to apply this custom field to other groups, simply click on (3) Copy list to… and a new popup will open
Please note, it is best to use this function during initial setup, as copying a list will overwrite any existing custom fields for that group:
When you open a Resource’s card (Fleet & Resources → [side menu] Resources → select resource) you will see the Custom Fields that you created at the bottom of the form:
The phone book feature allows you to store phone numbers within the JobWatch app for easy retrieval. It is also the settings page in which you can configure which resources can reply to which group of web users.
- Select the Resource group from the drop-down list.
- Select which other resources’ numbers you wish to appear. These are taken from the Mobile Phone field when first setting up a resource.
- Select which Web Users’ mobile phone numbers you wish to appear. These are taken from the Mobile phone field for the web user.
- Here you can store any other numbers which you deem potentially useful, eg breakdown recovery, local suppliers, etc.
- Select which web user groups these resources can message or receive messages from.
By default, all resource groups are measured by the same metrics, however, the importance and required criteria can be changed to suit your individual needs. To do this, make a selection from the Resource group dropdown list and manually amend the information for the categories shown on the top table. These categories are termed Key Performance Indicators (KPI) and the example below gives possible starter levels, although these can be altered at any time, as desired.
By way of example, (using the figures set in the example image), if a vehicle idling is less than 2% of overall driving time (engine on to engine off) then the driver achieves a Green rating. In between 2% and 15% the driver achieves an Amber rating, and over 15%, a Red rating. If the driver exceeds the speed limit zero times per 100 miles of driving, they achieve a green rating. Between 0 and 19 occurrences per 100 miles of driving achieves an Amber rating and greater than 19, a Red rating.
Some other key features of our Drive Behaviour traffic light scorecard:
- You can manipulate the relative importance of each indicator (see ‘Importance’ bar) to give a scorecard
- The scorecard can give each driver a group ranking relative to their peers
- The KPIs and coloured rating are shown on the driver App in a simple and effective format
You can manually amend the desired score for each KPI and see the effect which your alterations have by looking at the simulator table shown beneath it. When you are happy with your amendments, click to Save.
In the above example, to get a perfect score for ‘Over-speeding’ there can be no occurrences every 100 miles driven. However, having 19 occurrences or more within the same difference will result in a score of 0/10.
For customers who use device-based tracking, rather than hardwire tracking, only speeding events will be logged; for all other criteria, a perfect score will be given by default.
The driver behaviour report, available by navigating: Reports → [section]Tracking → Driver Behaviour Report, uses this information and can give detailed information and improved control.
Targets can be set independently for each group of Drivers or can be applied for all.
The date range can be set to cover whatever period of time you require.
On top of the Drivers actual performance, the report shows how many miles each Driver has covered, MPG and CO2, where this information has been entered into the vehicle details.
Scores are given for Driver Behaviour and an overall score, based on the Targets set for each.
The Driver Behaviour report provides both Summary and Detailed information by Driver.
The Driver scoring can be by ‘Score out of 10’ (as defined by your parameters and shown in the example screenshot below), ‘Averages’ or actual number of ‘Occurrences’ (choose which you want to view using the options on the left-hand side (‘Display’ side menu -> ‘Data to display’)).
By clicking on a specific Driver on the report, you can choose to view ‘Detail’.
This will take you to a report of every incident of poor driver behaviour within the time frame selected for the report.
- Harsh cornering
- Harsh braking and acceleration
The example list shows:
- The vehicle being driven
- Exact Date and Time
- What the incident was
- The Speed limit of the road they were on and the speed they were travelling
- Location of the incident
By then clicking on the incident, the exact location of the incident is shown on a map. This is zoomable and can be viewed on Street mapping, Satellite mapping or Street View.
Map tab on website → right-click on vehicle/resource to track → “Show journey” → right-click on ‘snail trail’ point on map
For a visual map view of a driver’s behaviour, you can view individual journeys on the map:
- From the map tab, choose from the left-hand side menu which resource/vehicle you wish to view on the map.
- Right-click on the icon on the map and select ‘Show journey’; their most recent journey will then be shown with a ‘snail trail’ on the map.
- Blue markings indicate ‘good’ driving behaviour
- Red markings represent a bad driving incident (for example, harsh acceleration, as shown in the screenshot example)
- You can also right-click on the individual snail trail marking for full details of the driving incident, including: time, speed, distance from start, type of bad driving and address.
To view a comprehensive list and explanation of the Reports suite, including Tracking reports, please view the separate article.
JobWatch is the perfect means to manage your staff’s annual leave, as you can request leave, alert the resource’s manager that the request has been made and approve it, all from within the program. JobWatch will not only show leave on the schedule but will keep a tally of the number of absences requested by each Resource and calculate how much holiday has been taken and how much is still available.
Navigate: My account → Administration → [side menu] Resources → Absence Types → Add and then complete the popup, entering an absence type and a colour for flagging purposes:
Annual leave can be requested through either the website or via a device.
Creating A New Resource
Once you have completed all of the above Resource tabs ie groups, skills, etc, you are finally ready to add your resources.
Adding new resources couldn’t be simpler, just a click the Add-edit button, followed by Add and complete a single form for each resource. If you need to edit a resource’s information, this can be done here by clicking on Add-edit and then clicking on the selected resource.
The upper section of the form explained:
- Name: The name of the resource.
- Group: This allows you to compartmentalize your resources based on the role that they have within your business, eg Engineers, Managers, Apprentices.
- Mobile Phone: The resource’s contact number, which must begin with the country code, eg +44 for the UK.
- Time Zone: Different time zones can be set for the location of each resource.
- Tracking Settings: When this box is ticked, this resource will be displayed on the Map. The method by which they are tracked will depend on the options you have purchased. Can set themself as passenger Ticking the box which allows a Resource to set themselves as a passenger is relevant in different scenarios eg if they are an assistant on a job. It is also useful when tracking driver behaviour, for eg a passenger isn’t responsible for speeding.
- JobWatch settings:
- Not active for JobWatch: This resource has not been assigned one of the licences you have purchased. They will not appear on the schedule, and their code will not work on any devices. If a resource leaves your business, this would be the option to select.
- Only visible on schedule: The resource will be displayed on the schedule, and jobs can be scheduled to them for completion on the website, but they will not transfer to the tablet. The code for this resource will allow them to sign in to the JobWatch application, but only to complete timesheets, vehicle checks and expenses.
- Active for JobWatch: The resource will have the full functionality of the application, jobs can be scheduled for this resource and completed from the tablet.
- Resource is subcontractor: For those who ‘subcontract’ work out to third parties, this option allows the app to be downloaded free of charge and used to complete jobs as if they were your own engineer with the same questions being asked and answered. Subcontractor licences are charged on a per-job basis with no standing charge. For resources who have been assigned subcontractor licences, they will not be asked to complete vehicle checks, timesheets or expenses.
- JobWatch settings:
- Hide Contacts’ parent info on the device: This enables you to display or hide the parent information for this contact on the device of your Resource
- Resource can self-allocate unscheduled jobs: When this box is ticked, Resources can allocate unscheduled jobs for themselves eg if they were at a site for a job and had time to complete a further, as yet unallocated job, at the same site.
- Default answer button: Select whether or not you wish this to appear on a device and if yes, where:
- Max. travel distance for a job: Should you wish to limit how far a Resource can travel, you can set this here. Should you try and schedule a job to this Resource which exceeds that distance, you will receive an alert.
- Reference: Can be used for any internal resource reference, such as employee number.
- Code: This is the unique code which the resource will use to log into JobWatch. The default number provided is a random number but this can be changed to something more memorable, providing that it conforms to the following rules:
– It must contain a * or # at the start or end and contain a 4-6 digit combination not already in use.
– The same digit may not occur more than twice within the same code eg not 2222*
– Obvious patterns are invalid eg #23456 or 7531*
- Business key: This only applies to customers who have purchased a business key and key reader. Where applicable, this is the Business key assigned to this resource for a journey to be categorised as ‘business’.
- Private key: If you have purchased a private key and key reader, this is the ID of the key that would be assigned to this resource to class a journey as ‘private.
- Tacho card: For vehicles which have Tacho card readers (any goods vehicle over 3.5 tonnes) and for which appropriate hardware has been purchased, the tacho details of each resource would be entered here. If a tacho card is used in the system and a resource does not match the details, a new resource will be created. For more information on Digi Tacho use, please download the separate user guide below.
- Fuel card: Should a resource be assigned their own fuel card, the details would be entered here.
The lower section of the form explained:
- Payroll number: This can store any pay reference used to denote the resource in a payroll system.
- Manager: Attributing a resource as reporting to a particular manager (who is set up as a web user). This allows alerts and emails to go to the right person eg to authorise absences, expenses, etc.
- Start of holiday year: Allows you to record when a resource’s holiday entitlement will begin.
- Number of days vacation: A resource’s annual holiday entitlement.
- Working hours: This allows you to record a resource’s regular shift. Pressing the x next to each day’s hours will delete that day. Pressing add brings up a pop-up that allows you to set a new workday and the hours for this:Tapping on the hours will allow you to choose where their starting location for that day is. By default, it is set as their previous job location, but this can be changed to be any contact stored in CRM, eg the office, or their home. Using the import button allows you to copy information from a resource that has already been set up:
- Icon: Pressing the change button allows you to change the icon that represents the resource on the planning map. The colour of the icon will depend on the activity they are doing.
- Out of working hour tracking is private: Should this option be selected, any mileage incurred outside of the working hours will be classed as ‘private’, and the journey will not show on the map.
- Default hourly rate: For job costing purposes, this is the rate that will be applied by default, outside of any special rate times added in the following section. This field is important as it is used by the Scheduling Assistant to calculate the job costings and determine job allocation.
- Skills: This allows you to attribute the skills they possess to each resource. During filtering, or when using the Scheduling assistant, this ensures that only resources with the required skill set are assigned to a job, eg an HGV licence, a CSCS card, Gas Safe certification, etc. By setting an expiration date, you can be alerted before the skill is invalid and ensure that all accreditations are kept up to date.
- Special hourly rate: The rate that will be charged for overtime. Overtime periods can be defined by pressing the add button and entering them in the following pop up. Special hourly rates can also be imported ie copied over, from another resource to whom they have already been applied. Simply press the import button to open the popup:This field is important as it is used by the Scheduling Assistant to calculate the job costings and determine job allocation.
- Always assists: If a resource, for example, an apprentice, always works with the same engineer, adding them as an assistant here means any job scheduled for the engineer will also include the apprentice.
- Link to web user: Linking resources to web users is an important part of the setup as it allows full functionality of the app. If this resource has already been set up as a web user, select ‘Link to an existing web user’. However, if they haven’t, then ‘create a new web user’ should be chosen. You can either populate the email box with a valid email address, or a ‘dummy’ email address which follows an email format, for example, firstname.lastname@example.org. As a starting point, the role that should be selected is ‘JobWatch Basic User’ and ‘Web User is only allowed to view their own resource’.
Once a Resource has been set up in the Administration section, additional personal details can be added to the Resource’s card by clicking on Fleet & Resources → [side menu] Resources → click to select the resource. You can then add additional information such as a photograph, certificates, etc:
To add activities which will show up as options for mobile workers, navigate: My account → Administration → [side menu] Forms → Timesheet Activities.
Select the Resource Group and then using the Add button, add categories and attribute a colour to them:
They will appear on a device as below:
Once they are completed to your satisfaction, you MUST press Send in order for the resources to be able to access them on their devices:
Absences, Holidays, Leave
Requesting Leave Via the Website
To request leave for/as an individual via the website, navigate: Fleet and Resources → [side menu] Resources → select the resource → [tab] Absences:
- The start date from which the holiday was calculated.
- The end date from which the holiday was calculated.
- The leave already booked by this Resource.
- The number of days leave already booked out.
- The number of days leave still available to book for this resource.
- Click this Add icon to add a holiday request
Complete the fields on the popup and Save to request your absence:
Once approved, additional date and time-stamped fields will show beneath the request, confirming the status.
Requesting Leave Via a Device
You can only create absences from your device if the permission has been granted by an Administrator in the back office. Where permissions are in place, the process is simple.
To request leave from your device, log in and then select Absences from your right-hand menu:
You will now see the list of all holiday already booked. Click on the Request Absence button on the right:
Complete the form and then click OK:
Your requested absence will now show on the list view
Adding an Absence for a Group
There will be instances where you need to create an absence for entire groups or indeed, for the whole company eg Bank Holidays. These can be added as follows. Navigate (1) Fleet & Resources → (2) Absences:
When the popup opens, click on the + Add icon and complete as desired, leaving the Resource field as ‘-All-‘:
Once saved, clicking on the Absences icon will show it in the list view
Click on it to open up the absence and you will see who added it, and its approval stage.
Web users who are logged in as an Administrator or have the correct permissions, will have absences automatically approved. All other absences will sit in ‘Requested’ until approved.
Absences can also be filtered and exported as CSV files:
When the Schedule is viewed, the colour chosen when it was created in Absence types will appear. If you hover over it, with your mouse, the reason for the absence will display.
Creating an Absence Requested Alert
To create an alert for when a resource requests an absence, navigate: Alerts → Create a New Alert:
Once you have selected this it will bring up the following dialogue box that will enable you to create the alert of your choice:
Decide how you wish the Alert to be sent, whether through SMS, email, device or popup. When making your selection, please be aware that SMS is charged at £0.05 per message + VAT.
If you create an Alert that is sent as an email, you have the additional option of using a customised email body template, rather than the standard message provided. If you wish to use this, simply select your preferred template from the dropdown menu in the field Email body template/SMS template.
Please note that selecting a template will override the email subject and message contents set in the first two sections.
If you wish to use a Template, you will first need to create it in the back office and set the usage for email and/or text. To set-up a Template, navigate to My Account → Administration → Account → Templates. From here, you can click ‘Add’, create the template and Save. Now click on the Template to reopen it and move over to the Usage tab on the top right and add ‘Alert – Email’ or ‘Alert – SMS’ as the type (this will make them discoverable when choosing a template for the Alert).
Complete the Alert as desired. The example below can be copied for ease and will result in the manager of the person requesting an absence, receiving an email Alert
You can view the number of days vacation taken/remaining for a resource in the following way.
Navigate: Fleet & resources → [side menu] Resources → Select and click on resource:
Outlined above is the ‘Number of days vacation’ field which shows the number of days annual leave allocated to the Resource ie 21 days in our example.
Now move across to the Absences tab (1):
(2) is the total number of days annual leave which the Resource has already taken or booked off based on the date range selected.
(3) is the number of days of annual leave remaining (ie 21 days annual leave, minus 8 days booked off, leaving 13 available days leave) based on the date range selected.
The above shows an entire year but it is possible to change the parameters and JobWatch will pro-rata the remaining leave:
It is also worth noting that the system will calculate the annual leave from whatever date your require, rather than on only a default calendar year basis. So, for example, if your organisation were to calculate each person’s annual leave allowance to run from their start date, rather than on a calendar year basis, this can be easily achieved.
On the Detail tab adjust the ‘Start of holiday year’ date:
You will now see that on the Absence tab JobWatch has adjusted all of the information accordingly:
Timesheets are an important tool for any company:
- They provide essential information for those who pay salaries based upon hourly rates.
- They provide evidence of conformity with WTR (Working Time Regulations).
- They help to identify working patterns.
- They can be used to create reports.
- They can help you to calculate job rates in order to ensure satisfactory margins.
Back Office Set-Up
Before asking your workforce to complete timesheets, there are some settings which need to be considered.
These can be found under: My Account → Administration → [Quick Links] General account Settings → Other device settings
- Whether or not you would like it to be obligatory for mobile workers to start their timesheet before they can start a job. This is typically enabled by most companies to ensure that timesheet completion is not overlooked.
- Whether or not you would like it to be obligatory for mobile workers to end work and sign off their timesheet before being able to log out of the JobWatch app for the reasons mentioned above. For companies who wish for different users to sign in on the same device, this option should be left as ‘no’ to allow users to log out, enabling others to log in.
- There is also the option for your mobile workers to be able to edit the time when entering a timesheet activity such as their start time, eg if they have forgotten to log in. When this option is disabled, the device time will be used, if the option is set to yes, the resource will be able to set the time to a time that has already passed ie, started work 30 minutes ago but not start work in 30 minutes time.
You may also want your mobile workforce to record other timesheet activities eg breaks. This information is summarised in reports on the JobWatch website and is available for you to view online, export, or schedule to be sent via email at set intervals, eg weekly.
To set up an activity, navigate: My Account → Administration → Forms → Timesheet Activities.
- Select the resource group you wish to create a timesheet activity for. It is completed on a group by group basis as different activities since different groups of resources will need different activities.
- Click on Add.
- Name the Activity, including name, eg ‘Break’ or ‘Overtime’.
- Decide which Timesheet(s) it will apply to and then Save.
- Click on the activity to edit it and assign it a colour. Tick or leave blank to indicate whether or not this activity is classed as working and click Save.
- Send the activities to the device.
Activities are then available for your mobile operatives to select once they have started work for the day.
Filling in the timesheet
After entering their Driver ID the mobile worker must select the timesheet option.
Where they will then be presented with the following screen. The mobile worker then must select the start work option on the right:
If you have ticked ‘Yes’ in the back office set up to allow ‘Resources to edit timesheet activities’ they will be presented with a date and time picker. If you set this option to ‘no’ this option will not appear, instead the device time will be input automatically.
Once the mobile worker has entered their start time they can then add activities such as breaks, by tapping on the ‘Add Activity’ button, outlined below:
They will then be presented with a screen with the activities you have loaded. In the example below you can see that ‘lunch break’ has been added:
Tapping on an activity will prompt you to agree a start time (assuming you have enabled ability to edit timesheet activities, or else the device time will be used). Once the activity has ended, click on ‘Stop Activity’:
Once the mobile worker has ended their shift they must select ‘End Work’:
At the end of the working week, the resource should sign their timesheet by pressing ‘Sign Timesheet’:
They should (1) Enter any additional Notes if required, (2) Enter a signature in the signature box, and (3) tap OK to submit:
Once a timesheet activity has been entered, it cannot be edited.
To view timesheet information please go into the Reports section of your website. We currently offer 4 different types of Timesheet Reports, as shown below:
Each of the listed reports provides a brief description as to how the information is presented. If we take the Timesheet Report as an example, you can clearly see that the comments written by the resource and their signature have been added.
For further information about Reports, please read the separate article.
Timesheet Activities on Resources
The Timesheet tab can be found by navigating: Fleet and resources ➔ [side menu] Resources and then clicking on the relevant resource name. This will open a new window:
- Location of the Timesheet tab
- This enables filtering by date for up to one calendar year.
- Filter options are: Signed, Queried, Rejected, Approved, Paid.
When a resource completes their Timesheet from their device, the details will automatically be logged appropriately. However, there may be instances where an Administrator needs to amend a Timesheet, for example, if a resource forgot to end the job they were working on. In the example outlined below this has resulted in a job duration of over 98 hours!:
When this occurs, the Administrator should click on the appropriate Start work line to Edit, which will open a popup window:
- The date on which the activity/job began
- The time at which the activity/job began
- The date on which the activity/job finished
- The time at which the activity/job finished
In our example, the engineer recorded the start date and time correctly but forgot to end the Timesheet on his device. The Administrator can be seen to have amended the finish date (1) and time (2) below:
and this is how it now displays in the corrected Timesheet:
NB It is important to note that the Grey flags entitled ‘End work’ do not relate to periods of activity or jobs but to the time between shifts or work periods. For example, the extended ‘End work’ period outlined below represents annual leave over the Xmas holidays:
For your speed and convenience, the ‘Mark all‘ icon allows you to mark a number of timesheet activities in a single action.
Navigate: Fleet & resources ➔ Resources (side menu) ➔ Filter (Name of resource) ➔ View ➔ Timesheet tab:
You will see that all six activities are currently marked as signed in the Status column (ie the boxes are coloured white. Click on the outlined ‘Mark all’ icon and a new popup window will open:
- Select the required option from the mandatory ‘Status’ field
- Add any ‘Comments’ if desired
- Click ‘Save’
The status column boxes will all now display one of the following colours depending on your ‘Status’ field selection:
In our example below you will see that they are all displaying as Queried:
Show Owner of Status of Timesheet
Traceability is important in any business, so knowing the last person to edit a timesheet is extremely useful. This can be done as follows:
Navigate: (1)Fleet & resources ➔ (2)Resources (side menu) ➔ (3)Filter (Name of resource) ➔ View:
Once you have opened the Resource, click on the Timesheet tab
You will now see that if you click to Edit an activity eg query a time, the Owner, ie the last person to add to the Timesheet, is named:
Expenses are any items which your company policy allows resources to reclaim expenditure for. Categories should be created in the back office by an Administrator. They might include obvious categories such as sustenance, travel or accommodation but also possibly bonus items, eg gym membership or work items such as uniform, headsets or leads. Expense claims can be created from the back office or from mobile devices by resources.
Before you can start claiming expenses, you need to set up ‘groups’ (folders for different types of expenses) and ‘categories’ the type of expenses you will be claiming.
To create expense groups and categories:
Click My Account → Administration → [side menu] Forms → Expense Categories (1), click ‘Add’ (2) to create an item. You will see some examples below of the types of expenses you could create.
Having clicked to Add, a new popup form will have opened:
- Enter a Group, eg Accommodation
- Enter a category. Categories are essentially sub groups, eg Hotel
- Enter a default VAT amount eg 20%
- If required, enter a default amount
- If you want the amount to remain fixed, for example the M6 toll will always be £x leave this box unticked, however if you want resources to be able to change it, tick this box.
- If the expense category or group is fuel tick the fuel box and another option to enter the quantity of fuel will appear.
Creating an Expense from the Website
Where permissions allow (a user’s role must permit it), a user can now add expense items to Resources.
From the Fleet & Resources tab, press on the Resources side menu and click to ‘View’ the Resource you wish to add an expense for. Once the Resource’s pop-up is open, click on the ‘Expenses’ tab and all the Resource’s expenses will be listed.
To add a new expense, click ‘+ Add’ and a new pop-up will appear allowing you to create a new expense.
Once saved, this expense will appear on the Resource’s list of expenses.
Navigate to: Fleet & Resources tab → Resource side menu → Resource pop-up → Expenses tab
Ownership of Expenses
It is important to maintain an auditable trail when dealing with expenses and part of that is showing the authorisation process. It is possible to identify the last person to change the status of each expense by looking at the ‘Owner‘ field. The Owner is not the creator but the last person to have made a status change.
Creating an Expense from a Device
Resources can log an expense through their device either as a general expense or logged against a job. If an expense is logged to a job it can still be claimed as resources personal expense.
To log an expense on a device:
- Use the scroll function of the right-hand side of the tablet to get to the expense icon. If the expense is to be directly assigned to a job, then you would click the add expense option when on the job details screen, rather than from the dashboard.
- Click on the Expense button.
- Click Add new Expense
- Click on Expense Group and choose the type of expense from the dropdown menu:
- Then select the Expense Category, this is the sub-category of the group eg hotel, lunch, etc
- Then enter a brief description of the expense, eg ‘Lunch with client’. Click on the back button to exit the keyboard.
- Next, select the expense date and time. (Please note this date and time prompt will not appear if the resources cannot edit time for expenses: My Account -> Administration -> General Account Settings -> Other Device Settings -> Resources can edit the time when entering their expenses). Where this setting hasn’t been ticked, the device settings will be used by default.
- Enter the amount paid, either before VAT or including VAT. Then click Next.
- Then, where necessary, click the grey box to take a photo of the receipt or add one from your photo library.
- Once the form is complete, click save expense in the right-hand corner.
- The expense item will then show in the list.
- Repeat the processes to add any additional expenses, then click Sign and Send.
- Check the totals, sign in the area provided and click Sign and Send again.
Raising An Expense Against A Job
To raise an expense against a job, ensure that you have filled in your Timesheet and then navigate to the job on the tablet. Select Add New Expense. Note it can be at any job stage, either completed or not.
Fill in the expense details as you would do normally. Note how at the top it confirms that you are adding an expense against a job.
Save the expense.
you will be given a prompt asking whether you want to claim the expense for your own.
Selecting ‘Yes’, will add the item as an expense that needs to be reimbursed to the resource. Selecting ‘No’ will still record the expense against the job but it will appear as an amount that doesn’t need to be reimbursed. This is particularly useful for adding expenses which are paid for using a company account or company credit card.
Finish by adding/signing off expenses as described above.
Expenses raised against the job will appear as a financial line item against the job:
Expenses can be reconciled individually by clicking the Fleet and Resources tab and then on the individual’s name.
Then click the Expenses tab.
Each expense is then listed
Click on the relevant expense to view and edit it.
When editing the status field, you will see that the checkbox in the list view changes colour depending upon the status
In order to reconcile the expenses use the Expenses Report in the Reports tab.
Filters on the report can be selected to give you the precise information you would like eg by team, by resource, by status, etc or even combinations of these eg Sales and sign off date. Below is the expense we signed off in the examples above.
Expense reports can also be scheduled and sent automatically using the Schedule function on the bottom left-hand side of the screen. For more information on Reports, please read the separate article.
En Masse Approval of Expenses
For speed and convenience, you can mark a number of invoices in a single action.
Navigate: Fleet & resources ➔ Resources (side menu) ➔ Filter (Name of resource) ➔ View
Click on the Expenses tab and you will see that there is an option to ‘Mark all’
Click on the ‘Mark all’ icon and a new popup menu will open:
- Select the required option from the mandatory ‘Status’ field
- Add any ‘Comments’ if desired
- Click ‘Save’
The invoices will now all be marked with the appropriate checkbox colour against them:
In the example below all have been marked as paid:
You can apply different date ranges, categories and status to reduce or expand the items in the list before applying the changes.
Expenses on a Device
Save Resource’s Signature