Timesheets can be used by all companies, not just those who pay hourly rate to their staff. For those companies who employ people on a salary/day rate, timesheets can still be completed, not only to identify working patterns but also to enable to you comply with WTR through use of reports.
Before getting your workforce to complete timesheets, there are a few areas of the site which may need to be configured, depending on your requirements.
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 → General Settings, under the ‘Other device settings’ header:
- 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. 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 (for example, started work 30 minutes ago, 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 into reports on the JobWatch website and is available for you to view online, export, or schedule to be sent via email at set intervals (such as weekly).
To set up an activity, under My Account → Administration → Forms → Timesheet Activities.
- Select the resource group you want to create timesheet activities for (you may want different activities to be available for different groups of resources).
- Click on add.
- Fill in the information for the Activity, including name (such as ‘Break’ or ‘Overtime’), assign the activity a colour, and whether it is classed as working or not, 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.