Managing Time Clock

Overview

Time Clock Management gives you complete oversight of your crew's time tracking. Monitor who's currently working, approve time entries, make corrections, export data for payroll, and maintain accurate records with full audit trails.

Key Capabilities:

• Monitor active crew members in real-time
• Approve or reject time entries with reasons
• Bulk approve multiple entries at once
• Edit any time entry (with full audit trail)
• Create manual entries for crew members who forgot to clock in/out
• Manage custom activity codes for categorization
• Filter by crew member, project, status, and date range
• Export filtered data to CSV for payroll
• View complete audit history of all changes

Accessing Time Clock Management

Understanding the Admin Interface

Main Interface Components

Key Elements:

1. Summary Statistics Panel (Top)

• Pending Count: Entries awaiting approval
• Approved Count: Total approved this period
• Total Hours: Sum of hours in current filter
• Total Entries: Count of all filtered entries
• Active Now: Currently clocked-in crew members

2. Filter Controls

• User Filter: Dropdown to select specific crew member (or "All Users")
• Project Filter: Filter by job site
• Status Filter: Active Now, Submitted, Approved, Rejected, All
• Date Range Filter: This Week, Last Week, This Month, Custom

3. Bulk Actions

• Select All checkbox: Select all visible entries
• Approve Selected button: Bulk approve checked entries
• Export CSV button: Download filtered data

4. Time Entry List

• Individual time entry cards
• Each shows: Crew member name, date, times, duration, project, status
• Action menu (⋮) for approve/reject/edit/delete
• Checkbox for bulk selection
• Pagination: 15 entries per page

Desktop vs. Mobile Layout

Desktop:

• Summary stats in horizontal row
• Side-by-side filters
• Full table view
• Larger action buttons

Mobile:

• Stacked summary cards
• Vertical filter layout
• Card-based entry display
• Collapsible filters

Active Now: Monitoring Clocked-In Crew

What is Active Now?

Active Now is the default view that shows all crew members currently clocked in and working.

Why It's Useful:

• See who's currently on the job
• Real-time duration tracking
• Verify crew are at correct projects
• Monitor compliance with schedules
• Quickly spot issues (wrong project, missing notes)

Active Now Display

Each active entry shows:

• Crew Member Name: Who's clocked in
• Clock In Time: When they started
• Elapsed Duration: How long they've been working (updates every minute)
• Current Project: What job site (if assigned)
• Activity: What they're doing (if assigned)
• Notes: Any notes they added when clocking in
• Real-time Indicator: Green dot or "Active" badge

Using Active Now View

To Access:

1. Open Time Clock Management
2. Status filter defaults to "Active Now"
3. See all currently working crew members

Common Use Cases:

Editing Active Entries

You can edit active entries while crew members are still clocked in.

What You Can Edit:

• Project assignment
• Activity code
• Notes
• Clock in time (wait for clock out, then edit)
• Clock out time (not clocked out yet)

To Edit Active Entry:

1. Find the active entry
2. Tap three-dot menu (⋮) → Edit
3. Change project, activity, or notes
4. Save

Filtering Time Entries

Filter by Crew Member

View time entries for a specific crew member.

To Filter by Crew Member:

1. Open the "User" or "Crew Member" dropdown
2. Select a crew member's name
3. All other filters still apply

Use Cases:

• Review one person's week before payroll
• Verify a specific crew member's hours
• Check entries for a crew member who reported an issue
• Monitor new employee's time tracking habits

Filter by Project

View time entries for a specific job site.

To Filter by Project:

1. Open the "Project" dropdown
2. Select a project name
3. See all time entries assigned to that project

Use Cases:

• Calculate total labor hours on a project
• Verify crew hours match project budget
• Review time entries for billing purposes
• Identify which crew members worked on which projects

Filter by Status

View entries based on their approval status.

Status Options:

Active Now (Default):

• Currently clocked-in crew members
• Real-time elapsed time
• Green active indicators

Submitted:

• Entries waiting for your approval
• Blue badges
• Action required

Approved:

• Entries you've already approved
• Green badges
• Locked from crew edits

Rejected:

• Entries you've rejected
• Red badges
• Show rejection reasons

All:

• Every time entry regardless of status
• Useful for comprehensive reviews

Filter by Date Range

View entries from specific time periods.

Quick Date Ranges:

This Week:

• Sunday to Saturday (current week)
• Default view
• Most common for weekly approval

Last Week:

• Previous Sunday to Saturday
• Review before finalizing payroll
• Useful for historical review

This Month:

• First day to last day of current month
• Monthly reporting
• Budget tracking

Custom Range:

• Select any start and end date
• Specific pay periods
• Historical data review
• Exact date range needed

To Use Custom Range:

1. Select "Custom Range"
2. Pick Start Date
3. Pick End Date
4. Tap "Apply"

Combining Filters

All filters work together for precise data views.

Example Combinations:

Approving Time Entries

Single Entry Approval

Approve individual time entries one at a time.

To Approve Single Entry:

1. Find the time entry (filter by "Submitted" status)
2. Tap the three-dot menu (⋮) on the entry card
3. Select "Approve"
4. Confirm approval

Bulk Approval

Approve multiple time entries at once for faster processing.

Step 1: Select Entries

1. Filter to show entries you want to approve (e.g., Status: Submitted, Date: This Week)
2. Check the box next to each entry you want to approve
3. Or use "Select All" checkbox at the top

Step 2: Approve

1. Look for "Approve Selected" button
2. Tap the button
3. Review count of entries to approve
4. Confirm bulk approval

Bulk Approval Best Practices

Rejecting Time Entries

When to Reject Entries

Reject time entries when they need correction or are inaccurate.

Common Rejection Reasons:

• Clock in/out times don't match schedule
• Wrong project assigned
• Duration is unrealistic or incorrect
• Overlapping time entries
• Missing required activity code
• Notes indicate non-work time

How to Reject an Entry

Step 1: Open Reject Dialog

1. Find the time entry
2. Tap three-dot menu (⋮) → "Reject"
3. Rejection reason dialog opens

Step 2: Provide Rejection Reason

1. Enter a clear, specific reason
2. Explain what needs to be corrected
3. Be professional and helpful

Examples of Good Rejection Reasons:

• "Clock in time too early - scheduled shift starts at 7:00 AM, not 6:00 AM"
• "Please select Balmoral project - you were scheduled there this day"
• "Duration exceeds 8 hours without approved overtime - please verify times"
• "Overlaps with your 8 AM - 4 PM entry - please correct times"

Examples to Avoid:

• "Wrong" (not helpful)
• "Fix this" (unclear what's wrong)
• "No" (unprofessional)

Step 3: Confirm Rejection

1. Review your reason
2. Tap "Reject" or "Confirm"

After Rejecting

What the Crew Member Sees:

• Red "Rejected" badge on entry
• Your rejection reason displayed
• Cannot edit rejected entries
• Must delete and create new corrected entry

Follow Up:

• Monitor for corrected entry submission
• Be available to answer crew member questions
• Approve corrected entry promptly

Editing Time Entries

Admin Edit Capabilities

As an administrator, you can edit any time entry at any status, even after approval.

What You Can Edit:

• Clock in time
• Clock out time
• Date
• Project assignment
• Activity code
• Notes
• Can edit submitted, approved, or rejected entries

How to Edit a Time Entry

Step 1: Open Edit Dialog

1. Find the time entry
2. Tap three-dot menu (⋮) → "Edit"
3. Edit form opens with current values

Step 2: Make Changes

Time Changes:

• Adjust clock in time using time picker
• Adjust clock out time using time picker
• Duration recalculates automatically

Project/Activity Changes:

• Select different project from dropdown
• Select different activity code
• Add or modify notes

Step 3: Review Disclaimer

When editing a crew member's entry, you'll see a disclaimer:

Step 4: Save Changes

1. Review all changes
2. Tap "Save" or "Update Entry"

Common Editing Scenarios

Creating Manual Entries for Crew Members

New in v1.31.0 - Create time entries on behalf of your crew members.

When to Create Manual Entries

Create manual entries for crew members when:

• Crew member forgot to clock in/out and can't fix it themselves
• Crew member was unable to access the app (no phone, battery died)
• Retroactive time entry for past work
• Special circumstances (emergency, equipment failure)

How to Create Manual Entry for a Crew Member

Step 1: Open Manual Entry Form

1. Look for "Add Manual Entry" or "Create Entry" button
2. Tap to open the form

Step 2: Select Crew Member

Crew Member (Required):

• Select the crew member from dropdown
• Only shows crew members in your company
• Searchable list

Step 3: Enter Time Details

Date (Required):

• Select the work date
• Can be today or past dates
• Cannot be in future

Clock In Time (Required):

• When crew member started
• Use time picker

Clock Out Time (Required):

• When crew member finished
• Must be after clock in time
• Duration calculates automatically

Step 4: Add Project and Activity

Project (Optional):

• Assign to job site
• Helps with billing and tracking

Activity (Optional/Required):

• Select activity code
• May be required per company settings

Step 5: Add Notes

Notes (Recommended):

• Explain why you're creating this manually
• Example: "Created by admin - crew member's phone died"
• Example: "Retroactive entry - forgot to clock in"
• Shows transparency in audit log

Step 6: Submit

1. Review all details
2. Check for overlap warnings
3. Tap "Submit" or "Create Entry"

Manual Entry Best Practices

• Always Add Explanatory Notes: Explain the situation clearly, helps with future audits
• Verify with Crew Member First: Confirm the times, double-check project and activity
• Use Correct Entry Source: Manual entries are automatically tagged as "Manual (Admin)" for transparency
• Follow Up: Remind crew member to clock in/out properly, address recurring issues

Managing Activity Codes

Activity codes help categorize time entries for accounting, billing, and reporting.

What Are Activity Codes?

Activities are work categories that crew members select when clocking in.

Each Activity Has:

• Name: Full description (e.g., "General Labor")
• Code: Short accounting code (e.g., "GL")
• Description: Optional explanation
• Status: Active (shown in dropdowns) or Inactive (hidden)

Examples:

• FR - Framing
• DW - Drywall
• EL - Electrical Work
• PL - Plumbing
• GL - General Labor
• SM - Safety Meeting

Accessing Activity Management

Path: Admin Settings Panel → Resources → Manage Activities

Who Can Access:

• Developers
• Company Owners
• Administrators

Creating a New Activity

To Create Activity:

1. Navigate to Manage Activities
2. Tap "Add Activity" button
3. Fill in the form:
   • Name (required): Full activity name (max 100 characters)
   • Code (required): Short code (max 20 characters, auto-uppercase)
   • Description (optional): When to use this activity
4. Tap "Save"

Activity Code Best Practices

Requiring Activity Selection

Toggle Setting: Require Activity ON/OFF

When ON:

• Crew members must select an activity when clocking in
• Activity dropdown marked with red asterisk (*)
• Validation prevents clock-in without selection

When OFF (Default):

• Activity selection is optional
• Crew members can clock in without selecting

Exporting to CSV

Export time entry data for payroll processing, accounting, or reporting.

What Gets Exported

CSV Includes:

• Crew member name
• Date
• Clock in time
• Clock out time
• Duration (in hours)
• Project name
• Activity code and name
• Status (Submitted, Approved, Rejected)
• Notes
• Entry source (Clock In/Out, Manual User, Manual Admin)

How to Export

Step 1: Filter Your Data

1. Use filters to select exactly what you want to export
2. Examples:
   • Date: Last Week
   • Status: Approved
   • User: All
   • Project: All

Step 2: Export

1. Tap "Export CSV" button
2. File downloads automatically

Step 3: Open in Excel/Sheets

1. Open the downloaded file
2. Review data
3. Process for payroll or import into accounting software

Filename Format: time-entries-YYYY-MM-DD.csv

Export Use Cases

Viewing Audit History

Feature: Complete audit trail for all time entry changes (v1.25.0)

What is the Audit Log?

The audit log shows every change made to a time entry, creating complete transparency and accountability.

Accessing Audit History

To View:

1. Find a time entry
2. Look for "View History" or "Audit Log" button/link
3. Tap to open audit timeline

What the Audit Log Shows

Event Types:

• Created: When entry was first created (clock in)
• Clock Out: When entry was completed
• Edited: Any modifications to times, project, notes
• Approved: When and by whom entry was approved
• Rejected: When and by whom entry was rejected (with reason)
• Deleted: If entry was deleted

For Each Event:

• Timestamp: Exact date and time
• User: Who performed the action
• Changes: What was modified (old value → new value)
• Notes: Any notes added with the change

Using Audit Logs

Accountability:

• See exactly who made changes and when
• Verify admin edits are documented
• Track approval workflow

Troubleshooting:

• Investigate discrepancies
• Understand why hours changed
• Review crew member concerns about time entries

Compliance:

• Labor law compliance
• Payroll audits
• Dispute resolution

Tips & Best Practices

Daily Active Now Check

• Review Active Now each morning to verify crew clocked in
• Check at end of day to catch forgotten clock-outs
• Reach out to crew members showing unusually long durations

Timely Approval

• Approve entries daily or every other day to reduce backlog
• Don't wait until payroll deadline to approve entire week
• Crew members appreciate quick approval confirmations

Clear Rejection Reasons

• Be specific and helpful when rejecting
• Explain exactly what needs correction
• Offer guidance: "Please change clock in to 7:00 AM per your schedule"

Document Edits

• Always add notes when editing entries
• Explain why: "Adjusted per conversation with John"
• Creates clear audit trail

Weekly Review Routine

• Set aside time every Monday for last week's approval
• Filter: Date = Last Week, Status = Submitted
• Bulk approve after quick review
• Export approved entries for payroll

Communicate with Crew

• Let crew members know your approval schedule
• Set expectations: "Time entries approved every Monday and Thursday"
• Address recurring issues in team meetings

Use Filters Effectively

• Start broad, then narrow (All → This Week → Specific User)
• Save time by filtering before bulk operations
• Export only what you need with targeted filters

Verify Against Schedule

• Cross-reference time entries with schedules
• Ensure crew members clocked into assigned projects
• Flag mismatches for correction

Monitor Patterns

• Watch for trends: Same crew member frequently forgets to clock in
• Address training gaps: Crew unsure which activity to select
• Improve processes: Automate reminders if issues persist

Troubleshooting

Need More Help?

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