⌚Time Management
Did you know? Over 75% of bills contain errors, and most are due to inaccurate time and activity records. Fieldworker’s time management system gives you confidence in your billing process.
Time tracking simplified
We’ve implemented a simple one-tap check-in and out system. This together with our phone app time tracker means your team can keep track of their time on visits and activities in seconds – wherever they are.
EVV compliance
Our simple time tracking features mean your team can track their time accurately. This in turn leads to more accurate billing. Our check-in and out function records all information required for your records to be EVV-compliant.
Accelerated billing
It’s tedious spending hours chasing up bills and correcting errors. This doesn’t only waste your time, it also slows down the billing cycle. FieldWorker’s time tracking means your bills are accurate and contain all information needed. That means more confidence in your bills, and less time wasted!
Fieldworker Time Management Process
The Fieldworker supports (allows) companies to manage the time of their workers/employees in multiple different ways.
Do not track the time at all, Employees only complete their assigned task but do not track any time spent on each task
Track only the duration of the task, i.e. the company wants to track the time spent on each task but not necessarily the exact timing of the task
Track the task's exact start and end times
In most cases, if the time is being tracked, the fieldworker implements the following workflow for entering, managing, and approving timesheets.
Most entries will be auto-created from completed tasks and/or phone calls. If needed, this screen should allow a time entry here as well.
Expect employees daily or at least once a week to check and add any missing time entries. This is done using a weekly timesheet view. The current week is the default, but the user can navigate to a prior or an upcoming week.
A user should be able to submit the current timesheet for approval.
The Fieldworker allows another view to review the time entries. The time spent can be viewed through a pay period – an admin user can set up the pay periods and manage/control when an entry for a specific pay period can be entered.
The payroll admin may choose to manage and control the opening and closing of these pay periods for time entry. Alternatively, the Fieldworker can be configured to auto-generate Pay period entries when required. The pay period could include entries from multiple weeks and may also include partial weeks.
Having your team manage their time doesn't need to be a tedious chore. We've designed features in FieldWorker to make it easier for your team to keep track of their time.
FieldWorker gives mobile teams the tools they need to manage their time with ease
Time tracking simplified
We've implemented a simple one-tap check-in and check-out system. This together with our phone app time tracker means your team can keep track of their time on visits and activities in seconds – wherever they are.
Accuracy and EVV-compliance
Our simple time-tracking features mean your team can track their time accurately. This in turn leads to more accurate billing. Our check-in and check-out function records all information required for your records to be EVV-compliant.
Accelerated billing
It's tedious spending hours chasing up bills and correcting errors. This doesn't only waste your time, it also slows down the billing cycle. FieldWorker's time tracking means your bills are accurate and contain all the information needed. That means more confidence in your bills and less time wasted!
Time Management Process
In the Fieldworker, the manager tracks the submission for the weekly timesheet and approves it, and potentially sends reminders, if the timesheet is not yet submitted. A manager can also make changes to the timesheet, if any, or un-approve a previously approved timesheet.
Step 0 - Set up Pay periods
This page links timesheets with payroll. This page displays all pay periods, and their respective status (Open, Closed, Active). An admin can change the status of any pay period. This will allow the generation of payroll reports and an export to payroll. Both TBD.
Step 1 - Set up Time Management
Certain account-wide company settings set by Administrators will change how you track time and the appearance of your time entries. You won’t be able to update or change these settings in your account, but we’ve outlined them for you below:
Time Format: This controls whether you use a 12-hour or 24-hour clock.
Time Display: Time will be displayed in either decimal format (e.g., 2 hours and 15 minutes appear as 2.25) or as HH:MM (e.g., 2 hours and 15 minutes appear as 2:15). Note that HH:MM shows on timesheets only; on reports, time always appears in decimal format for greater precision.
Timer Mode: Track time via duration or via start and end times. Note that the Week timesheet view can only be used to add and edit time entries if time is tracked via duration.
Start Week On: The first day of the week can be set to Saturday, Sunday, or Monday.
Step 2 - Capture Timesheet entry
Your employees can capture time spent on various tasks, services, and with customers using one of the several ways. Salient points are captured below:
Project – Employee association is built into the system.
An account code is assigned to each task.
New account codes can be added.
All account codes are available to all employees ... based on their roles.
Time entry is mostly expected from the mobile app.
Time entry is automatically added when a task is checked in/out for EVV.
Time entry is automatically added when a call is made from the app.
Time entry can also be done using the web app ... by the support coordinators.
Adding a timesheet entry for a support coordination company only requires mandatory fields for the project name, task type, and duration. For now, all defined tasks are available to all employees for booking their time. In a subsequent deployment, the SCA will be able to configure task types for various roles.
Time entry for an employee can also be done using the web app ... by managers and Admins.
Step 3 - Submitting your timesheet for approval
Time and expenses are submitted and approved together—it’s not possible to submit or approve only time or only expenses.
Go to Time > Timesheet or Expenses.
From Time > Timesheet click the Submit Week for Approval button (lower right corner), then click Yes, Submit Timesheet to confirm. From Expenses, click the Submit for Approval link below the expense timeframe (on the left).
When submitting
If you’ve tracked only time, your timesheet will then be submitted.
If you’ve tracked only expenses, or both time and expenses, you’ll be taken to a review screen and will need to click Submit for Approval at the bottom of the page to confirm the submission. If you don’t click the Submit for Approval button on the review screen your timesheet will not be submitted. After submission, timesheets can still be edited until they’re actually approved. Approvers will always see the most up-to-date entries.
Fieldworker Time Management workflow
Timesheets are always submitted on a weekly basis, by an employee in any role.
After submission, timesheets can still be edited until they’re approved. Approvers will always see the most up-to-date entries.
Approving a timesheet locks the entries for the entire week, so be sure to only submit your timesheet once the week is over.
Administrators can approve all timesheets, while Managers can only approve time tracked by employees they manage.
Approving a timesheet locks the entire week included on that timesheet. This includes days with no time tracked to them.
A support coordinator can see all her time entries .. and submit the same for approval .. using the timesheets page.
Step 4 - Timesheet approval
An admin can manage and approve various timesheets submitted. A separate document covers the time management and Payroll functionality available in the Fieldworker. Approving a timesheet locks the entries for the entire week, so be sure to only submit your timesheet once the week is over!
Using our approval process can help your team in a variety of ways:
Since your team must submit timesheets for approval, you’re better equipped to know who filled out their timesheets and who didn’t.
The approval process offers an easy way for you to review timesheets every week and catch mistakes before they wind up in reports or on invoices later.
Project Managers can help review and approve time and expenses relevant to the projects they manage.
Locking timesheets provides peace of mind. You can be confident that approved time and expenses won’t be changed, so they’ll appear accurately and predictably on your reports and client invoices.
Note that it’s always possible to report on and invoice for tracked time and expenses, regardless of whether they’ve been approved or locked.
Making changes to an approved timesheet
If you need to make changes or additions to a timesheet after it has already been approved, you’ll need to reach out to an Administrator in your account. They’ll be able to edit the duration of a locked time entry or withdraw approval from the timesheet to allow you to make more substantial changes.
Step 5 - Payroll processing
A time entry will be locked against editing if it’s been approved or invoiced or is associated with an archived client, project, or task. To edit or delete it, you’ll need to first ask an account Administrator to unlock it for you.
Some teams choose to add an approval step to provide greater oversight on tracked time and expenses. When you submit a weekly timesheet for approval, this will include both time and expenses tracked for that week. You can continue editing time and expenses after they’ve been submitted, up until they’re approved. At that point, only Administrators can edit them.
Using Time Management
As an admin, can I add a timesheet entry for any employees?
The Fieldworker app allows several different ways to enter timesheet entries. While the timesheet widget on the home page restricts time entry to only those projects where an employee is directly associated with the project, an admin user can enter timesheet entry, on behalf of any user, using the Timesheet module.
Employee use cases
The Fieldworkers can manage their consolidated time entries for a specific time period by visiting the Timesheets page.
The employees (fieldworkers) can view all their consolidated entries for a pay period.
The pay period, total accumulated hours, and status of the pay period (ACTIVE in this case) are listed on the header for each pay period.
For a time period, that is ACTIVE, If needed, the existing entries can be edited, or a new entry can be created using 'Add a New Entry'.
If either the Time period is CLOSED, or the timesheet for an employee is already APPROVED, new tasks, or timesheet entries may not be created for this employee.
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