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Timekeeping Edit View

  • A timekeeping system is a tool or method used to record, track, and manage the time that employees work.
  • This system ensures accurate calculation of work hours, overtime, and attendance.
  • The data collected is used for payroll, compliance with labour laws, performance tracking, and related functions.
  • In QuickEasy BOS, the Timekeeping module can be used to track both Work and Travel.
  • Timekeeping can be recorded from the desktop or Mobile App.
  • When timekeeping records are started or stopped on the desktop app, the following rules apply:
    • Projects: Timekeeping records are linked to the Resource on the project, not the logged in user if the user and Resource differ.
    • Production: Timekeeping records are linked to the Operator, not the logged in user if the user and Operator differ.

Edit View refers to the interface from which timekeeping records are captured.

Navigation Example: Main Menu > Operations > Timekeeping

Timekeeping Edit View
Timekeeping Travel Edit View

Buttons Explained

Button

Description

Arrows

Used to navigate between timekeeping records.

New

Creates and starts a new Timekeeping Record.


The following is recorded:

  • Username

  • Start time

  • Geolocation (if enabled and permission is granted)

  • Odometer reading (for travel, if filled in)

Save

Saves any changes.

Actions

Allows for changes to be made to multiple records that can be selected using Ctrl + Left Click or by clicking the checkboxes next to each record. The options are:

  • Stop: Only appears when a Timekeeping Record is active. Before a record is stopped, users can add a note or an Odometer Reading (for travel).
    When a Timekeeping Record is stopped, the following information is recorded:
    End Time
    Geolocation (if enabled and permission is granted)
    Total Hrs (Calculates the difference between the start and end times.)
    Total Km (Calculates the difference between odometer start and end readings. If the distance in km is entered, the end odometer reading is adjusted accordingly.)

  • Unstop: Allows the Timekeeping Record to continue. Only available if the Timekeeping Record is still open on screen.

  • Show Signature: Displays the start and stop signatures.

  • View Geolocation on Google Maps: Opens Google Maps to the user’s location. Only applicable if a travel-related timekeeping record is still open.

  • Delete Timekeeping Ctrl+Del: Deletes the Timekeeping Record.

Menu

Settings

Fields Explained

Field

Description

Status

A dropdown list of statuses to select one.

Status Note

A field to type a status note.

Type

An option to select one of these types:

  • Clock In: Used for timekeeping in Point of Sale (PoS). Links the user to the active till session.

  • Production Tasks: Allows users to select a task that meets these conditions:
    – The transaction type has Production enabled for the setting Estimating Enabled.
    – The applicable User is the assigned Operator for the task.
    – The Task’s current status is in the Active Status Group.

  • Project Tasks: Allows users to select a task that meets these conditions:
    – The applicable User must be the selected Resource for the task.
    – The Project’s current status is in the Active Status Group.
    – The Task’s current status is in the Active Status Group.

  • Services: Links the timekeeping record to the Service Ticket selected from the dropdown list.
    – Only Active Service Tickets are available on the dropdown list.
    – Timekeeping can be started and stopped from within the ticket.

  • Sign In: Used for PoS. Allow the user to update or create a PoS transaction.

  • Transactions: Allows users to select a transaction that meets these conditions:
    – Timekeeping is enabled for the transaction.
    – The transaction is assigned to the applicable user.
    – The Transaction’s current Status is in the Active Status group.

  • Unlinked: The timekeeping record is not linked to any transaction or task. However, users can select a customer.

Tracking

An option to select Work or Travel.

Resource

A dropdown list of Resources for users to select one.

Resources are staff where the attribute Timekeeping Resource is checked.

Duration

The duration of the timekeeping record if it has been stopped.

Hrs @

The person’s hourly rate for the timekeeping record.


If an hourly cost is filled in for the person under Staff Attributes, the rate is auto filled on the timekeeping record and used in the calculation

Note

A space to enter a note.

The fields listed below depend on the Type of timekeeping record.

Company

A dropdown list of Customers or Suppliers for users to select one.

Transaction

A dropdown list of transactions that have timekeeping enabled for selection.

Task

A dropdown list of tasks for selection.

Reference

A field to type a reference or select one if a lookup list was created.

Started

The Date and Time when the timekeeping record was Started. Automatically recorded when New (button) is clicked.


The Start date and time must be earlier than the End date and time.

If the start date or time is edited to be later than the end date or time, the End date is changed to match the Start date.

Ended

The Date and Time when the timekeeping record was Stopped.


The End date and time must be later than the Start date and time.

If the End date or time is edited to be earlier than the Start date or time, the Start date is changed to match the End date.

Odometer From

A field to type the Start Odometer Reading.

Only applies if Travel is selected as the Tracking option.

Odometer To

A field to type the Closing Odometer Reading (automatically calculated if the kms in filled in next to Travel).

Only applies if Travel is selected as the Tracking option.

Travel

A field to type the Kilometres travelled (automatically calculated if the ending odometer reading is filled in).

Only applies if Travel is selected as the Tracking option.

kms@

A field to type the Rate per Kilometre which can be the rate the User is paid, or the rate that the Customer must be charged.

The cost is shown in the footer next to Travel.

Only applies if Travel is selected as the Tracking option.

Note

A field for users to type a Note relating to the timekeeping (e.g. what they were doing, or if there were roadworks that delayed them).

Learn More

  1. Mobile App Timekeeping Interface: Explains the interface that is used to record timekeeping on the mobile app.
  2. Mobile App Timekeeping Tutorials: These tutorials explain how to use the timekeeping and related functions on the mobile app.
  3. Timekeeping List View: Explains the interface that displays a list of all the timekeeping records.
  4. Timekeeping Settings: Explains the available timekeeping settings and how to apply them.
  5. Timekeeping Statuses Tutorials: These tutorials explain how to create and edit statuses for timekeeping.
  6. Timekeeping Tutorials: These tutorials explain how to use the timekeeping features.
  7. Timekeeping User Access Tutorials: These tutorials explain how to manage user access to timekeeping records.

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