Timekeeping Edit View
A timekeeping system is a tool or method used to record, track, and manage the time employees work. It 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 is also available on the Mobile App.
When timekeeping records are started or stopped, the following rules apply:
- Projects: Timekeeping records are linked to the Resource on the project, not the logged in user.
- Production: Timekeeping records are linked to the Operator, not the logged in user.
Navigation Example: Main Menu > Operations > Timekeeping
Buttons Explained
| Button | Description |
|---|---|
| Edit | Allows Users to edit the entry. |
| 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. The options are: Stop: Only appears when a Timekeeping Record is active. Before a record is stopped, users can add: – A note – 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: Deletes the Timekeeping Record. |
| Menu | Settings – User Access – Edit General Settings – Edit User Settings – Edit Statuses |
Status Bar Explained
| Field | Description |
|---|---|
| Status | Allows users to set the Status for the entry. |
| Status Note | Allows users to type in a Note or instruction for that Status. |
Fields Explained
| Field | Description |
|---|---|
| Type | An option to select one of these types: Unlinked: The timekeeping record is not linked to any transaction or task. However, users can select a customer. 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. 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. 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. 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. |
| Tracking | An option to select Work or Travel. |
| Company | A dropdown list of Customers or Suppliers for users to select one. |
| Resource | A dropdown list of Resources for users to select one. |
| Duration | The duration of the timekeeping record, if it has been stopped. |
| Hrs @ | The person’s hourly rate for the timekeeping record. |
| Company | A dropdown list of Customers and Suppliers for users to select one. |
| Reference | A field to type a reference. |
| Started | The Date and Time when the timekeeping record was Started. 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. |
| Duration | The difference between the start and stop times. |
| hrs @ | The user’s hourly rate which is multiplied by the duration. The value is shown in the footer next to Total Work. |
| Odometer From | A field to type the Start Odometer Reading. |
| Odometer To | A field to type the Closing Odometer Reading (automatically calculated if the kms in filled in next to Travel). |
| Travel | A field to type the Kilometres travelled (automatically calculated if the odometer is filled in). |
| 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. |
| Note | A field for users to type a Note relating to the timekeeping (e.g. what they were doing). |
