Timekeeping Tutorials

A timekeeping system is a tool or method used to record, track, and manage the time that 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 can be recorded from the desktop or 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

These tutorials explain how to use the timekeeping features.

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How to Display Timekeeping Records

1. Navigate to Timekeeping.
2. Set any of the filters as required.
3. Click View (button).

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How to Export the List of Timekeeping Records

1. When viewing a list of Timekeeping Records:
   1. Click Output (button) > Export (.xlsx).
   2. Navigate to the folder where you want to save the report.
   3. Click Save (button).

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How to Update Multiple Timekeeping Records (Batch Update)

1. Navigate to Timekeeping.
2. Click Actions (button) > Batch Update.
3. Select the records you want to change by checking the checkboxes next to them or by using Ctrl Left click.
   • Note: The checkboxes appear after Batch Update is clicked.
4. Select one of the options and provide the information in the adjacent field. The options are:
   1. Status: Select a status on the dropdown list.
   2. Reference: Type a reference in the adjacent block. 
   3. Rate (Work): Type an hourly rate in the adjacent block.
   4. Rate (Travel): Type a rate per kilometre in the adjacent block. 
   5. SM No.: Select the Service Type from the dropdown list, enter the number of the ticket in the adjacent block.
   6. Trans No.: Select a Transaction Type and enter the Document Number in the adjacent block. The selected timekeeping records must already be linked to a transaction. Batch Update cannot be used to link unlinked records to transactions (they can be individually edited and changed).
5. Click Update (button).
   • Note: The Update button is located at the end of the Batch Update options. It only appears when Batch Update is activated.
6. Confirm the change.

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How to Show or Hide Timekeeping Notes

1. When viewing a list of Timekeeping Records:
   1. Click Menu (button) > Show Notes.
      • Note: This is a toggle, when clicked it will either show or hide the notes depending on which state was active.

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How to Create a New Timekeeping Record for Travel

• Depending on your access rights, you might be able to start or stop timekeeping records for other users. In this case you will see all the Active transactions, not only those that are allocated to you.
• Certain Types (e.g. Clock In and Sign In) cannot be used for Travel.

1. Navigate to Timekeeping.
2. Click New (button).
3. Fill in the details on the popup as follows:
   1. Status Bar:
      1. Status = Change the status to Start.
      2. Status Bar = Type a status note (optional).
   2. Type = Select one of these types, then click Save (button) to change the options available to match the selection.
      • Production Tasks:
        • Transaction = Select a transaction from the dropdown list. The dropdown list consists of transactions that have Active statuses and use production.  
        • Task = Select a task from the dropdown list. The dropdown list consists of tasks linked to the selected transaction that are Active and where you are selected as the Operator.
      • Project Tasks:
        • Project =Select a project from the dropdown list. The dropdown list consists of Service Manager tickets that are Active.
        • Task = Select a task from the dropdown list. The dropdown list consists of those tasks under the selected ticket that are Active and that are allocated to you (i.e. you are the Resource).
      • Services: Select a service ticket from the dropdown list. The dropdown list contains Active Service Tickets.
      • Transactions: Select a transaction from the dropdown list. The dropdown list consists of Active Transactions that are assigned to you.
      • Unlinked: The timekeeping is not linked to a specific transaction or task.
   3. Tracking = Select Travel from the dropdown list.
   4. Click Save (button) to display the travel-related fields.
   5. Resource = Select a Resource from the dropdown list (should be your username). 
   6. Company = Select a Customer or Supplier from the dropdown list.
   7. Reference = Type a Reference or select one if there is a lookup list.
   8. Started: The time and date on which the Timekeeping record was created is automatically filled in.
   9. Odometer From = Type the Start Odometer Reading.
   10. Note = Type a Note if applicable (notes may also be entered before the record is stopped).
4. Click Save (button).

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How to Create a New Timekeeping Record for Work

Depending on your access rights, you might be able to start or stop timekeeping records for other users. In this case you will see all the Active transactions, not only those that are allocated to you.

1. Navigate to Timekeeping.
2. Click New (button).
3. Fill in the details on the popup as follows:
   1. Status Bar:
      1. Status = Change the status to Start.
      2. Status Bar = Type a status note (optional).
   2. Type = Select one of these types, then click Save (button) to change the options available to match the selection.
      • Clock In: Used for Point of Sale (PoS). Links the user to the active till session.
      • Production Tasks:
        • Transaction = Select a transaction from the dropdown list. The dropdown list consists of transactions that have Active statuses and use production.  
        • Task = Select a task from the dropdown list. The dropdown list consists of tasks linked to the selected transaction that are Active and where you are selected as the Operator.
      • Project Tasks:
        • Project =Select a project from the dropdown list. The dropdown list consists of Service Manager tickets that are Active.
        • Task = Select a task from the dropdown list. The dropdown list consists of those tasks under the selected ticket that are Active and that are allocated to you (i.e. you are the Resource).
      • Services: Select a service ticket from the dropdown list. The dropdown list contains Active Service Tickets.
      • Sign In: Used for Point of Sale (PoS). Allows the user to sign in to update or create a transaction.
      • Transactions: Select a transaction from the dropdown list. The dropdown list consists of Active Transactions that are assigned to you.
      • Unlinked: The timekeeping is not linked to a specific transaction or task.
   3. Tracking = Select Work from the dropdown list if this field is displayed (it is supressed for Clock In and Sign In).
   4. Resource = Select a Resource from the dropdown list (should be your username).
   5. Reference = Type a Reference or select one if there is a lookup list.
   6. Company = Select a Customer or Supplier from the dropdown list if applicable.
   7. Started: The Time and Date on which the timekeeping record was created is automatically filled in.
   8. Note = Type a Note if applicable (notes may also be entered before the record is stopped).
4. Click Save (button).

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How to Stop a Timekeeping Record

1. Navigate to Timekeeping.
2. Click Arrow on View (button) > Today.
3. Right click the Timekeeping Record that does not have a time in the To column and select Edit from the context menu.
4. Click Edit (button).
5. Note = Type a list of duties performed.
6. If Travel was selected as the Tracking option:
   1. Odometer To = Type the Closing Odometer Reading (the number of kilometres will be calculated) or type in the number of kilometres in the Travel column (the closing odometer will be calculated).
   2. kms @ = Type the Rate per Kilometre which can be the rate you pay the user, or charge the customer depending on how you choose to use it.
7. Click Actions (button) > Stop.
8. Change the Status to Stop.

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How to Unstop a Timekeeping Record

• The option to Unstop a Timekeeping Record is only available if you have recently stopped the record and the popup is still open in front of you.
• Once you close the popup, you can no longer unstop the timekeeping record, you must start a new record to continue recording your time. 

1. Click Actions (button) > Unstop.

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How to Edit Timekeeping Records

1. Navigate to Timekeeping.
2. Set the filters as needed.
3. Click View (button).
4. Right click the entry you want to edit and select Edit from the context menu.
5. Click Edit (button).
6.  If necessary, change the record’s status to one that allows editing.
7. Edit the record as needed.
8. Click Save (button).

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How to Approve Timekeeping Records

• The default timekeeping statuses include an Approved Status. 
• If you have custom statuses, you must first create a status named Approved before you can approve timekeeping records.
• If you want to update multiple records, use Batch Update instead of this procedure.

1. Navigate to Timekeeping.
2. Set the filters as needed.
3. Click View (button).
4. Right click the entry you want to edit and select Edit from the context menu.
5. Click Edit (button).
6.  Change the Status of the record to Approved.
7. Click Save (button).

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How to View a Staff Member’s Location on Google Maps

This option is only available while the Timekeeping Record is open (not stopped), if the user accessed it from a mobile device, and gave permission for the tracking feature. 

1. Edit a Timekeeping Record.
2. Click Actions (button) > View Geolocation on Google Maps.

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How to Show the Timekeeping Signatures

1. Edit a Timekeeping Record.
   1. Click Actions (button) > Show Signature.
      •  Note: This is a toggle, when clicked it will either show or hide the signature depending on which state was active.

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How to Delete a Timekeeping Record

1. Edit a Timekeeping Record.
   1. Click Actions (button) > Delete Timekeeping.
2. or view a list of Timekeeping Records.
   1. Right click the record to delete and select Delete from the context menu.
3. Confirm the deletion.

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Learn More

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