Setting Up Timesheets for Staff

The timesheet module in Clik Service allows you to see exactly how many hours your engineers have worked each week.

It allows you to specify what the engineers normal working days and hours are, what time they have lunch and if it’s paid or not. Then you can fill in the non-work times using the timesheet editor.

The timesheet module can also give a detailed breakdown and total of job and non-work hours worked per week. This article will show you some of the basics of using timesheets.

Staff

You’ll need appropriate user settings to access the staff database.

Click on Settings > Staff. Each member of staff will have a timesheet/work times tab.

Any member of staff can have non-work time booked to them, but only staff flagged as engineers can have work time (i.e. job sheet time items) added.

Check the details tab on each member of staff to see if they are set as an engineer.

Adding members of staff as engineers will result in their names also being visible in the engineers scheduled on the diary module of Clik Service.

For each member of staff, you’ll need to define working hours, lunch breaks, working days and which work items such as lunch, holidays, bank holidays are paid items.

On the right of the ‘Timesheet/Work Times’ tab, is a list of the non-work items which you can specify as paid or not on an individual engineer basis.

The non-work times listed below show items already added through the timesheet editor. You can also add and remove items by using the ‘New’ and ‘Delete’ buttons.

Adding Work Times

Work times, otherwise known as job time items, are added directly to the job sheet that the engineer has been assigned to.

To add time items, open up the job sheet you want to add them to and click on the ‘Times’ tab.

Click on the arrow next to ‘Time Items’ and select add item from the drop-down menu.

When the time item window opens you can fill in as much detail as required. An engineer must be selected from the drop-down menu, so it appears on the engineer’s timesheet.

The work times, date and start/end time boxes will automatically calculate the duration, but this can be overridden by manually adjusting the duration selection.

The ‘Travel’ tab allows you to add travel costs incurred and also mileage charges.

On the travel side, you have outward and return journey times. You can also set both travel time dates separately to that of the work time item, should this occur on different days.

You can also add additional time items with just travel times inserted – ensure the work times = 0 hours and they’ll not show up on the timesheet editor screen (but the travel will).