Time Clock for Admins

As an admin, you may be responsible for managing payroll for your business.

Table of Contents

1. Navigation and Layout

2. Billable Rate and Shift Total Columns

3. Managing Time Clock Settings

4. Filtering Time Entry Data

5. Modifying Time Entries

   1. Enabling Employees to Edit Their Time

6. Shift Switcher

7. Exporting Time Clock Data

[back to top]

Navigation and Layout

We recommend using a computer to manage payroll, although this same functionality is available on the mobile app. 

Time clock is located in the left menu bar in the Company Overview.

Layout: The Time clock page displays time data in a spreadsheet format.

Data Fields: Time Clock fields include:

"Total Hours" can be seen at the bottom of the table. 

Optional Data Fields: If team member Billable Rates and/or QuickBooks Online integration have been enabled.

Column Picker

You have the ability to change what columns you view in the time clock table. If you click on the 'Columns' tab on the far right hand side, a drawer will pop out where you can check on and off columns. At the top of the list, you can also search for certain columns. 

---

Billable Rate and Shift Total Columns

Locate the new columns on the Time Clock page. These columns are hidden by default and only visible to users with the contractor admin role.

The Billable rate is the value $ and the Shift total = Duration x Billable rate, rounded to two decimal places.

When the billable rate and/or shift total columns are enabled, downloading CSVs from the Time Clock page will include these columns in your export. The export reflects the columns you’ve enabled, only billable rate, only shift total, or both.

---

[back-to-top]

Managing Time Clock Settings

You can control which cost codes employees can use to record shifts, configure whether employees can edit their own time entries, and enable Team Members and Field users to record shifts for others

Customizing labor codes

By default, employees can only select cost codes that are included in the Estimate of the project they are clocking into. This ensures time entries are recorded against the correct project costs.

You can modify this setting under Company Settings - Cost Codes by clicking into cells in the column Show in Time Clock.

Cost codes can be set to:

• If used in Project (default): Only codes in the project's estimate can be used to clock in/out.
• Always: Code will always appear when clocking in/out.
• Never: Code will never appear when clocking in/out.

Editing Time (Employees)

By default, Team Members and Field users CANNOT edit their own time entries. They will need to ask an Admin user to adjust for any mistakes made when recording time.

If you prefer your employees to fix their time entries themselves, go to Company Settings - Time Clock and choose the Settings tab.

Toggle on the setting Allow team members and field users to edit their own shifts prior to approval.

Allow All Users to Record Shifts for Others

By default, only Admin users can record time entries for other users. However, if you would like anyone on your team to be able to enter shifts for others, toggle on the setting below.

---

[back to top]

Filtering time entry data

Depending on your payroll needs, you may be required to filter time clock data in different ways.

How to Filter by Date Range

Filtering by pay period is a common filter.

Find Start Range and End Range in the upper right. Select dates by typing, or by selecting the calendar icon. 📅 

How to Filter by Worker and Project

Your payroll system may require individual data imports for each employee. Alternatively, reporting on labor hours may require filtering by project.

Use the dropdown menus near the top to filter by Worker or Project.

---

[back to top]

Modifying time entries

Time entries may need to be edited, added or deleted for accurate payroll. You can bulk approve using the 'Approve all' button next to the date range.

A window will pop up listing any pending shifts that can be approved and if there are any shifts that are missing cost codes or the worker, they will be highlighted in red and have an error. 

Common corrections:

Editing time entries

There is a dedicated column for 'Actions' on the right hand side. You can edit ✏️, delete 🗑️ approve ✅.

Select the Pencil Icon ✏️ to the right of the time entry.

Make changes, then select Submit and finish

---

Adding Time entries

Adding a new time entry may be required if an employee forgets to clock in, or as a way to handle overtime or vacation hours.

Select ⏰ Record Shift in the top left to create an entry.

---

Deleting time entries

Select the red Trash icon next to the relevant time entry

Select Confirm and delete

---

Shift Switcher

Quickly transition from one shift to another without manual time entry or multiple confirmation steps. The new Switch Shift button enhances efficiency when moving between shifts:

• When clocked into a current shift, a new Switch Shift button appears

• Select Switch Shift to automatically pre-fill the details for a new shift.

When the switch shifts for pops up, the worker will have to  fill out the:

• Project 
• Shift type (required for approval)
• Cost code (admin)
• Start time

After fields have been filled out, hit the "Switch shift" button at the bottom of the form. 

---

[back to top]

Exporting time clock data

Time clock data can be exported as a .CSV file to import into your payroll software provider.

Select Download CSV. A file shift-log will download to your device.

---

[back-to-top]

If you have any questions or need further assistance, contact our support team at support@ressiosoftware.com. We're here to help!