Overview

Time Cards is an integrated way to track and manage employees' time, whether working in the field or in an office. In the Link mobile app, employees record their time for the day by clocking in, going on and off a break, and clocking out. In the Time Cards web app in T3, administrators and supervisors can manage their employee's time before sending it to HR for payroll purposes.

  • Employees may specify how they are spending their time by selecting Work Orders, Branches, Work Codes, Assets, Notes, and/or Jobs.

    • Jobs are a way for a company to organize and track work. Work Orders can be assigned to a specific Job in addition to an employee’s Time Card. 

  • Administrators can view their employee's timesheets in T3's Time Cards.

  • Time Cards is integrated with E-Logs, meaning whether the time is recorded by a Driver through the E-Logs app or by a mechanic through Link, that time is reported and displayed as a Time Card in T3. 

    • Work events such as a Work Order or Job can only be recorded against on-duty or clocked-in time. If a worker or driver is off duty or clocked out (including being on break), they cannot associate that time with a work event.

  • Recording of time is accurate down to the minute so that employees are not penalized for switching work independently of clock-in or out or switching their Duty Status in the case of E-Logs. This is also done to be mindful of employees who work over midnight. 

  • If location sharing settings are enabled on the employee's smartphone device, the clocked-in entry will detect its location and display it in the T3 Time Cards web app and available for the administrator to review.

    • The logic in the Link mobile app will check the user's location behind the scenes throughout the day while they are clocked in. If the location has changed since the last check-in, it will be reported in the time entry. Otherwise, the location will not be reported.

    • The employee's location is only checked when the user is on the clock, not when taking a break or off the clock.

    • The accuracy of the location is based on the smartphone's location detection source. See the manufacturer's details for more information on your smartphone’s location.

What is a Work Event?

A key element of Time Cards is the ability for a worker to associate their on-duty or clocked-in time with specific work. When Clocking In from the Link mobile app, Employees and Drivers can associate their time to a Branch, Asset, Work Order, Job, or Work Code.

  • Branch -- An employee can be assigned to a branch through their Company settings. However, upon clocking in for the day, the employee can select a different branch.

  • Work Order -- An employee can also log time towards a Work Order. Work Orders are digital service tickets used by Service Technicians in the T3 Service dashboard.

  • Job -- A job is a container for work.

  • Assets - The asset the employee used for the day while working.

  • Work Code -- A work code is a cost code established by a company to account for the various labor costs.

Creating Work Events

The various Work Events an employee can assign their time towards are created in the Company settings in T3.


Branches

  • From T3, open the app drawer in the top navigation bar and select Fleet.

  • Select Company from the left menu.

  • Select Branches across the top.

  • Select the Create Branch button.

  • Complete all branch setup pages, including the option to add members to the branch.

  • Once saved, the employees within your company will have the ability to assign time to the branches.

Jobs

  • From T3, open the app drawer in the top navigation bar and select Fleet.

  • Select Company from the left menu.

  • Select Work across the top.

  • Select the Add New Job button.

  • Complete the Job form, including any phases, codes, or geofences that correspond with the job.

  • Once saved, the Job will be available for assigning time.

Work Codes

  • From T3, open the app drawer in the top navigation bar and select Fleet.

  • Select Company from the left menu.

  • Select Work across the top.

  • Select Cost Codes.

  • Select the Add New button.

  • Complete the Cost Codes form.

  • Once saved, the Cost Code will be available as Work Codes for assigning time.


Schedules and Overtime Rules

Time Cards users can establish company work schedules and manage overtime hours rules in the Time Cards web app of T3. An admin creates various schedules and assigns them to their employees based on roles and responsibilities, allowing a company to identify and manage different work shifts.

Overtime rules are available for admins to assign employees based on how they accrue overtime hours. An employee can only be assigned one overtime rule; an employee cannot have several overtime rules. Any OT hours the employee accumulates will display on their time card.

Note: Employee schedules and Overtime Rules are optional features and not required to use Time Cards in T3.

Adding an Employee Schedule

  • From T3, select the app drawer icon from the top navigation bar.

  • Select the Fleet browser app.

  • Select the Company option from the left navigation.

  • Select the Time Cards tab.

  • From the Employee Schedules table, select Add New Schedule.

  • Complete the fields on the Schedule Details screen.

Assigning a Schedule to Employee

  • Access the Employee Schedule table by selecting Company > Time Cards.

  • Select a schedule from the table for adding employee(s).

  • Select the plus icon next to an employee from the Schedule Members list or type an employee's name in the search bar on the Schedule Details screen.

  • Click Save once completed.

Selecting Overtime Rules for Company

  • Access the Overtime Rules table by selecting Company > Time Cards.

  • Click the Select Overtime Rules button to select OT Rules for your company.

  • From the list of OT rules, select which apply. Click Save to save your changes!

Assigning Overtime Rules to Employee

  • Access the Overtime Rules table by selecting Company > Time Cards.

  • Select Add User in an OT Rule row.

  • Select an employee from the Overtime Rule Members list and click the + icon on the Overtime Details screen.

  • Click Save once completed.

Assigning Schedule and Overtime Rule from User Profile

  • Select the Company option from the left navigation menu.

  • Select the Users tab.

  • From the Users table, select an employee and click Actions > Edit.

  • The Profile form will display any existing assigned Employee Schedules or OT Rules. Otherwise, select from the dropdown options of existing scheduled and OT rules to assign.

  • Click Save to save your changes.

Viewing Employee's Worked Hours on a Time Card

  • Open the app drawer from the navigation bar across the top and select Time Cards.

  • The total hours will display for all employees in the group.

  • Select an employee from the list.

  • Select a date.

  • The employee's Time Card will display.

For more information on how to use Time Cards, see the following articles:

Interested in getting started with T3's time tracking solution? Find out more and request a demo.

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