Time Cards in EquipmentShare Track: Video

Time Cards Summary

  • Time Cards is an integrated way to track and manage employees' time, whether you're 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. 

  • Additionally, employees may specify how they are spending their time through the selection of Work Orders, 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. 

  • Similar to Link, Drivers who use the Contractor E-Logs mobile app may now log their Duty Status towards specific types of work, such as Work Orders and Jobs.

  • In E-Logs in the Track browser app, administrators may view a Driver’s various recorded work events in the daily log view. 

  • Approved users will be able to view Time Cards in varying levels of detail in Track, as well as approve time and export Time Cards to a .CSV file.

  • The integrated nature of Time Cards means that whether the time is being 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 Track. 

  • Reminder: Drivers and Users are considered separate users, even if they are the same person. If an employee uses both Link and E-Logs, they should use only one method of recording time.

  • 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 to 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 in the case of E-Logs, switching their Duty Status. This is also done to be mindful of employees who work over midnight. 

Work Events

  • A key element of Time Cards is the ability for a worker to associate their on-duty or clocked-in time to specific work.

  • At launch, Workers and Drivers alike will be able to associate their time to Work Orders, Jobs and provide a general note.

  • A Worker may associate their tracked time with just a Job and no Work Order. Similar, Workers may select a Work Order without selecting a Job. Work Orders that have been assigned to Jobs will automatically populate the Job information if selected. 

  • If a Worker has selected a Job and Work Order at the same time, it will be represented as a multiple-type event when shown on the Time Card and drive log. Information on both items is still captured to the same extent as it would be if only one work selection was provided.

  • Notes can be applied to any combination of work selection.

Jobs

  • While our various products have supported the ability to indirectly track Job related information for some time, users have been unable to specifically manage them.

  • With the implementation of Jobs as an independent element of work, users will not be able to add, edit or delete Jobs through the Company feature in Track

  • Jobs are no longer dependent on the establishment of a Geofence, nor are Jobs managed through the Geofence feature in Track. Current Jobs that are established as Geofences will continue to function as is, and can be converted into the new formal Job type for a more flexible management solution. 

  • When creating a new Job, you may provide a name, unit number and/or ID number, and add a Geofence to the Job. Geofences and the unit and ID numbers are not required.

  • Jobs are constructed in a fashion that makes them a container for work. Multiple items can be attributed to a single Job, such as people, assets, and Work Orders

  • This is done through the employee assigning their time to a Job. Doing so allows our integrated system to record detailed information on the employee, asset, and other work for reporting and analysis purposes.

  • The Jobsite report that is found under the Reports feature has been updated to relate back additional information as follows: 

- Work Orders:
Name, days on-site, time worked on-site and more details

- People (Workers/Drivers):
Name, days on-site, time worked on-site and more details

  • The Jobsite Selection list has been updated to show both Geofences and Jobs.

  • Workers and Drivers can select a Job through Time Cards, whether they are using Link or Contractors E-Logs. Jobs are specific to your company.

  • Additionally, Jobs may be archived by an admin so that completed or past jobs are saved, but not presented to the worker for current assignment. 

  • When a user selects a Job, it will filter the list of available Work Orders down to those that are related to that Job.

Schedules and Overtime Rules

Time Cards users can now establish company work schedules and manage overtime hours rules in the Track browser app. The new update includes the ability for an admin to create various schedules and assign 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 to their 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 both optional features and not required to use Time Cards in Track.

Adding an Employee Schedule

  • Select the Company option from the left navigation in EquipmentShare Track.

  • 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 in EquipmentShare Track.

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

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

  • Click Save once completed.

Selecting Overtime Rules for Company

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

  • 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 in EquipmentShare Track.

  • Select Add User in an OT Rule row.

  • On the Overtime Details screen, select an employee from the Overtime Rule Members list and click the + icon.

  • Click Save once completed.

Assigning Schedule and Overtime Rule from User Profile

  • Select the Company option from the left navigation menu in EquipmentShare Track.

  • 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, to assign, select the blue + icon to navigate to the Company > Time Cards view for managing the user's settings.

  • Click Save to save your changes.

Viewing Overtime Hours on a Time Card

  • Select the Time Cards option from the left navigation menu in EquipmentShare Track.

  • The total OT 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, including any Overtime Hours.

Clocking In

  1.  Tap Clock in to start your day and access the ability to select work. 

  2. Optionally, provide a description of your work by selecting a Work Order or Job.

  3. Navigate through the list of WOs (or Jobs) and select which one you’d like to apply. 

  4. Tap Save to finish clocking in. Note: selecting a work description is completely optional and not required to clock-in. If you’d like to only clock in, simply hit Save when accessing the screen shown in Picture 2 below.

Taking a break, changing work, and clocking out

  1. Workers can go on break by simply taping the Take a break button. While on break their options will change since they are currently on break. To go off break, and start working again, the worker just taps the Off break button. This will resume their time/work where they left off. (See Picture A) 

  2. To change or remove work while clocked in, workers may tap the Change Work button. This will take them to a new screen where they can remove or change their work similar to the clocking-in experience.  (See Picture B) 

  3. Workers who are ending their day tap the Clock out button. While clocked out, they will still be able to see a summary of their day, the option to clock in, and a log view of their past days.  (See Picture C) 

Viewing a day log and revision time

  1. Workers may see their log for a specific day by tapping on that day from the main Time Tracking view. 

  2. Once in the day view, the worker may see the summary information as well as the various events that took place. Clocked-in and break time are shown along with their related work events. If the worker needs to adjust their time or associated work, they tap the button labeled Add Time/Work

  3. Tapping that button will advance them to the Add Time/Work screen where they can select what type of time they are trying to add.  

  4. Saving will insert that time they have added, and mark it as a revision. 

For example, the worker can revise their break time by selecting the On Break type in the segmented control and providing a start and end time. 

If you’re wanting to add a work item, such as time spent on a Work Order, you select Clocked-in, provide a start and end time, then select the type of work. Note that you cannot associate work to Off or break time.

EquipmentShare Track Web Experience

Company View - 1st Level

Through EquipmentShare Track, administrators will have the ability to view an employee’s time card(s), approve them and export that information into a .CSV file. This first view is a summary view that displays all employees at that company who have recorded time during the selected frame of time. 

The .CSV export for this screen will contain all of the information shown on the screen, including approval status and work breakdown (assigned/unassigned).

Employees may have three approval status: unapproved, approved, and partial. Partial approval means only some of the employee’s time cards have been approved.

To explore the time cards of a specific employee, click that employee’s name. 

To approve an employee’s time, click the checkbox next to their name, and then click Approve.

To approve all employee’s time, click the checkbox in the top left corner in the table header. This will select all employees. Then, click Approve.

Employee View - 2nd Level 

This second view is accessed by clicking the employee's name from the Company view (shown on the previous slide). Admins are presented with information on each day for that specific employee during the timeframe provided.

The .CSV export for this screen will contain all of the information shown on the screen, including approval status and work breakdown (assigned/unassigned).

To explore the time card of a specific day for that employee, click on the date.  

To approve a day, click the checkbox next to their name, and then click Approve.

To approve all of an employee’s tracked time, click the checkbox in the top left corner in the table header. This will select every day. Then click Approve.

Day View - 3rd Level 

This third view is accessed by clicking a specific date when viewing from the Employee view  (shown on the previous slide). Admins are presented with granular detail for that day including work description, and revision status. 

The .CSV export for this screen will contain all of the information shown on the screen, including approval status and work breakdown (assigned / unassigned).

To approve this time card (i.e. the whole day) simply click Approve on the right. 

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