Clock-in by labor type is the recommended option for tracking time. With this method, the crew will be required to select the labor type that they are going to work on whenever they perform a clock-in.
For example, let’s say I have a maintenance visit called Weekly Mowing that consists of Travel Time and Mowing Labor. When the crew clocks into the visit, they will be prompted to specify whether they are working on Travel Time or Mowing Labor. Let’s say the crew first clocks into Travel Time starting at 7am. The time they spend against Travel Time will increase as they are clocked in. The crew then arrives at the jobsite at 7:15am and is ready to unload and mow. They should now clock into Mowing Labor (or if you want to be more detailed, separate unload and mow as separate labor types). By starting on Mowing Labor, they will automatically be taken off of Travel Time, their time against travel will be confirmed and their time against Mowing will begin. After they finish up at the first site, they could move on to the next visit on their list. Their time at this point would look something like this:
- Weekly Mowing Service – Property A
- Crew Member 1 – Travel Time: 7:00am – 7:15am
- Crew Member 2 – Travel Time: 7:00am – 7:15am
- Crew Member 1 – Mowing Labor: 7:15am – 8:00am
- Crew Member 2 – Mowing Labor: 7:15am – 8:00am
- Weekly Mowing Service – Property B
- Crew Member 1 – Travel Time: 8:00am –
- Crew Member 2 – Travel Time: 8:00am –
The workflow above is just an example. You will specify exactly what labor types are available for the crews to track their time against when you create a job, visit, or work order for them to perform. You may choose to do things differently, perhaps by tracking travel time as a separate non-billable work type instead of as part of the mowing visit. It is therefore important to think about how you want your crew to track their time, as it will dictate how you setup your costbook and also how you create estimates.
First, you can choose your preferred default option between Labor Type or Work Order Clock-Ins from Settings > Configuration under the Work Orders subsection. The first option determines the default option that will be assigned when you create a new service within the costbook. The second option determines the default that will be assigned whenever you create a brand new work order.
Next, under any Service, Visit, or Work Order in Manage360, you will find an option called Track Time By. For newly created services or T&M work orders, the setting will be determined by your defaults as set up in the config. Changing the defaults will not affect preexisting work created in Manage360, so if you ever need to change the clock in method for something in Manage360, you have the following options:
- Changing one work order or service at a time
- Open the work order or service, change the Track Time By option & save
- Changing a service on an estimate
- When adding a service to an estimate, you have the option to change the Track Time By option for just this one instance of the service on that particular estimate
- You can also edit a service that has already been added to an estimate by clicking the ‘edit service’ button
- Changing contracted services in bulk
- If you need to change the clock in method for some or all of the visits visits of recurring service that is part of an existing maintenance job, you can use the Change Mobile Time Tracking button from the contracts tab of the job
For timesheets on the Manage360 website, the clock-in button for an item using labor type clock-ins can be found within the item itself, next to the individual labor types. Clicking on the clock in button will allow you to create, edit, or remove clock ins against a particular labor type.
In the mobile app, the crew will be prompted to select the labor type they would like to clock into whenever they clock into a work item that uses labor type clock-ins.
From the visit details screen, you can see the summary of all clock ins by labor type for each employee.