This is quite a large article, so grab a cup of tea and a biscuit and by the end, you'll be whizzing your way around the timesheet module.
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.
There are a number of things to setup prior to using the timesheet module in both the settings and staff modules. To access the timesheet settings you’ll need the appropriate privileges for Clik Service.
- Click on settings > settings > timesheets, from the list on the left-hand side.
- With the timesheet module, you’ll have instances where you want to book non-work times. You can setup as many non-work types as required and also specify a colour under the engineer's activity tab in the diary module.
- There are some default non-work times already setup but to create any new ones click on the new button at the top and then type in the description.
- Add a colour to the default options if you plan to use the engineer's activity diary. Non-work items can be specified paid or unpaid on an individual engineer basis in the staff database.
- There are further options in this settings window to allow you to edit how the timesheet data is presented when analysing it later.
You’ll need appropriate user settings to access the staff database.
- But once you do 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.
NOTE: 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 time sheet 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. This follows the same procedure covered in further detail in the job sheets section of the Clik Service manual.
- To add time items open up the job sheet you want to add them too and click on the times tab
- Then go 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. But an engineer must be selected, if not already, from the drop down menu, otherwise, it will not appear on the engineers time sheet.
- 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 time sheet editor screen (but the travel will).
The timesheet editor allows you to add in non-work times alongside work times already booked from the job sheet module. This will then give you a full breakdown for each engineer, per week of hours worked.
- To access the timesheet editor click on modules > timesheets> timesheet editor, from the drop-down menu.
- Select the engineer from the drop down and the week you wish to edit. This will then load the time sheet for the engineer and populate the work times already added from the job sheet module.
- Right-click on each blue item to select what the engineer was doing on each occasion.
- When you have added all of the non-work times, click on save changes at the bottom right of the screen to complete the timesheet.
- This will turn all items white once they are saved.
- To remove any items you’d either have to go to the associated job sheet for work items and the time sheet tab in the staff database to remove non-work items.
- From here you can choose to print, export or view the time sheet.
- The sort button will organise the time items in time/date order if otherwise organised by another column (such as activity or start time).
The timesheet analysis window will show you a complete breakdown of what your engineer has worked each week.
- To access this window go to modules > timesheets > timesheet analysis from the sub menu.
- Alternatively, you can go via the timesheet editor. If you have clicked on view timesheet the same window will load.
- The data will be bunched into various activities such as administration, travel and non-work items.
- You can click on the + icons to the left to expand and see a complete breakdown per activity.
- Each day shows a total of each activity per day and then at the bottom total amount of hours worked per day.
- The final column to the right shows the totals of each activity and then a grand total.
- The details stored in this screen can either be exported (to Excel or HTML) or printed using the respective buttons at the top right of the window.