Back to: Complete Jobman Set-Up Guide for Administrators

Staff Time and Attendance – Timesheets

Entering Time Directly Into Your Timesheet:

To enter time directly into your timesheet, follow these steps:

1. From the User Menu Panel, click View Timesheet.
2. You will be taken to your timesheet, and the current day will be highlighted grey.
3. Click and drag within a timeslot that you want to make an entry for.
4. In the pop-up that appears, choose your item: Job, Lead or Project.
5. Select which Job/Lead/Project and which Task to allocate your time against.
6. Enter the start and finish times for the task.
7. Add a description if required.
8. Click Create.

Tips & Tricks:

1. If you’ve entered your start or finish time incorrectly, you can click and drag your entry to the correct place, or collapse/extend your time by dragging the bottom of your entry up or down.
2. Click on the List option at the top of your timesheet to show all your recent tasks. Click on a task you want to add more time to, and either hit Update to adjust the times on that specific entry, or hit Copy to make a new entry against that task and adjust the times on the copied entry.
3. Your Dashboard will show your most recent tasks. Click on a task, then press Start to begin recording time. Once you’re finished, click into the task again from either your Dashboard or your timesheet and click Stop. The time recorded will be added to your timesheet.

Recording Time Against a Task:

If you have been assigned tasks, you can also add these to your timesheet.

1. From My Profile, click on the Tasks tab (located next to the Timesheet tab) as shown above.
2. Click on an individual task, or use the 3-dot menu to show your options (see below).
3. Click Start to begin recording time against the task.

Important: If you are taking a break during a task, make sure to open the task and hit Pause so this doesn’t add time into your timesheet.

If you have finished working on the task for the day, click into the task and hit Stop. The time will then be added to your timesheet.

Recording Time in the Kiosk:

To make a timesheet entry using Kiosk mode, follow these steps:

1. Log in to your profile.
2. From your Dashboard, either refer to your Agenda Screen or to Tasks.
3. Choose the task you are about to start working on.
4. Click Start to begin recording time against the task.

Please Note: When clicking Start on a task for the first time, a pop-up will alert you that this will start a timesheet entry. There is an option to not show this message again.

Important: If you are taking a break during a task, make sure to open the task and hit Pause so this doesn’t add time into your timesheet.

If you have finished working on the task for the day, click into the task and hit Stop. The time will then be added to your timesheet.

Understanding Your Timesheet

• By default, a 10-minute imprint will be made in your timesheet once a task has been started.
• If your task isn’t showing, click Refresh or Today on your timesheet.
• Red entries mean a task has gone over its allocated time.
• Grey entries mean a task is still within its allocated time.
• Swap between list and calendar view by clicking either List or Day/Week/Month.
• Click into any timesheet entry to update, add details or delete.
• Drag and drop your timesheet entry to adjust the start/finish times, or drag the bottom of the entry up or down.
• You will not be able to start a task if the progress is set to 100%.

Please Note: Staff may not always have tasks from a specific job or project to allocate their time to for the whole day. You can manage this either by setting up a Clock On/Clock Off function for your staff, or by setting up some internal operations/jobs which staff can allocate time against, e.g. “Cleaning” or “Administration”.

How to Clock On and Clock Off

For the administrators’ guide to setting up staff clock on/clock off times, please see How to Set Up Kiosk Staff Working Hours.

In order to record time, staff will need to have the Clock On/Clock Off permission enabled for their role.

To clock on and off, follow these steps:

1. Log into the Kiosk (Office Users can access this from the User Menu Panel).
2. Press Clock On:
3. You should now see that the Clock On button has changed to Clock Off:
4. When you are finished recording time for the day, press Clock Off (above).
5. Select Clock Off (below):

You should now see the Clock Off button has changed back to Clock On.

You can clock on and off multiple times in one day. However, this is not recommended.

How to Manually Record Unpaid Breaks

IMPORTANT:

If your organisation has standard unpaid break times, e.g. lunch from 12:30-1pm, this will already be set in your Jobman software by your manager. You do not need to clock off during this time.

However, if you need to take an unpaid break outside your scheduled time (e.g. you want to have lunch at 1:15-1:45pm), follow the steps below.

Paid breaks (e.g. morning tea and afternoon tea) do not need to be recorded.

1. Press Clock Off:
2. Select Start Break:
3. Select your break from the drop-down, then press Start Break again:

IMPORTANT:

• You cannot manually record the same unpaid break more than once per day, even if you clock off and on again.
  Example: The normal lunchtime set by your manager is 12:30, and you manually record a lunch break at 1:15. Jobman will automatically record you as clocked on during the normal lunchtime. However, if you have the option to record a lunch break and an evening meal (if you are working late), you can record both of these in one day.
• You cannot record a break retroactively. If you press Start Break, your break time will start immediately. You cannot get to the end of the day and then record that you took a break at a specific time some hours earlier.

Creating Internal Jobs for Daily Operations

To create an internal job for daily operations, follow these steps:

1. Go to Settings > Operations > Create and create an operation for each of your ongoing daily tasks, e.g. “Cleaning,” “Administration,” “Meetings,” etc.
2. Go to Jobs > Create and create a new job. Make sure to use your own organisation as the contact, and use or create a job type called “Internal”.
3. In your new job, go to Tasks and create a number of Steps, Statuses and Tasks relevant to each of your daily operations. Make sure to link each task to the correct operation. For example:
4. Make sure that all tasks are set to “Requires None”, and that no target dates are set for any tasks.

When your staff want to log time against daily operations, they can simply look up the internal job, choose a task to log time against, and it will be added to their timesheet.

Please Note: Make sure all of your staff are added to this job and are able to log time against these operations.

Make sure that staff do not complete any of these tasks, as they are ongoing. Kiosk users should start and stop tasks, but not complete them.