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Time Entry Screen
- 18 Sep 2024
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Time Entry Screen
- Updated on 18 Sep 2024
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If you are an admin user, the Time Entry screen allows you to manage time entries entered by crew members from the mobile time app in the field or to enter crew member time reported using paper timesheets or other mechanisms. The Time Entry screen can be displayed from different locations within Aspire. The names of employees displayed on the Time Entry screen is context-sensitive and depend on how you navigate to the screen as specified in the following table:
| Time Entry Displayed From | Employees displayed… |
| From the Scheduling Board screen, select the Open Time Entry option on the popup menu displayed when right-clicking a visit tile or a date/route. | Displays all employees who have clocked in on the selected day and route, plus any employees explicitly named in the definition of the route on the Crew tab of the Route screen. |
| From the Weekly Time Review screen, select the Open Time Entry option on the popup menu displayed when clicking one of the time entries on a day of the week. | Displays only the employee selected on the Weekly Time Review screen. |
| From the Work Ticket screen, drill down into the Hours Worked value. | Displays the time for all employees logged against the work ticket on the selected day. |
It should be noted that the time entered, reviewed, and accepted on the Time Entry screen is later approved on the Weekly Time Review screen. Once specific time entries have been approved, the cells associated with those time entries on the Time Entry screen become read-only so that they cannot be modified unless you unapprove the time on the Weekly Time Review screen.
Note that if a crew member is set up to be on two or more different routes, either as a crew leader or a crew member, their time will show up when drilling into time entry for any of the routes for that day, even if the crew member only has a visit on one of the routes. A crew member on any timesheet shows their entire day. It is beneficial for you to know that any crew member will always see each person's time for the entire day. This screen behavior also ensures that drive time is calculated correctly.
Specific screen elements and sections of the Time Entry screen are documented based on the screen image below:
| Screen Element | Description | ||||||||
| Time Entry Header | The header always includes the date and conditionally displays information depending on how you navigated to the Time Entry screen.
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| Inventory Locationa | Assign an inventory location for the route. Set the location from which you want to pull items if you plan to allocate materials from the Time Entry screen. | ||||||||
| Clock Timeb | The Worked, Clocked, and Difference totals are anchored to the top of the screen. Clock In/Out rows get added to this section when crew members clock into the Crew Mobile App from their mobile devices in the field or by selecting Add Clock Time from this time entry screen. The section sums up the total hours for each crew member based on the sum of all time entries for which they have time. | ||||||||
| Direct Job Time | This section allows time spent on customer jobs (directly billed to customers) to be allocated to specific jobs during the day. Initially, this section contains one line for each work ticket scheduled to be worked on the selected day. Each line is labeled based on the work tickets providing the following information: property name, service name, and a work ticket number. The labels are shown as hyperlinks. Clicking on the hyperlink displays the Work Ticket menu. The options are available by selecting the Add icon at the bottom of the Direct Job Time section:
Quick tickets can also be initiated from the Crew Mobile App by the crew leader such that the quick ticket appears in the list of work tickets in the Direct Job Time section. Quick Tickets section shows how to assign hours and materials for the quick ticket to a real work ticket. Clicking on the hyperlink for a quick ticket displays the Quick Ticket menu. | ||||||||
| Indirect Job Time Section | This section displays work tickets created to report indirect time (time spent on internal tasks such as training, meetings, etc., which is indirectly billed to customers through markups). The setup of indirect-type work tickets is explained in the Indirect/Overhead Time section. | ||||||||
| Clock In/Out Hyperlink | If the clock in/out label is displayed as a hyperlink (underlined), then clicking on it displays a Clock In/Out menu with options for displaying forms information collected from the crew leader as explained in the section, Clock In and Clock Out Form Info Display. Note: If the employee’s time exceeds the branch-defined maximum hours worked, the clock-in and clock-out boxes are highlighted in yellow. A warning message will appear, stating, "Clock times extend beyond the maximum consecutive hours worked. Check the accuracy of clock time entries and adjust as needed." For more information, see Time Entry Validation. | ||||||||
| Lunch | Displays the duration of the lunch break for each employee. Note: If the lunch period is shorter than the branch-defined minimum, the corresponding clock-in and clock-out cells are highlighted in yellow. | ||||||||
| Totals – Clocked | The Clocked row in the totals at the bottom of the Clock-in section shows the total time each crew member was clocked in based on clock-in and clock-out times. | ||||||||
| Totals – Worked | The Worked row in the totals section at the bottom shows the total time spent on each crew member in the Allocate to Job Section and the Indirect Time Section. Before applying drive time, the total time values displayed in the Worked row will commonly not match the total clocked time. | ||||||||
| Totals – Diff | Diff shows the difference between clocked time and time worked (allocated to work tickets). | ||||||||
| Save | The save function allows you to accept and save changes made on the Time Entry screen. When you accept time in this manner, Aspire validates the screen and if validation passes, automatically creates drive time records to account for the difference between total clock time and hours allocated to work tickets. Important: When saving, if there are any unaddressed time correction requests, a red warning message will appear, stating, "The time entry correction request is not completed, please complete the request before saving." Select a red highlighted cell to open the Time Correction Request screen. The page will not be saved until the correction request is reviewed. For more information, see Time Entry Validation. |
Job Time Overview
| Direct Job Time | This section allows time spent on customer jobs (directly billed to customers) to be allocated to specific jobs during the day. Initially, this section contains one line for each work ticket scheduled to be worked on the selected day. Each line is labeled based on the work tickets providing the following information: property name, service name, and a work ticket number. The labels are shown as hyperlinks. Clicking on the hyperlink displays the Work Ticket menu. The options are available by selecting the Add icon at the bottom of the Direct Job Time section:
Quick tickets can also be initiated from the Crew Mobile App by the crew leader such that the quick ticket appears in the list of work tickets in the Direct Job Time section. Quick Tickets section shows how to assign hours and materials for the quick ticket to a real work ticket. Clicking on the hyperlink for a quick ticket displays the Quick Ticket menu. |
| Indirect Job Time Section | This section displays work tickets created to report indirect time (time spent on internal tasks such as training, meetings, etc., which is indirectly billed to customers through markups). The setup of indirect-type work tickets is explained in the Indirect/Overhead Time section. |
Item Allocation
When material items or equipment hours are allocated to a work ticket from inventory, those allocations are represented on the Time Entry screen below the work ticket to which the items were allocated. These allocations may be applied to a work ticket from the Crew Mobile App or the Time Entry screen.
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