--- title: "Time Entry Screen Reference" slug: "time-entry-screen-reference" tags: ["Language - English", "Area - Scheduling", "Industry - Landscaping", "Type - Reference", "Role - Scheduler", "Skill Level - 1 (Beginner)"] updated: 2025-10-29T16:48:11Z published: 2025-10-29T16:48:11Z canonical: "guide.youraspire.com/time-entry-screen-reference" excludeFromExternalSearch: true --- > ## Documentation Index > Fetch the complete documentation index at: https://guide.youraspire.com/llms.txt > Use this file to discover all available pages before exploring further. # Time Entry Screen Reference 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](/schedule-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*](/weekly-time-review-screen) 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](/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](/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: ![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/image-1692371001693.png?sv=2026-02-06&spr=https&st=2026-11-13T09%3A52%3A17Z&se=2026-11-13T10%3A52%3A17Z&sr=c&sp=r&sig=8%2BuXa9jdGr98gXfO%2FpQFhsqzVRZXnLeNoTNTrBUJ7dA%3D) | **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. \| **Time Entry Is Accessed From…** \| **Information Provided in Header…** \| \| --- \| --- \| \| The tile on the schedule board \| Route Name \| \| Drilling into hours on the *Work Ticket* screen or drilling into hours from the *Time Entry* drill down report \| Work Ticket # \| \| Drilling into hours on the *Weekly Time Review* screen \| Employee Contact Name \| | | **Time Entry Is Accessed From…** | **Information Provided in Header…** | | The tile on the schedule board | Route Name | | Drilling into hours on the *Work Ticket* screen or drilling into hours from the *Time Entry* drill down report | Work Ticket # | | Drilling into hours on the *Weekly Time Review* screen | Employee Contact Name | | Inventory Location**a** | 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 Time**b** | 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: - *Add Existing Ticket* displays the *Work Tickets* search list from which you can select other work tickets to add to the *Time Entry* screen for time allocation. - *Add Quick Ticket* allows you to select a Quick Work Order Template, allowing you to add a quick ticket to the list of work tickets on the *Time Entry* screen to allocate time. 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. 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. | | 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](/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). | | Pay Code | If no selection is made in the **Pay Code** field, then the employee's pay code on their assigned pay schedule is applied. Any selection made in this field will override the pay code on their pay schedule. | | 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](/drive-time) records to account for the difference between total clock time and hours allocated to work tickets. Important: When saving, if there are unaddressed time correction requests or a user with appropriate permissions adjusts clock time, you must review and resolve all correction requests and time adjustment notes before proceeding. | #### 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: - *Add Existing Ticket* displays the *Work Tickets* search list from which you can select other work tickets to add to the *Time Entry* screen for time allocation. - *Add Quick Ticket* allows you to select a Quick Work Order Template, allowing you to add a quick ticket to the list of work tickets on the *Time Entry* screen to allocate time. 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.   When equipment time is allocated to a crew member while starting their time in Crew Mobile, the time is displayed with that crew member’s work ticket time entry on the Time Entry screen.