Set Up Job, Project, Customer, Task, Mileage, Costing Features and View Reports

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Overview

The admin has the option to ask or require employees to punch into a job, department, project, task, or customer and track mileage.  This is found in "Employees" at the top of the screen, then click on the employee name.  At the bottom left, you will then see "Job & Project Costing" and the on/off option.  All need to be set up prior to use.  Note that the job code does not show on the time card, just the job name. If the employee punches into a department, it will show on the time card. 

Setup

Below are the instructions on how to add jobs, departments, projects, tasks, or customer and mileage tracking for employees as an administrator or manager.

Adding Jobs

  1. Step 1: Log in as the administrator.
  2. Step 2: Click “Settings” at the top of the screen.
  3. Step 3: Select “Jobs.”
  5. Step 4: Click the “Add Job” button.
  6. Step 5: Enter “Job Name.”
  7. Step 6: Enter “Job Code.”
  8. Step 7: Click the “Save” button.

Switching Jobs

  1. Step 1: Log in as an employee.
  2. Step 2: Click “Switch Job.”
  3. Step 3: Select the next job.
  4. Step 4: Click “Update.”

Entering Customers, Projects, and Task

  1. Step 1: Log in as the administrator.
  2. Step 2: Access "Settings" at the top of the screen.
  3. Step 3: Choose "Job & Project Costing Set up."
  4. Step 4: Fill in the blanks for each job or project.
  5. Step 5: If more than three are needed, enter the first three and click "Save," then continue adding three more as necessary.
  6. Step 6: Edit type names by clicking the pencil icon, entering the new name, and saving it.
  7. Step 7: Add sub-projects to customers and sub-tasks to projects using the down arrows.
  8. Step 8: Save your changes by clicking the “Save” button.

Add Departments

  1. Step 1: Log in as the administrator.
  2. Step 2: Click "Settings" at the top of the screen.
  3. Step 3: Select "Departments."
  4. Step 4: Click the "Add Department" button.
  5. Step 5: Enter the "Department Name."
  6. Step 6: Enter the "Department Code."
  7. Step 7: Click the "Save" button.

Turn on Mileage Tracking

  1. Step 1: Log in as an administrator.
  2. Step 2: Ensure this feature is turned on by clicking “Employees” at the top of the screen.
  3. Step 3: Select the employee.
  4. Step 4: Near the bottom right, turn “Allow Entering Mileage” on (make it green).
  5. Step 5: Click “Save Settings.”

Add Mileage to a Time Sheet

  1. Step 1: Click “Time Cards” at the top of the screen.
  2. Step 2: If you need to rename "Mileage," click here (e.g., for recording "parts made").
  3. Step 3: Click the “Add Day” button.
  4. Step 4: Select the “Date.”
  5. Step 5: Select the “Date” and the relevant “Employee” (this activates the “Add Mileage” button).
  6. Step 6: Click “Add Mileage.”
  7. Step 7: Enter “Total Count.”
  8. Step 8: Enter “Notes” if needed.
  9. Step 9: Click “Save.”

Adding Mileage to a Time Sheet as an Employee

  1. Step 1: Log in as an employee.
  2. Step 2: Click “My Time Card” at the top of the screen.
  3. Step 3: Click the “Add Hours” button.
  4. Step 4: Select “Date,” and enter “Mileage” (with optional “Notes”).
  5. Step 5: Click “Add” and then “Save.”

Note: This information will appear on the time card next to the corresponding date. If you need to customize the columns on the time card, learn more by clicking here.

What to Expect

Viewing Job Costing Reports

  1. Step 1: Log in as an administrator or manager via browser.
  2. Step 2: Navigate to “Time Cards.”
  3. Step 3: Click “More” (under the “Print” and “Email” buttons).
  4. Step 4: Click “Job and Projecting Costing Reports.”
  5. Step 5: Enter the dates for this report.
  6. Step 6: Check at least one box under “Totaling Options.”
  7. Step 7: Your report will automatically display.

Troubleshooting

A
On the time cards page check the box “punches,” then click “print.”
A
In the employee profile under job & costing, switch the rule to “On, required.” This will ensure a selection must be made.
A
In order to be able to select a job you need to make sure that in the employee profile under "General - Job & costing" the settings is "On."
A
We do not currently send this information over with our import automatically, but you can download this report and enter in the information we track for you.
A
No. Currently this reporting option can only be done on the website. To get to the report click your initials in the app and launch into the browser and follow the website instruction above.
A
No. Currently, job and costing reports will not go over from OnTheClock automatically.

Add Jobs

  1. Step 1: Log in as the administrator.
  2. Step 2: On the dashboard, scroll down to the "Add Something New" section and tap the "+".
  4. Step 3: Select "Job."
  5. Step 4: Enter “Job Name.”
  6. Step 5: Enter “Job Code.”
  7. Step 6: Tap the “Save” button.

Switching Jobs

  1. Step 1: Log in as the employee.
  2. Step 2: Click the "Punch in/out" icon.
  3. Step 3: Click "Switch Job" at the bottom.
  4. Step 4: Select the next job.
  5. Step 5: Click "Update."

Entering Customers, Projects, and Task

  1. Step 1: Log in as the administrator.
  2. Step 2: Tap "More..." then click the gear icon in the right corner.
  3. Step 3: Choose "Job & Project Costing Set up."
  4. Step 4: Fill in the blanks for each job or project.
  5. Step 5: Edit type names by taping the gears, entering the new name, and saving it.
  6. Step 6: Add sub-projects to customers and sub-tasks to projects using the down arrows.
  7. Step 7: Save your changes by clicking the “Save” button.

Add Departments

  1. Step 1: Log in as the administrator.
  2. Step 2: On the Dashboard, scroll down to the "Add Something New" section and tap the "+".
  3. Step 3: Select "Department."
  4. Step 4: Enter the "Department Name."
  5. Step 5: Enter the "Department Code."
  6. Step 6: Click the "Save" button.

 

Adding Mileage to a Time Sheet as an Employee

  1. Step 1: Log in as an employee.
  2. Step 2: Click “My Time Card” at the top of the screen.
  3. Step 3: Click the “Add Hours” button.
  4. Step 4: Select “Date,” and enter “Mileage” (with optional “Notes”).
  5. Step 5: Click “Add” and then “Save.”

When any of the categories are turned on inside an employees profile they will now be prompted at clock in to select from a drop-down list. Employees who have job selection turned on will have the ability to switch jobs.

What to Expect

Viewing Job Costing Reports

  1. Step 1: Log in as an administrator or manager via the mobile browser.
  2. Step 2: Tap initials and tap " Launch in Browser" and navigate to “Time Cards.”
  3. Step 3: Click “More” (under the “Print” and “Email” buttons).
  4. Step 4: Click “Job and Projecting Costing Reports.”
  5. Step 5: Enter the dates for this report.
  6. Step 6: Check at least one box under “Totaling Options.”
  7. Step 7: Your report will automatically display.

Troubleshooting

A
In the employee profile make sure the " job selection" is toggled to on. The employee may need to refresh their app.
A
You will want to go to the mobile browser to time cards for additional reporting options.
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What's Next

Getting Started as an Employee

Learn how to use the job costing feature as an employee.

Locations

Learn how to setup employee locations.

Managing Employee Timesheets

Learn how to make corrections and manual adjustments to employee timesheets.