Timesheets

Timesheets in HirePOS allow you to record and review staff working hours, breaks, job-related time and clock events.

Staff can record their own time in two different ways:

• Clock On/Off inside HirePOS is designed for regular staff recording their normal working day. The staff member logs into HirePOS, clocks on at the start of work and clocks off when finished.

• Agenda & Timesheet Entry is a separate web app for Staff/Crew recording time against specific jobs assigned to them. A HirePOS Login User account is not required.

Timesheets can also be entered manually by authorised users.

Use Clock On/Off for staff who regularly log into HirePOS and need to record their working day, rather than working only from individually assigned crew jobs.

For a staff member to use Clock On/Off and access their own timesheets, calendar and tasks:

• Set them up with a HirePOS Login User as a General User.

• Enable Allow Timesheets for their Login User.

• Ensure they have an active Staff record.

• Ensure the email address on their Login User matches the email address on their Staff record.

Allow Timesheets provides access to the logged-in staff member's own timesheets, calendar and tasks. They do not need full Allow HR access.

Users responsible for managing timesheets, calendars and tasks across all staff should use Allow HR instead.

Delivery/Pickup Only and Dispatch Only user roles are designed for their respective restricted areas and are not suitable for staff who need Clock On/Off and Timesheets access.

See the Clock On / Off guide for instructions on recording a working day.

Use the Agenda & Timesheet Entry web app for Staff/Crew who need to view assigned jobs and submit time against those jobs.

This option does not require a HirePOS Login User account.

The staff member needs:

• An active Staff record

• A PIN/Password on their Staff record

• Their personal Agenda & Timesheet Entry link

The web app displays jobs assigned to that Staff/Crew member. This makes it suitable for casual crew, job-based workers and contractors who only need access to work specifically assigned to them.

The Agenda & Timesheet Entry web app is separate from HR > Clock On/Off.

Go to HR > Timesheets to review and manage timesheet information.

The Timesheets screen provides three views:

• Summary: summarised staff hours for the selected period

• Details: individual timesheet entries

• Clock Events: events recorded through Clock On/Off

Use the Period and date fields to select the timeframe you want to review.

Available periods include:

• Yesterday

• Today

• Tomorrow

• Last Week

• This Week

• Pay Week

• Last Month

• This Month

The Pay Week period is based on the Pay Day configured in the Timesheets options.

You can also search the results or use Filters to filter by Staff and Customer.

Existing timesheet entries can be opened for review or editing from the Details view.

Where location information has been recorded, a map option may also be available from the timesheet details.

To manually enter working time:

1. Go to HR > Timesheets.

2. Click New Timesheet Entry.

3. Select the Staff/Crew member where applicable.

4. Select a Shift, if required.

5. Enter the Start and Finish date/times.

6. Enter any Break Minutes. Time Worked is calculated automatically.

7. If the work relates to a customer job, select the Customer and relevant Invoice.

8. Enter any required notes.

9. Save the timesheet.

Shifts can be set up under HR > Shifts and used to categorise different types of work or working periods.

A General User with Allow Timesheets works with their own timesheet records. Users who need to manage timesheets across multiple staff require Allow HR.

The Clock On/Off screen allows logged-in staff to record their normal working day.

Go to HR > Clock On/Off, or use the Clock On/Off option available from the Timesheets area.

Depending on their current status, staff can:

• Clock On

• Start Lunch

• Finish Lunch

• Clock Off

• Clock On Again

• Add Shift Notes

Clock events can be reviewed under HR > Timesheets > Clock Events.

Clock On/Off does not require the staff member to be assigned to a particular crew job.

See the Clock On / Off guide for full instructions.

The Agenda & Timesheet Entry web app allows Staff/Crew to record job-related time from a phone, tablet or web browser without logging into the main HirePOS application.

The portal displays jobs assigned to that staff member, including upcoming work and jobs with unfinished timesheets.

Depending on progress, jobs can display statuses such as:

• Timesheet (Not Started)

• Timesheet (In Progress)

• Timesheet (Completed)

Staff/Crew can open an assigned job and enter their actual working time against it.

Before sending the web app link:

1. Go to HR > Staff/Crew.

2. Open the Staff/Crew member.

3. Ensure the Staff record is active.

4. Enter a PIN/Password.

5. Save the changes.

The PIN/Password is used when the staff member opens their personal Agenda & Timesheet Entry page.

A HirePOS Login User account is not required for this method.

Each Staff/Crew member has their own reusable web app link.

To send it:

1. Go to HR > Timesheets.

2. Open the Summary view.

3. Open the Staff/Crew member's agenda using the available eye/action button.

4. In the Tasks, Timesheets & Clock Events window, click SMS Agenda & Timesheet Entry link.

5. Send the generated SMS.

The same link can be reused, so the staff member can retain the original SMS or bookmark the page.

If the staff member does not yet have a PIN/Password configured, HirePOS will prompt you to add one before the link can be sent.

From their personal page, Staff/Crew can:

1. Open their Agenda & Timesheet Entry link.

2. Enter their PIN/Password when prompted.

3. View jobs assigned to them.

4. Open the required job and its timesheet.

5. Enter or update the Start and Finish times.

6. Enter Break Minutes.

7. Add Notes.

8. Provide a signature where required.

9. Allow browser location access when requested.

10. Save the timesheet.

HirePOS calculates working time from the entered start, finish and break information.

Location access is required when submitting a timesheet through the crew web app. Captured location information is stored with the timesheet record.

Once submitted, the timesheet is available for review under HR > Timesheets.

Agenda & Timesheet Entry timesheets are linked to Staff/Crew jobs.

Jobs can be managed from areas including:

• HR > Calendar

• HR > Tasks

• HR > Invitations

• Related Tasks attached to Quotes, Bookings, Invoices and other sales records

Only jobs assigned to the Staff/Crew member are available through their Agenda & Timesheet Entry page.

When a job is linked to a sales record, the resulting timesheet can remain associated with that customer and job. This allows scheduled or estimated staff time to be compared with the actual time worked.

Timesheet records linked to a customer job can also be viewed from the related invoice.

Open the invoice and select the Timesheets tab to review linked entries.

Individual timesheet records can be opened where further review or editing is required.

Timesheets can also be associated with maintenance work.

Open the maintenance record and select the Timesheets tab to review linked time entries.

A new maintenance-related timesheet can also be created from this area.

Where crew invitations are used, Staff/Crew can view available job invitations and accept or decline them.

Invitations are managed from HR > Invitations.

Accepted jobs become assigned to the Staff/Crew member and can then appear in their Agenda & Timesheet Entry page.

Staff/Crew can also be provided with calendar subscription links for their assigned HirePOS jobs.

From the staff agenda area available through HR > Timesheets, you can send calendar links for supported devices and calendar applications.

Calendar subscriptions display assigned jobs and do not replace timesheet entry.

Timesheet information can be exported to CSV for further processing or reporting.

To export:

1. Go to HR > Timesheets.

2. Select the required date period.

3. Apply Staff or Customer filters as required.

4. Click Options > Export Timesheets CSV File.

A Date From and Date To must be selected before the CSV file can be exported.

• Clock On / Off

• Shifts

• Tasks

• Invitations

• User Roles & Permissions