Overview
With Fergus, you have the flexibility to add time entries through the desktop version, not just the mobile app. In this article, we will discuss two effective methods to streamline this process and ensure accurate time tracking on Fergus web.
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Getting started
Let's start by reviewing the job card. First, open the relevant job card and click on the "Labour" tab, which is located next to the "Scheduling" tab. This section will show all existing time entries for this job phase. You can add new time entries or edit existing ones for any employee, provided you have the appropriate permissions enabled in your user settings.
To add a new time entry:
Use the panel on the left.
Select the correct staff member at the top.
Choose the date, start and end time.
A Duration display shows the total time calculated from your start and end time, for quick reference.
Add a description.
If needed, include any unchargeable time so Fergus can exclude it from the customerâs invoice.
Pick a Charge out type for the entry. The dropdown lists rate names only - no dollar figures. Once you choose a rate, the Cost and Charge out fields fill in from it and lock so you can see them but can't type over them. If you have the "User can see and edit cost and markup" permission, you can choose Custom instead to unlock both fields and enter a one-off rate for this entry.
Note on charge out rates: If a customer charge out rate has been applied to this time entry and it differs from the employee's selected labour rate, users with charge out price permissions will see an info notice explaining why the customer rate was applied and showing both rates - for example "Customer charge out rate applied ($85.00) as the labour rate is higher ($120.00)". This notice only appears when the two rates differ.
Once you have completed your entry, click on "Add Time Entry" at the bottom. Fergus will ask whether the labour is complete or still in progress; your choice will determine where the job appears on your Status Board. The new entry will be shown on the right-hand side as a confirmed time entry. To edit an entry, click the pencil icon, make your changes, and then click "Save." If you want to delete an entry, simply click the "X" next to it.
If a rate has changed since the entry was logged
If you open an existing entry for editing after its Charge out type's rate has changed, an orange banner appears at the top of the form, e.g.:
"This rate has changed since this entry was created. Current: $160.00 ¡ New: $180.00"
You've got two options:
Leave it. The banner doesn't block anything - save and the entry keeps its original figures.
Click Update. The Cost and Charge out fields swap to the current values. This is staged, not saved - Cancel and nothing changes; Save and the new values commit.
If the rate on an entry has since been archived or hidden and you don't hold the Labour rates permission, the Charge out type shows as read-only text instead of a dropdown - you can still edit the time, duration and description, but an admin needs to change the rate itself.
Timesheet Overview Report
You can add and edit time entries using the Timesheet Overview Report conveniently located under the Reports menu in the top-right corner. This feature is valuable for editing existing entries and adding uncharged time, such as internal meetings. However, to create new job-specific entries, youâll need to navigate through the relevant job card, using the above mentioned method. By default, you'll see your own entries. To view entries from other users, you can adjust the filter in the top-left corner. To edit an entry, click the pencil icon and make your changes.
Uncharged time
With Fergus, you can add uncharged time for activities like office meetings with just a few simple steps:
Click on "Add Uncharged Time" located at the bottom left of the pertinent date box. Input the start and end times for the meeting.
Select a reason for this entry and provide a brief description to add context.
Hit "Save" when you're finished.
Conclusion
By efficiently adding your time entries, Fergus can enhance tracking and productivity in your work. Whether you're in the office or on the go, adding your time entries has never been easier!