Technical Document: Fieldwork HQ Timesheet for Admin Users
I. Introduction and Prerequisites
1.1 Purpose and Scope
This document provides instructions for Admin users responsible for managing the Timesheet feature in Fieldwork HQ. Your role involves overseeing all employee time entries, ensuring compliance, and performing corrections and approvals that standard employees are unable to execute.
Key Role Requirement: The ability to edit any employee's saved time entries is restricted to users with the Admin Role. For details on managing roles and user permissions, see: Settings - Users & Routes.
1.2 Prerequisite Reading
It is highly recommended that you review the employee workflow before proceeding with this guide:
II. Access and Overview
2.1 Accessing the Admin Timesheet View
Admin users perform all management tasks through the Fieldwork HQ Desktop (Browser) interface.
In the top navigation bar, locate and click More (left of the Search option).
Select Timesheets.
2.2 Navigating the Multi-User Grid
The Admin view displays the timesheets of all employees. Use the filters to focus on specific data:
Week of: Use the date selector to change the week you are viewing.
Employee Filter: Use the dropdown at the top to filter the displayed grid to show a single employee or a specific team.
III. Time Entry Correction and Management
This section covers the functions only available to Admin users, allowing you to modify and audit employee time.
3.1 Correcting Saved Employee Entries
If an employee's time entry is saved (after a clock-out or manual save), they lose the ability to edit it via the Fieldwork Office App. Only an Admin can make the necessary changes via the Desktop.
Locate Entry: Navigate to the correct employee and use the Week of filter to find the date needing correction.
Open Pop-up: Click on the Date associated with the entry you wish to edit. The Time Entry pop-up will open.
Adjust Time: Within the pop-up, you can modify any field, including:
Date
Start time and End time (of the main shift)
Break 1 Start/End time (or click "Add a break" to correct multiple breaks)
Notes (for both the shift and the break)
Save Changes: Review the final Hours Worked calculation and click Save. The corrected entry will appear in the grid.
3.2 Manually Adding Time for an Employee
Use this function to log a full time entry for an employee who completely failed to clock in or out for a full shift.
Initiate Entry: Click the "Create Time Entry" button located in the top-right corner of the Timesheet screen.
Select User: In the Time Entry pop-up, ensure the correct User (employee) is selected.
Enter Shift Details:
Enter the correct Date.
Enter the Start time and End time for the entire shift.
Log Breaks: Accurately log all breaks taken during the shift using the dedicated break fields.
Save: Click Save. The new entry will be placed in the employee's row with a Draft status.
IV. Printing and Data Export
This section outlines the current methods available for extracting Timesheet data, as there is currently no dedicated Timesheet report within Fieldwork HQ.
4.1 Printing Timesheet Data
Since the system lacks a built-in report, printing the visible grid view is the primary way to capture a snapshot of the data for auditing or record-keeping.
Filter View: Before printing, use the Week of and Employee Filter controls to ensure the timesheet grid displays only the data set you need (e.g., one specific employee's week).
Initiate Print (Google Chrome):
Right-click anywhere on the Timesheet page.
Select Print.
Initiate Print (Other Browsers):
Use your browser's standard print function (e.g., File > Print, or $\text{Ctrl}+\text{P}/\text{Cmd}+\text{P}$).
4.2 Exporting Data Limitation
Currently, there is no direct export or CSV download function available on the Timesheet page.