ZevBit Software Training
Step 7: Time Tracking & Timesheets — Full Transcription
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--- CLIP 1: Adding Employees and Crews ---
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So in this video we are going to be jumping in and covering exactly how time tracking and time sheets
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works within ZEVBIT.
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We're very excited to show you this feature.
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Please reach out to us with any questions you have at any time by clicking the chat icon in
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the bottom left corner of the screen.
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The first thing we're going to do here to start out is navigate to your team section here in
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in the left sidebar of ZEVBIT.
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So go to the team section and the first thing we have to do to set up the time tracking is
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create your employees in the system and your crews.
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Okay, so first things first
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if you haven't added your employees here yet, make sure you add them. Click add employee and
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you can choose how you would want them to be added to the system.
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Okay
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So ZEVBIT allows you to do two different ways of clocking in and out.
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If we go here to a crew and we add a new crew
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you can see there is a setting for how this how should this crew be clocking in. Either each employee
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individually clocks in and out or the foreman clocks in the entire crew.
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Right, so you have this option here. If the foreman clocks in the entire crew if this is selected this option here
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then when you go to add the employees
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only the foreman needs to be invited.
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Okay, where the rest of the crew members can just be added to the system.
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All right, because they don't need to have their own login to clock in since the foreman is doing it for their whole crew.
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So first things first decide if you want each person to clock in themself
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or if you want the foreman to clock it in for the entire crew.
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Once you decide that create your employees here
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depending on how you select who's clocking in who then you will select whether that person is invited or not.
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If they're just being added to the system the foreman can clock them in you can schedule them. Everything else is the same.
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They just don't have their own login into the app.
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If you click yes invite this employee as a user then they will have their own login to the app.
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If you select this option, it'll also notify you about
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the invited user seat.
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All right, so we do give some free seats in our plans.
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You can check it out on our website zevvit.com on our pricing page.
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But there are some free seats based on which tier you're on. So it's this is going to show to everyone and
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if you have some free seats including your plan, you'll get those through a promo code. So don't worry about this.
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Go ahead and click confirm and
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here you can put in an employee's information. So let's say we're adding a foreman test foreman.
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The role is going to be foreman. The email is required here, right?
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So I'm just going to put in a random email.
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And then the pay.
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So you can put in their hourly rate here, and if they're not hourly then you can put salary.
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You can also select if they make overtime.
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Time and a half over 40 hours a week or not and if they make any commission.
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So hit next.
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Then it'll have you bring you this page where you can select a crew.
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Now if you don't have any crews created here yet, you can do that after. Just go ahead and save the employee.
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And then you can create the crew after the fact.
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All right.
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Additionally, you can customize the start date and end date here for when this employee is working.
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The days per week and the average hours per day. Based on this it's going to calculate your total hours work this season.
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You also want to check this totals tab where you can confirm the unbillable hours per year and the overtime hours per year.
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All right. So once you're happy with this stuff, you just click save.
--- CLIP 2: ZevBit User Permissions ---
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If this employee is getting invited where they have their own login,
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it'll bring you to this permissions page where you can choose what they have access to within the system.
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All right.
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So if they have access to CRM, can they only view their own clients or do they have access to all the clients company-wide?
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A foreman doesn't need access to estimates or change orders.
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Attachments, the foreman can view.
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Invoicing, foreman doesn't need a view.
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The schedule, you would select their own crew here.
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And usually it would be on view mode, but if you want to give them edit mode, you can.
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You can also select any subcontractors if you'd like.
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Or you could turn this off.
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And you can also see if they have access to expenses.
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And then most importantly is timesheets and time tracking. So if they have access to timesheets right here,
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then they will be able to view these users timesheets. By default, it's only going to be themself.
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Okay, and
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by default, they're not going to be able to edit anyone's timesheets.
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All right.
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If you want your foreman to be able to view the other people on his crew,
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make sure you select them here so he can view those additional people.
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All right.
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Additionally, we have time tracking.
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If this user is able to clock in and out or not, and if that's on, you can choose
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if they can clock into line items or just the overall project, as
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well as if they can clock into only projects that they're either assigned to or scheduled for, or
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if they can clock into all the projects. So what I mean by this right here is
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that when we go and create a new project, let me show you.
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For example, all of these projects I have here, under assign to, I could assign this person to this project.
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All right. So that would be one way of giving them access to it.
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The second way is I could come into this project. I could go to the schedule and I could schedule this project.
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It doesn't have to be for today. It can be for any day. I could schedule this project as a new job
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for this specific crew.
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And when I do that, now this automatically gets assigned to this crew, which therefore assigns it to this employee.
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So if access to assigned projects is on here, then they only can clock into jobs that they've either been scheduled for or
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they're assigned to.
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Now, if you give them this access, access to all projects, then they can clock into any project within the system.
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They don't need to be scheduled for any other project.
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They don't need to be scheduled or assigned to it.
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Require GPS location. You can turn that on or off.
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We also have the option for the user to clock in and out of company shop tasks.
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No projects. So if this is on, it basically only allows them to clock into company shop.
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It doesn't allow them to clock into projects.
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So you would want to keep this off for every single one of your field employees.
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The only thing this would be on for would be like an office person
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who's just clocking into company time and not into specific projects.
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All right, we also give you a couple additional options, like if they have access to the progress widget, the visit notes, and
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the crew notes. So you can turn those things on or off
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depending on what access you want that employee to have.
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You can also confirm these settings. Make sure budgeting is turned off for your formants and the rest of these items down here.
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That they don't need access to. And then you'll just click confirm here and you can confirm the categories for this user.
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So these are your meetings that they need on their calendar as a foreman. Maybe it's just like client walk-through and
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you can do like on-site meeting, other
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phone call, pickup payment, stuff like that. You can put whatever is applicable for that person.
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Hit save.
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And you can see employee is created successfully. Your employee will receive an email on his inbox and need to set password.
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So they'll get an email, this new employee I just invited. It's going to be down here right now under test foreman.
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They will get an email where they can accept the invitation and set up their password.
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If you are having any trouble with this invitation, click this chat button in the bottom left corner and send us a message to our support team.
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We will help you guys. We can set the password for you on our end or resend the invitation. So just let us know.
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So that's gonna be how you get everyone set up and
--- CLIP 3: Creating a Crew ---
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then you are going to assign them to crews.
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So you go to add crew.
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Put in the crews name.
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Select your crew foreman.
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Select your crew members and
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then you can choose right here if each individual employee is clocking in and out themselves or if the foreman is clocking in and out the
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entire crew.
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All right, so let's for now leave it.
--- CLIP 4: Time Tracking ---
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If you can see this Jake's crew is currently set up to be each employee
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individually. I'm going to show you guys that first and then I will show you how it looks when the foreman does it for the
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whole crew.
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So first things first when we go to time tracking here as your foreman, this is what they're going to see at first.
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They're going to see a clock in page.
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Anything that's on their schedule for today and
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additional tasks here. Now with that being said,
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you can always update this based on what's scheduled. So if we come in here to some of my approved projects,
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let's say this John Smith job and
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this job ended up getting scheduled for today. Let's say so I drag out the days hit new job.
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Select Jake's crew and save that.
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You can see in Jake's crew this is now enabled here and now if we go back here
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to time tracking and just refresh this page.
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You'll see that this now shows up here. So that's how that's going to work.
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It'll also show you any jobs that match your current location.
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Okay, so that's also another option as well.
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But essentially how it works is your employee is going to come in the morning hit clock in.
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It's going to load the projects here scheduled for today.
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Company shop tasks, upcoming projects, so they can see the jobs they have and they can just click on the job
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to clock into that job.
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All right, so it takes a second longer here on the computer on the mobile app. It's a tiny bit faster.
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Essentially clocks them into this job. Now they're clocked in their time is tracking.
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They have access to photos and files here where they can click all photos and files and from their phone
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they can view this design folder and they can also upload any
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take a photo or upload any photos as well.
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All right, so that's gonna be the project photos and files side
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right here. You also have project progress if you'd like to show them how much progress they've made on this job.
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From
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actual versus estimated you can. This will fill up the bar as time is being clocked into this job.
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We also have visit notes. Your employees can use the voice to type
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feature on their phones for this. Just write
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talk out a voice note here of what was worked on today.
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They could also attach any photos or files videos to this note and
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you'll have a full history of all the notes that have been recorded.
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In addition to that we also give crew notes and instructions that way your employees can see
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what was on that estimate. What was the crew notes? What were the materials that we needed?
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They don't see any cost here just quantities.
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Okay, you can also show them estimated labor hours if you'd like
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for how long you were projecting this to take.
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So that's kind of what it looks like when you're clocked in inside of a project. If we go back here to home or we
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click on this home in the bottom
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you'll see that we're currently clocked into this job.
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We can always go and switch jobs at any point. Clock in and it'll prompt us to switch the project.
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In addition to that we can also always
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go to company shop tasks.
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So if your employees clock in at the shop in the morning
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then they would probably clock into this at the beginning of the day and then once they leave for the job site
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they would switch to the job.
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In addition to that we also have
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the ability to search for other projects.
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So as you can see here at the bottom if I go to search for a project
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then it'll give me access to the full list of projects here and I could search for the one that I need.
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In addition to that we also have this start break button in the bottom. This will give you an option to start the break.
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So if you click start break here, it's going to put them into break mode as you can see here now
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we're tracking our break mode. We're not clocked in anymore.
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When we're done with this we could end the break and we can choose to work on the same job or on a different job.
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So that's kind of what the time tracking app is going to look like. A few different options for you guys there.
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The other thing I'm going to show you guys is clocking out. At the end of the day when the employees ready to clock out
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they can click right here and
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confirm the clock out.
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This
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will clock the employee out of the job and also give an option to add any visit notes or photos.
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This employee is now clocked out as you can see here.
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So now that we've done that let's switch over to what it looks like for a foreman doing it.
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So in our admin dashboard what we're going to do is click here to expand the left side, go to team,
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go to crews.
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We're going to switch this Jake's crew over to
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where the foreman's clocking in the entire crew. That way you can see how that option works.
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So as you can see I've switched it here, hit update crew.
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And now if we come back here to time tracking and we just simply refresh this page
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you
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will see here that I am now in a foreman mode.
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Okay, if I can go to team here that I can see the different team members that I have.
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I'm going to go ahead and clock these three guys out.
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And I'm just gonna
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zero out this time here.
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So
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give me one moment here to save this clock out. All right now you can see everyone's clocked out.
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Essentially how it'll work is when your employee, when your foreman comes here at the beginning of the day
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they'll see the exact same thing. So they schedule a clock in, they'll hit clock in and
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then they're going to choose the project here.
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Like I said on the phone this is this is faster. It just takes a second longer on the computer.
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And then they click on the job that they want and then they can confirm who they want to clock in.
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So this is the difference. The foreman has this option where they can clock in their whole crew.
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The other option skips this step. So maybe Matt showed up late. He's not here yet.
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So I'm just going to clock in the rest of us.
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So
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as you can see we're all now all three clocked into this project. I have two new things.
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I have a team section here where I can view and edit the team for this specific project. This is just on this project.
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And I can also view the team down here in the bottom where I can see all of the projects and everything they've done today.
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So let's say Matt shows up now. He's a couple minutes late. We now want to clock him in.
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I now can clock in Matt either to the same project or to a different project.
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So let's say he's working on the same project. Now all four of us are clocked in as you can see here.
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But you can clearly see Matt has some less time than the rest of the crew.
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If two of these guys need to leave halfway through you can select them and click switch and
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you're able to switch them out to a different project. So that will give them access.
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That'll clock them into that other project temp for that time.
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So if I select this other test client here, you'll see these two guys are now switched to this job.
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Where if we go back home
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you'll see that it's now split two and two.
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So two guys are on one job site. The other two guys are on the other job site as you can see here.
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All right, so feel free to go to team to manage any of this stuff.
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You can see these two are clocked into John Smith. These are clocked in the test client.
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If you want to select everyone and put them on break you can do that.
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If you want to switch them all to a different job switch them all to company shop tasks.
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Clock them all in and out at once. Whatever you need to do you can do that here.
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You can see that they're now all on break time. So some different options for you to manage all that.
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Definitely is a powerful tool to track all the time and allow your foreman to do it as well.
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Then that will kind of feed in here to the timesheets.
--- CLIP 5: Timesheets ---
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So I'm going to go ahead and show you guys timesheets on the desktop mode.
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Here in timesheets you can see we see each employee. We see their regular hours for the week, their overtime hours for the week,
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break time, project total, all that stuff.
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You can click right here where it says weekly if you need to switch it to buy every two weeks or any other format.
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And then you can click into an employee here
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to see each day of the week.
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When do they clock in when they clock out and then you can also click into a specific
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day of the week to view certain
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GPS coordinate location. So I don't have
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any examples here because this was just a test account, but let me see if I
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can find one for you guys real quick.
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Hold on a moment here.
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All right, so as you can see
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we do get some GPS location here.
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Just dragging this in.
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So yeah, as you can see when you click into a specific day
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you're going to get the
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actual actions for that day. When do they clock in, when do they clock out, when do they start break, when do they switch jobs,
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all that stuff. And in addition you'll get some GPS location here for
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where they were when they did that.
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So I can see for both of these actions they were here at this location,
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but you would be able to see more detail if they're going to multiple jobs throughout the day or
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where they were when they clocked in and out. So it does give you GPS location for that.
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So that's how all that works. If we go back here
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you can see all the different time here. You can export this time as well into a CSV file and
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in addition to that you can also filter it.
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So if you need to filter it to certain jobs
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you can say it must match these jobs or it must match any project except for these jobs.
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Okay, so those are some different options with time tracking and timesheets.
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If you guys have any questions at all, please reach out to us. We'd be happy to help if you have any specific
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requests or scenarios or whatever it might be.
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Definitely send us a message in our support chat here in the bottom left corner, and we'd be happy to discuss with you.
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Thank you for your time today, and we look forward to hearing you guys get it all set up and your employees start
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using the system. Thank you.