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Time Tracking

Quick version: Time is tracked automatically when techs start and complete jobs. Admins can review, approve, and adjust entries. Manual entries from technicians need admin approval before they count.

How time entries work

Every time a technician taps Start Job, a time entry begins automatically. When they tap Complete, the entry is closed and the duration is calculated. These automatic entries are approved instantly -- no extra steps needed.

Technicians can also add time entries manually from the job detail page. Manual entries from technicians are marked as Pending and sent to an admin for approval.

Admins can create manual time entries too. Admin-created entries are approved automatically.

Automatic time tracking

This is the most common way time gets logged:

  1. Tech taps Start Job on a job card. A time entry begins with the current time.
  2. Tech does the work.
  3. Tech taps Complete. The time entry is closed and the duration is saved.

No extra steps needed. The system handles it.

Manual time entry

Sometimes a tech forgets to tap Start Job, or works on something that was not tracked. In those cases:

  1. Open the job from the My Jobs page or the job detail page.
  2. Add a manual time entry with the start and end times.
  3. The entry is saved as Pending.
  4. An admin gets a notification that a time entry needs approval.

Admin approval

Admins can review pending time entries from the Time Approvals page:

  1. Go to Time Approvals in the sidebar (you will see a badge if there are pending entries).
  2. Review each entry -- it shows the technician's name, the job, the date, and the hours submitted.
  3. Approve the entry to count it toward the daily total, or Reject it with an optional reason.

The technician gets a notification when their entry is approved or rejected.

Time tracking settings

Admins can configure how time is calculated. Go to Settings and look for the time tracking section:

  • Calculation method:
    • Job-based (default) -- adds up all job time entries for the day.
    • Day-based -- calculates from the first clock-in to the last clock-out.
  • Lunch deduction -- automatically deduct a lunch break (default: 60 minutes) when the workday exceeds a threshold (default: 4 hours).
  • Daily minimum -- guarantee a minimum number of hours per day (default: 4 hours). If a tech works 2 hours, they still get credited for 4.
  • Overtime threshold -- the weekly hours before overtime kicks in (default: 40 hours).

Viewing time reports

For technicians

Go to the Timesheet page to see your own time entries. You can filter by date range and see:

  • Each entry with the job name, customer, start time, end time, and duration.
  • The status of each entry (approved, pending, or rejected).

For admins

Admins can see time data for the whole team:

  • Time Approvals -- pending entries that need review.
  • Payroll Report -- weekly view of each team member's hours, including overtime.
  • Team weekly summaries show total hours, overtime hours, and daily breakdowns for each person.

Daily summaries

Fieldkit calculates a daily summary for each team member based on approved time entries. The summary includes:

  • Total job minutes (sum of all approved entries).
  • First start time and last end time.
  • Lunch deduction (if applicable).
  • Final calculated minutes (after adjustments).
  • Whether the day triggered overtime.

These summaries update automatically whenever a time entry is approved, rejected, or edited.

Tips

  • Encourage techs to use the Start Job and Complete buttons -- it is the easiest way to track time accurately.
  • Review pending time entries regularly so your techs are not waiting on approvals.
  • The lunch deduction only applies when a tech works more than the threshold hours. Short days are not affected.
  • All time entry edits are logged with an audit trail. You can see who changed what and when.

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