Time Management

User Personas: Admin | Project Management 

The Time Management page lets you review your organization’s Crew member timecards. Timecards are automatically generated from Daily Reports. An admin user can approve and export the timecards to a CSV file for your organization’s usage, or print out the timecards so they can be reviewed and signed by your Crew.

To perform the actions described in this article, a user must have been granted the Timecard Management - General Permissions and Approve permissions.

Use the links below to quickly jump to a topic:

• View the Time Management Log
  • View Time by Crew Member
  • View Time by Project
• Approve Timecards
• Add Crew Time
• Edit Crew Time Record
  • Edit the Timecard Status
  • Edit the Daily Report Project's Edit Window
• Print Timecards
• Extract Time
  • Download to CSV 
  • Export to CSV
• Sync To QuickBooks Online
• Timecard Preferences

View the Time Management Log

Select Time on the global navigation menu

• Use the <, >, and calendar buttons to navigate to a different payroll week, if desired

The default view is of the current payroll week (as determined by Company Settings). Navigate to a different week using the date selection/navigation options or select a date to jump to using the calendar icon.

View Time by Crew Member

To view time by Crew Member, select the Crew View tab. Each grouping displays a summary of the time accrued in the current payroll week for that Crew Member. Users will only be able to view time for projects they are given access to. 

Expand Crew Time

Select the Crew Member name to expand the view and see the project, cost codes, and hour details. A Notes icon will appear on the record if there is a note to read.

View Time Details

Select a time record while in the expanded view to see details and notes associated with the record. The Edit action is also available in this view.

Various features of the Time Management Crew View log page

View Time by Project

To view time by Project, select the Project View tab. Each grouping displays a summary of the time accrued in the current payroll week for that Project. Users will only be able to view time for projects they are given access to. 

Expand Project Time

Select the Project name to expand the view and see the Crew Member, cost codes, and hour details. A Notes icon will appear on the record if there is a note to read.

View Time Details

Select a time record while in the expanded view to see details and notes associated with the record. The Edit action is also available in this view. 

Various features of the Time Management Project View log page

Approve Timecards

Administrators can review and approve timecards so that they may be exported. Once a time record is approved, both the record and the originating Daily Report are locked from editing or deletion.

While in the Time Management log:

1. Select the checkbox on the record(s) to be approved
   • Print, Export, and Approve buttons will appear on the page
2. Select Approve

How to approve timecards

Use the Select All button (next to the Date field) on a Crew member's expanded timecard to select all records for that Crew member.

Add Crew Time

Your Crew member’s time records automatically populate in the Time Management log from the Daily Reports that you create on your projects. See the Daily Reports article for more guidance.

To track Crew labor, the Crews tab for Daily Reports must be enabled under Company Settings > Daily Reports. See the Company Settings article for more guidance.

Edit Crew Time Record

To edit a Crew Time Record, the adjustment must be made in the Daily Report. Within the Timecard Management tool, Users will find a Daily Report edit link to streamline this process. 

In order to edit time on a Daily Report, the time record:
1) Must be in the Pending status
2) The Daily Report date, must fall within the Project's Daily report Edit Window

In order to adjust the time record status or Daily Report edit window, see Edit Time Record Details and Edit the Daily Report Project's Edit Window.

Edit Time Record Details

Easily navigate to the associated Daily Report from the Time Management log:

1. From the Crew or Project View tab, select the desired crew member's time entry. Expand as needed to view multiple records.
2. Select the Daily Report edit link for the time entry you want to edit. 
   This opens the associated Daily Report where you can make changes.
   3. Save your changes and repeat for any additional time entries as needed.

For additional information on working with Daily Reports, see the Daily Reports article for more guidance.

Edit the Timecard Status

If a time record is in Approved or Exported status, the associated Daily Report cannot be edited. To change the status back to Pending:

1. Locate the crew member and select their summary line to expand the time records
2. Select the time record you want to update, then select Edit.

3. Update the Status field to Pending

   

4. Select Save
5. Follow the steps in Edit Time Record Details to update the Daily Report

Edit the Daily Report Project's Edit Window

If a Daily Report time record isn't editable and the status has been confirmed as Pending, there are two possible causes:
1. The user doesn't have permission to edit Daily Reports.
Contact an Admin to update the user's permissions before proceeding.

2. The Daily Report date falls outside the project's edit window.
To update the edit window, the user must have access to edit Project Settings. Then:

1. Select the project you want to update
2. Under Settings, select Documents
3. Select Daily Reports
4. Select Edit
5. Update the Edit Window field — either change the number of days or select No Limit
6. Select Save
7. Follow the steps in Edit Time Record Details to update the Daily Report

Print Timecards

While in the Time Management log:

1. Select the checkbox(es) on the timecard(s) you wish to print, then select Print
   • A print preview will appear in your browser

Example of how to reveal the Print, Export, and Approve actions for timecards

Use the Select All button (next to the Date field) on a Crew member's expanded timecard to select all records for that Crew member.

Extract Time

There are two ways to extract time entries, depending on your needs. 

Download to CSV

This option is for viewing purposes only; it does not change the status of the time entries. Use this method if you need to review your time entries without altering their status.

While in the Time Management log:

1. Select the Download tab
2. Input your desired date ranges, then select Download
   • The CSV export includes details such as date, employee, project, cost code, PayID, hours, labor class, shift, comments, and time record status.

Export to CSV

This option is for marking time records as Exported and locks the ability to edit the Daily Report time records. 

While in the Time Management log:

1. Select the Crew View or Project View tab
2. Select the checkbox(es) on the timecard(s) you wish to export, then select Export
   • A CSV export file will be downloaded to your computer which includes details such as date, employee, project, cost code, PayID, hours, labor class, shift, and comments.

Note - if a time record is exported, and later needs to be edited, you must first edit the time record status to Pending in order to make the update(s) in the Daily Report. (See above Edit Status)

Use the Select All button (next to the Date field) on a Crew member's expanded timecard to select all records for that Crew member.

Sync To QuickBooks Online

The first step is to make sure all eSUB timecards you want to sync to QuickBooks Online (QBO) Time Activities are noted as Approved. If this step has not been completed, see the steps for Approving Timecards above. 

While in the Time Management log:

1. Select the checkbox(es) on the timecard(s) you wish to sync to QBO, then select Sync
   
2. You will see each timecard(s) synced status under the SYNCED header 

If you receive an error, select the timecard(s) again and resync*. If you still receive the error, contact support@esub.com. 

*Be sure to only select the timecard(s) that did not sync. If you keep a successfully synced timecard selected and sync again, a duplicate will be created in QBO. 

For additional information on eSUB and QBO Integrations see QuickBooks Online Integration Overview.

Timecard Preferences

Timecard preferences can be updated by an admin on the Company Settings page. See the Company Settings article for more guidance.