Time Management

User Personas: Admin | Project Manager

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, you must have the Timecard Management - General Permissions and Approve permissions.

Use the links below to 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 Time Record Details
  • Edit the Timecard Status
  • Edit the Daily Report Project's Edit Window
• Review Time Conflicts
• Print Timecards
• Download to CSV
  • Download to CSV
  • Export to CSV
• Sync To QuickBooks Online
• Timecard Preferences
• Permissions
• FAQ

View the Time Management Log

Select Time on the global navigation menu.

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

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 Comments icon will appear on the record if there is a note to read. The timecard can be edited directly by selecting the Edit Timecard icon, taking you directly to the corresponding Daily Report in Edit mode.

See Daily Reports for more information of editing a Daily Report and Crew time.

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.

The timecard detail view was recently updated with additional detail fields, giving you more context on each time record without opening the originating Daily Report.

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 project, cost codes, and hour details. A Comments icon will appear on the record if there is a comment to read. The timecard can be edited directly by selecting the Edit Timecard icon, taking you directly to the corresponding Daily Report in Edit mode.

See Daily Reports for more information of editing a Daily Report and Crew time.

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.

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.

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.

To track Crew labor, the Crews tab for Daily Reports must be enabled under Company Settings > Daily Reports. Administrators can also configure how your company captures crew time using the Crew Time Entry Options in Company Settings. See the Company Settings article.

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/icon to streamline this process.

In order to edit time on a Daily Report, the time record:

• Must be in the Pending status.
• Mmust 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.

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.

Review Time Conflicts

When time is captured in the field, conflicts can occur, for example when a Daily Report time entry and a timecard record disagree, or a mobile edit collides with a change made in the office. eSUB surfaces Daily Report time and timecard conflicts in one place in the web application, so office users can review and resolve all conflicts without hunting through individual Daily Reports.

When a conflict is detected:

• A notification indicator appears for office users in the web application in the Global Navigation Menu.

1. Open the conflicts view to see each conflicting Daily Report time or timecard record in a single list.
2. Review the conflicting values and choose how to resolve each record.

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.

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.

Export Time

There are two ways to export 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.

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) sync status under the Synced header.

   

Sync Status Indicators

Symbol	Action/Description
	Error occurred while syncing
	Queued to Sync. Will sync within 5 minutes.
	Sync is in progress.
	Timecard successfully synced.

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, including the Crew Time Entry Options that control how your company captures crew time. See the Company Settings article.

Permissions

Crew time is edited on the originating Daily Report rather than on the timecard, so editing a time record also requires the Daily Reports editing permission. Administrators can adjust permissions; see Set Up User Permissions.

FAQ

How do I edit timecard information after the timecards have been exported?

Set the record back to Pending first. Locate the crew member and select their summary line to expand the time records, select the record, select Edit, and update the Status field. The associated Daily Report can then be edited. See Edit the Timecard Status.

Why can’t I change a crew member’s hours directly on the timecard?

Crew time records are generated from Daily Reports, so the adjustment is made in the Daily Report rather than in Time Management. The log provides a Daily Report edit link on the time entry to take you straight there. See Edit Crew Time Record.

Why is a Daily Report locked from editing?

Approving a time record locks both the record and the Daily Report it came from. Change the record back to Pending to unlock it. See Approve Timecards.

The time record is Pending and I still cannot edit it. Why?

There are two remaining causes. Either you do not have permission to edit Daily Reports, which an administrator can change, or the Daily Report date falls outside the project’s edit window. See Edit the Daily Report Project’s Edit Window.

What is the difference between Download to CSV and Export to CSV?

Download is for viewing only and does not change the status of the time entries. Export marks the records as Exported and locks the associated Daily Report time records from editing. See Download to CSV and Export to CSV.