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
• Export Time
  • 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. Time Management opens on the Time Cards tab, showing the current payroll week (as determined by Company Settings). The Download tab sits beside it; see Download to CSV.

The row above the grid moves between weeks.

• This Week returns to the current payroll week. It is greyed out when you are already on it.
• The previous and next arrows step back or forward one week.
• The calendar button opens a date picker. Pick any day and select OK to jump to its week.

Changing weeks reloads the grid only, not the whole page. The refresh button at the start of the search bar reloads the current week.

The search bar finds crew members, projects and cost codes. Active filters, such as Market Areas, show as tokens inside the search field. Remove a filter with its x, and use Add Filter to bring a removed filter back.

View Time by Crew Member

Select Crew View in the toggle beside the search bar. Each crew member gets one time card row with a status and the whole week at a glance: hours for each day, then RT, OT, DT and Total for the week. The log opens sorted by crew member. Users will only be able to view time for projects they are given access to.

Expand Crew Time

Select the arrow on a time card row to show its entries in a grid underneath, newest first. Expand All and Collapse All, at the end of the week row, open or close every time card at once.

Each entry shows its date, status, project, market area, cost code, labor class, shift, source and hours. Project, market area and cost code carry their numbers as chips beside their names. The Source column shows where the entry came from, for example Daily Report, with a link that opens that report. Columns can be sorted, and columns with a filter icon can be filtered.

A comment icon marks an entry that has a comment. Hover over it to read the comment.

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

View Time Details

Each entry ends in a menu with View Time Card, View Daily Report and Approve. Each option appears only if your permissions allow it.

View Time Card opens the entry on its own page: the project, date and status, then the cost code, hours, shift, hours lost, units, labor class and comments. View History and Edit sit at the top of the page. View History shows the change history of the entry. See Audit Trail and Version History.

View Time by Project

Select Project View in the toggle beside the search bar. Each project gets one row with its market area and project number, a status, and the week at a glance. The log opens sorted by project. Users will only be able to view time for projects they are given access to.

Expand Project Time

Select the arrow on a project row to show its entries underneath. In Project View each entry names the crew member instead of the project and market area. Everything else works as it does in Crew View, including the comment icon, the Source link and the entry menu. See Daily Reports for more information on editing a Daily Report and Crew time.

View Time Details

Open the entry menu and select View Time Card, the same as in Crew View. See View Time Details under Crew 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 entries to be approved. Ticking a collapsed time card opens it so the selected entries are visible.
   • Export, Print and Approve appear on the week row.
2. Select Approve.

To approve a single entry, open its menu and select Approve.

Select the checkbox on a time card row to select every entry under it at once. The checkbox in the header row selects everything on the page.

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. In the Time Management log, select View Daily Report from the entry menu, or the Daily Report link in the Source column, to open the report the entry came from.

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

• Must be in the Pending status.
• 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

Open the associated Daily Report from the Time Management log:

1. In Crew View or Project View, expand the time card that holds the entry.
2. Open the entry menu and select View Daily Report, or select the Daily Report link in the Source column. The Daily Report opens.
3. Edit the crew member's time on the report's Crew tab.

   

4. 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. Expand the time card that holds the entry.
2. Open the entry menu, select View Time Card, then select Edit.
3. Set Status 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 on the entries or time cards you wish to print, then select Print on the week row.
2. A print preview will appear in your browser.

Select the checkbox on a time card row to select every entry under it at once. The checkbox in the header row selects everything on the page.

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. Set the From and To dates, then select Download. The Market Areas filter above the dates narrows what is downloaded.
   • 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. Choose Crew View or Project View in the toggle.
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)

Select the checkbox on a time card row to select every entry under it at once. The checkbox in the header row selects everything on the page.

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. Expand the time card, open the entry menu, select View Time Card, 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 entry menu's View Daily Report, and the Daily Report link in the Source column, 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.