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Job Summary
Administrative Portal » Reports » Report Types » Job Summary
The Job Summary report type is meant to show a summary of the hours worked on each for each job. It also includes the detailed Time Entry list broken down by job. This report can be run over any custom date range, or according to a recurring frequency. The recurring…
Adding Announcements
Administrative Portal » Admin » Announcements » Adding Announcements
You can create a new announcement by either using the icon in the upper right corner or use the in the lower left corner of the Announcements section of the portal. You can also create an announcement from anywhere in the Admin Portal using the announcement icon in…
Adding Contacts
Administrative Portal » Admin » Contacts » Adding Contacts
You can create a new contact by either using the icon in the upper right corner or use the in the lower left corner of the Contacts section of the portal. This will bring you to the Add Contact/Organization form where you can enter the Contact/Organization Name,…
Adding Stations
Administrative Portal » Admin » Stations » Adding Stations
You can create a new Station by either using the icon in the upper right corner or use the in the lower left corner of the Stations section of the portal. This will bring you to the Add Station form where you can enter the Station Name, Linked Jobs and Employees,…
Adding Reports
Administrative Portal » Reports » Adding Reports
You can create a new report by either using the icon in the upper right corner or use the in the lower left corner of the Reports section of the portal. . This will bring you to the Add Report form where you can enter the Report Name, Report Type, Report…
Adding Employees
Administrative Portal » Employees » Adding Employees
There are 3 ways to add employees to Telephone Timesheets: 1. Allow your employees or subcontractors to self-enroll when they first call in. *Self-enrollment is enabled by default, but can be disabled by going to Admin—> Settings—> General Settings and…
Adding Jobs
Administrative Portal » Jobs » Adding Jobs
You can create a new job by either using the icon in the upper right corner or use the in the lower left corner of the Jobs section of the portal. . This will bring you to the Add Job form where you can enter the Job Name, Job Site Supervisor, Timezone, and other…
Adding Schedules
Administrative Portal » Schedules » Adding Schedules
When creating a series, there are two primary decisions to make: 1. Who will get scheduled: Individual Employee: In this case, every day in the schedule entry will have just one known employee. e.g. John Smith, Monday-Friday. Multiple Employees: In this…
Active/Inactive Job Status
Administrative Portal » Jobs » Editing Jobs » Active/Inactive Job Status
If you wish to remove a job from the Admin Portal without permanently deleting the job, you can mark the job as inactive, so it no longer gets displayed in the Admin Portal. This prevents clutter in pull-down menus and other places where jobs are listed. Only active…
Employee & Job Summary
Administrative Portal » Reports » Report Types » Employee & Job Summary
The Employee & Job Summary report type is a combination of the data shown in the Employee Summary report plus the data shown in the Job Summary report. It also includes the detailed Time Entry list broken down by employee and by job. *Note By default, the Employee &…
Adding Notification Profiles
Administrative Portal » Notifications » Adding Notification Profiles
Notification Profiles are collections of business rules that can be applied on a per-job basis. Notification Profiles contain rules that the Telephone Timesheets “Virtual Dispatcher” should follow. Each Notification Profile contains one or more rules such…
Adding A Supervisor
Administrative Portal » Admin » Supervisors » Adding A Supervisor
You can create a new supervisor by either using the icon in the upper right corner or use the in the lower left corner of the Supervisors section of the portal. This will bring you to the Add User form where you can enter the Supervisor Name, Mobile Number,…
Adding Time Entries
Administrative Portal » Time Entries » Adding Time Entries
You can create a new time entry by either using the icon in the upper right corner or use the in the lower left corner of the Time Entries section of the portal. This will bring you to the Add Time Entry form where you can enter all of the elements of a…
Web Clock-in: Choosing By Job Name
Employee Web Clock-in System » Web Clock-in: Customize How Employees Choose Jobs » Web Clock-in: Choosing By Job Name
By default, the system is setup to show employees a list of nearby jobs, whether they are scheduled for the jobs or not. The employee can see a list of all jobs they are linked to by clicking on the “All” tab. Optionally, you can enable filtering of the…
Web Clock-in: Choosing By Job Code
Employee Web Clock-in System » Web Clock-in: Customize How Employees Choose Jobs » Web Clock-in: Choosing By Job Code
For companies that are accustomed to identifying jobs by a job code, administrators can enable the use of Job Codes for clocking in. Make sure your employees know the job codes before you enable job codes. Enabling Job Codes will change the behavior of the web portal…
Phone Clock-in: Choosing By Job Name
Employee Phone Clock-in System » Phone Clock-in: Customize How Employees Choose Jobs » Phone Clock-in: Choosing By Job Name
By default, Telephone Timesheets goes through a series of evaluations to determine and automatically assign the correct job to the employee using the following data: 1. Schedule Data. If an employee is scheduled to do exactly one job at the time of their call, the…
Phone Clock-in: Choosing By Job Code
Employee Phone Clock-in System » Phone Clock-in: Customize How Employees Choose Jobs » Phone Clock-in: Choosing By Job Code
For companies that are accustomed to identifying jobs by a job code, administrators can enable the use of Job Codes for clocking in. Make sure your employees know the job codes before you enable job codes. Enabling Job Codes will change the behavior of the phone…
Adding The Employee Web App To Home Screen
Employee Instructions » Adding The Employee Web App To Home Screen
For employees that plan to consistently clock in using the Employee web app should add it to their mobile phone Home Screen for easy access. Here are the steps employees should follow: 1. Go to https://timeclock.telephonetimesheets.com using the browser on your smart…
Setup & Daily Operations
Frequently Asked Questions » Setup & Daily Operations
How long does it take to setup the system? For many customers, there is no setup at all. The system is self-learning and will discover your employees automatically if you choose not to enter them in advance. However, if you choose to enter your employees & job sites in…
Editing Jobs
Administrative Portal » Jobs » Editing Jobs
You can edit a job by clicking on the green edit button in the Actions column for that job. This will bring you to the Edit Job form. Here you can modify a jobs details. This will have the same fields as the Add Job form. Go to the Adding Jobs section of the…
Overview
Overview
Telephone Timesheets turns any mobile or land line telephone into a time clock. Telephone Timesheets goes beyond just providing a time clock. We link that time clock to an Artificial Intelligence (AI) system that provides many valuable benefits,…
Web Clock-in: Customize How Employees Choose Jobs
Employee Web Clock-in System » Web Clock-in: Customize How Employees Choose Jobs
Employees have two options for choosing a job when they clock in. Only one of 1. Choose by Job Name 2. Choose by Job Code The default for the system is to use Job Name. This is what most customers use. However, if your employees are comfortable with entering Job…
Phone Clock-in: Customize How Employees Choose Jobs
Employee Phone Clock-in System » Phone Clock-in: Customize How Employees Choose Jobs
Employees have two options for choosing a job when they clock in by making a phone call. 1. Choose by Job Name 2. Choose by Job Code The default for the system is to use Job Name. This is what most customers use. However, if your employees are comfortable with…
Multi-Day Jobs
Administrative Portal » Schedules » Editing Schedules » Multi-Day Jobs
This scheduling feature is hidden. When hidden, this feature will not be usable. Contact support@telephonetimesheets to enable this feature. If enabled, you will be able to schedule a Multi-Day job. Multi-Day jobs are jobs that can be completed at any time over the…
Deleting Jobs
Administrative Portal » Jobs » Deleting Jobs
To manually delete a Job, click on the red delete button in the Action column for that Job’s entry in the table. Some companies have “never delete” policies for jobs. That way they are available for audits in the future, even though the job may no longer be…
GPS Location Tracking
Administrative Portal » Employees » Editing Employees » GPS Location Tracking
GPS location tracking is enabled on a per-employee basis. By default GPS tracking will be enabled for all employees, but can be disabled through the Admin Portal. To disable or enable GPS tracking for an employee, access the Employee section of the Admin Portal. …
Employee Application
Administrative Portal » Admin » Settings » Employee Application
Employee application settings can be used to customize the behavior of the employee web app. Highlights of This Form Enable web based check in When enabled, employees will be allowed to clock in using the mobile web app. When disabled, employees will only be able to…
Fixed Pay Jobs
You can use the time budget to make a job a “fixed pay” job. Notice that when you set a Time Budget for a job, you can choose to have the system automatically adjust the hours worked to match the budgeted time. This is a way for employees to get paid for a…
Inbound Call Blocking
Administrative Portal » Admin » Settings » Inbound Call Blocking
There are 3 options for blocking inbound calls: 1. Block inbound calls from employee mobile numbers. If we see an incoming call from an employee’s mobile phone, we will answer with “Calls from mobile devices are not allowed for this job, please call from…
Using Time Budgets
Administrative Portal » Jobs » Editing Jobs » Using Time Budgets
Using Time Budgets allows you to track the hours worked vs the hours budgeted for a job. When utilizing the Time Budget, you are able to set an amount of time (e.g. 5 hours) to a job, and report on overages if they occur. In order to use time budgets, you must setup…
Linking Jobs To Notification Profiles
Administrative Portal » Notifications » Editing Notification Profiles » Linking Jobs To Notification Profiles
After you’ve configured your Notification Profiles, you can link them to Jobs. All the Notification Profiles that you create are reusable for future jobs. There are 2 ways to link a job to a Notification Profile: 1. Through the Add/Edit Job form. This can…
Comm Log
Administrative Portal » Admin » Comm Log
A complete record of all inbound and outbound communications (both text and calls) can be viewed in the Comm Log. The Comm Log can be used for situations where an employee calls into the system, but is unable to create a time entry. For example, an employee repeatedly…
Associating Customers & Service Items To Jobs
Administrative Portal » Integrations » QuickBooks » QuickBooks Online » Associating Customers & Service Items To Jobs
To associate QuickBooks Customer and Service Item data with a Job, use the Edit Job form as shown below. This form can be found in the Jobs section of the Telephone Timesheets admin portal.
Associating Customers & Service Items To Jobs
Administrative Portal » Integrations » QuickBooks » QuickBooks Desktop » Associating Customers & Service Items To Jobs
To associate QuickBooks Customer and Service Item data with a Job, use the Edit Job form as shown below. This form can be found in the Jobs section of the Telephone Timesheets admin portal.
Report Types
Administrative Portal » Reports » Report Types
Telephone Timesheets currently provides 30 different report types. Each report type has a unique purpose and can be customized to your needs using filters. Telephone Timesheets support can create custom reports based on your business needs. *Contact…
Adjusting Hours Based On Budgets
Administrative Portal » Jobs » Editing Jobs » Using Time Budgets » Adjusting Hours Based On Budgets
When budgets are assigned to a job, you will be given the option to use rules to adjust the hours worked based on the hours budgeted. If no rules are selected, then no adjustments will be made. However, the budgeted time is still useful for reporting as the reports…
Checklist Reports
Administrative Portal » Admin » Settings » Checklist Reports
Checklist report are a special kind of report for the employee to fill out at the end of their shift. This “in-shift” report can be used to keep track of the performance of your employees. These reports are unique, because they can be customized according…
Automatic Unpaid Breaks
Administrative Portal » Jobs » Breaks » Automatic Unpaid Breaks
Unpaid breaks can be automatically subtracted from the hours worked for a job. There are two settings to configure in the job edit form. 1. Break Length 2. Auto-Apply Break Interval In the example above, the system will automatically deduct a 30-minute unpaid…
Jobs
Administrative Portal » Jobs
Highlights of The Jobs Page 1. Jobs are organized into 3 different categories; Active, Inactive, All. You can filter jobs using these 3 tabs 2. Here you can add a job , adjust settings , and find additional information about the jobs page . 3. Here you can edit ,…
Employee Warning: Short Break
Administrative Portal » Jobs » Breaks » Employee-Initiated Unpaid Breaks » Employee Warning: Short Break
This break feature is hidden. When hidden, this feature will not be usable. Contact support@telephonetimesheets to enable this feature. If enabled, employees will receive a text message warning them they are ending their break too soon. Short break employee warnings…
General
Administrative Portal » Admin » Settings » General
General Settings can be used to customize the system according to your business needs. This includes things like whether to use job codes, which languages to use for employees, and whether to allow employees to self-enroll the first time they call in. There is a…
Breaks
Administrative Portal » Jobs » Breaks
Telephone Timesheets supports two types of breaks: 1. Automatic unpaid breaks. These are breaks that are automatically created by the sytem according to job-specific settings. For example, you can configure system-initiated break rules for a job so that if an…
Pausing & Disabling Notifications
Administrative Portal » Notifications » Pausing & Disabling Notifications
You can disable notifications or temporarily pause notifications for a particular job from the Time Entries section of the Admin Portal. First, you will have to click the notification icon in the Notified column. Then, you will able to enable/disable…
Employee Reminder: Start Break
Administrative Portal » Jobs » Breaks » Employee-Initiated Unpaid Breaks » Employee Reminder: Start Break
This break feature is hidden. When hidden, this feature will not be usable. Contact support@telephonetimesheets to enable this feature. If enabled, employees will get a reminder text once they have been clocked in to a job for a certain amount of time. This feature…
Employee Web App Clocking In Instructions
Employee Instructions » Adding The Employee Web App To Home Screen » Employee Web App Clocking In Instructions
The employee web app provides a simple and fast clock in and out process. When clocking in, start by navigating to the Employee web app. Here you will be prompted to go check in. Next, you will need to select the job that you are working. Depending on how admin…
On-Site Station Setup
Administrative Portal » Admin » Stations » On-Site Station Setup
One of the main advantages of having employees clock in at a station is that you know exactly where the station is. This way you don’t needs to rely on the employee’s phone for GPS. There are 2 ways to verify the location of your station: 1. By IP Address. …
Editing Announcements
Administrative Portal » Admin » Announcements » Editing Announcements
You can edit an announcement by clicking on the green edit button . This will bring you to the Edit Announcement form. Here you can modify an announcements details. This will have the same fields as the Add Announcement form. Go to the Adding Announcements section…
Editing Stations
Administrative Portal » Admin » Stations » Editing Stations
You can edit stations by clicking on the green edit button in the Actions column for that station. This will bring you to the Edit Station form. Here you can modify any station details. This will have the same fields as the Add Station form. Go to the Adding…
Editing Schedules
Administrative Portal » Schedules » Editing Schedules
To edit a schedule entry, you must first navigate to the Schedule tab at the top of the page. From there, you can edit ant schedule information by clicking on the green edit button . This will bring you to the Edit Schedule form. Here you can make any modifications…
Editing Contacts
Administrative Portal » Admin » Contacts » Editing Contacts
You can edit an organization/contacts information by clicking on the green edit button in the Actions column for that contact. This will bring you to the Edit Contact/Organization form. Here you can modify any contact information. This will have the same fields as…
Editing Employees
Administrative Portal » Employees » Editing Employees
You can edit an employee’s information by clicking on the green edit button in the Actions column for that employee. This will bring you to the Edit Employee form. Here you can modify an employee’s information. This will have the same fields as the Add…
Payroll with US Holiday & Overtime Hours
Administrative Portal » Reports » Report Types » Payroll with US Holiday & Overtime Hours
The Payroll (US Holiday & OT) report type is meant to tally employee hours over a given pay period, so that you can easily run payroll. This report clearly shows the hours worked by employee, and includes a breakdown of hours worked by regular time, overtime, US…
Editing Time Entries
Administrative Portal » Time Entries » Editing Time Entries
You can edit a time entry by clicking on the green edit button in the Actions column for that time entry. This will bring you to the Edit Time Entry form. Here you can modify an entries details. This will have the same fields as the Add Time Entry form. Go to the…
Payroll (Overtime)
Administrative Portal » Reports » Report Types » Payroll (Overtime)
The Payroll (Overtime) report type is meant to tally employee hours over a given pay period, so that you can easily run payroll. This report clearly shows the hours worked by employee, and includes a breakdown of hours worked by regular time, and overtime. *Regular…
Employee Phone Clock-in System
Employee Phone Clock-in System
As soon as you create a Telephone Timesheets account, you will be given a toll-free phone number for your employees to call. This number is unique to your company and is for your exclusive use. Before employees are able to clock in, they must be enrolled into the…
Troubleshooting Time Entries
Administrative Portal » Time Entries » Troubleshooting Time Entries
Sometimes, you may want to dig into the details of a time entry to determine why an employee clocked in the way they did. You may want answers to questions like: Did they call from the wrong number? Did they enter the wrong job code? Did they block their GPS? Did…
Viewing Hours Worked
Employee Instructions » Adding The Employee Web App To Home Screen » Viewing Hours Worked
You can view your current shift details and your shift history by clicking view shift summary To view your current shift summary click Current Shift. When viewing your current shift details, you can view what job you are currently clocked into, how many breaks…
Transferring Phone Numbers
Administrative Portal » Employees » Transferring Phone Numbers
Transferring is used when transferring a company owned mobile phone from one employee to another. Each employee must have a unique phone number, meaning 2 employees can’t share the same company mobile phone number. When transferring a phone number from one employee…
Bill/Pay Rates Hierarchy
Administrative Portal » Admin » Bill / Pay Rates » Bill/Pay Rates Hierarchy
Bill/pay rates can be established in many different places within the Admin Portal. Because of this, Telephone Timesheets has a hierarchy system to determine what to bill/pay employees, clients, and vendors. (lowest priority value) In the Employee section of the…
Employee Scoring
Administrative Portal » Admin » Settings » Employee Scoring
The employee score is meant to be a simple way to draw attention to employees who have consistent good behavior, as well as those who have consistently bad behavior. Scores are updated daily based on the employee’s behavior over the last 30 days. The following…
Submitting Checkpoints
Employee Instructions » Adding The Employee Web App To Home Screen » Submitting Checkpoints
Some jobs may require an employee to submit their location one or more times during a shift. With Checkpoints, an employee can update their location without clocking in/out of a job. I order to submit a Checkpoint, you must first click Add Checkpoint from the employee…
Announcements
Administrative Portal » Admin » Announcements
There are two types of announcements: 1. Check In Announcements: These messages play when an employee calls to clock in. They are also displayed for employees who clock in using the employee web portal. 2. Scheduled announcements: These messages are delivered to…
Uploading QuickBooks Data Into Telephone Timesheets
Administrative Portal » Integrations » QuickBooks » QuickBooks Desktop » Uploading QuickBooks Data Into Telephone Timesheets
QuickBooks Desktop software allows you to create a special file that contains employee names, customer data, and service item data. To create this file in QuickBooks, go to File —> Utilities —> Export —> Timer Lists, as shown in the screen shot…
Bill / Pay Rates
Administrative Portal » Admin » Bill / Pay Rates
You can create more detailed employee pay rates on the Bill/Pay Rates page. You can create job-specific bill/pay rates for employees, clients, and vendors. This information will be visible in certain types of reports. In order to create a employee, client, or vendor…
Editing Notification Profiles
Administrative Portal » Notifications » Editing Notification Profiles
You can edit a Notification Profile by clicking on the green edit button in the Actions column. This will bring you to the Edit Profile form. Here you can modify any preferences in the Notification Profile. This will have the same fields as the Add Profile form. …
Editing Reports
Administrative Portal » Reports » Editing Reports
You can edit a reports details by clicking on the green edit button in the Actions column for that report. This will bring you to the Edit Report form. Here you can modify any report information. This will have the same fields as the Add Report form. Go to the…
Schedules
Administrative Portal » Schedules
Telephone Timesheets supports one-time and recurring schedules. Recurring schedules can be recurring weekly schedules, or they can be any recurring pattern such as, monthly, yearly, etc. Telephone Timesheets uses standards-based calendar rules, so integration with…
Employee Break Confirmations
Administrative Portal » Jobs » Breaks » Employee-Initiated Unpaid Breaks » Employee Break Confirmations
Break confirmations allow employees to confirm that they were given the opportunity to take all of the breaks that they are entitled to. Some states like California have strict laws to ensure that employees are allowed to take breaks. If employees are not allowed to…
Supervisors
Administrative Portal » Admin » Supervisors
The primary supervisor (the person who created the Telephone Timesheets account) can create additional secondary supervisors. When secondary supervisors are created, they are by default allowed full access to the administrative portal with one exception; only the…
Portal Preferences
Administrative Portal » Admin » Settings » Portal Preferences
You are able to customize the Admin Portal using the portal preferences settings. Any changes you make to the Admin Portal will be visible to all supervisors. To disable this feature for individual supervisors, go to the icon in the Actions column of the Supervisors…