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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…
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 ,…
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…
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…
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…
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…
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…
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…
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…
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.
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.
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…
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…
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…
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…
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…
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 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…
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…
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…
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 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 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…
Importing Customers & Service Items
Administrative Portal » Integrations » QuickBooks » QuickBooks Online » Importing Customers & Service Items
Optional: You can import Customer and Service Item information from QuickBooks Online. This Customer and Service Item data can then be associated with Telephone Timesheets Jobs.
Entering QuickBooks Payroll Items In Telephone Timesheets
Administrative Portal » Integrations » QuickBooks » QuickBooks Desktop » Entering QuickBooks Payroll Items In Telephone Timesheets
Telephone Timesheets has the ability to break down the hours worked by each employee into 4 categories: 1. Regular Hours 2. Overtime Hours (anything over 40 hours per week) 3. Holiday Hours (any hours worked during a US Federal Holiday) 4. Holiday + Overtime Hours…
Admin
Administrative Portal » Admin
The Admin menu presents a list of administrative functions. Click on the links below to learn more about each section. Settings Billing Supervisors Announcements Organizations Pay Rates Audit Log Call Logs Close Account
Delete QuickBooks Online Integration
Administrative Portal » Integrations » QuickBooks » QuickBooks Online » Delete QuickBooks Online Integration
If you decide to stop using QuickBooks Online, or just wish to stop using the integration between Telephone Timesheets and QuickBooks Online, you can remove the integration by clicking on the Edit button. This exposes a Delete QuickBooks Link button. Click this…
Two-way Text Communication System
Two-way Text Communication System
The two-way text communication system enables communication between employees in the field, and supervisors, dispatchers, and other back-office admins. This includes messages like “Hey boss, I am stuck in traffic and will be 30 minutes late today!”. The…
Delete QuickBooks Desktop Integration
Administrative Portal » Integrations » QuickBooks » QuickBooks Desktop » Delete QuickBooks Desktop Integration
If you decide to stop using QuickBooks Desktop, or just wish to stop using the integration between Telephone Timesheets and QuickBooks Desktop, you can remove the integration by clicking on the Edit button. This exposes a Delete QuickBooks Link button. Click this…
Payroll Report
Administrative Portal » Reports » Report Types » Payroll Report
The Payroll Report is meant to tally employee hours over a given pay period, so that you can easily run payroll. It clearly shows the total hours worked by employee. This report can be run over any custom date range, or according to a recurring frequency. The…
ADP
Administrative Portal » Integrations » ADP
Telephone Timesheets integrates directly with ADP Workforce Now® and RUN Powered by ADP®. We are available through the ADP Marketplace. Here’s how it works: Once the integration is established, a bi-directional data transfer can occur between Telephone…
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…
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…
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…
QuickBooks Desktop Export
Administrative Portal » Reports » Report Types » QuickBooks Desktop Export
The QuickBooks Desktop Export report is a special file that can be downloaded to your computer and then imported into QuickBooks Desktop software. Be sure to validate all of your Time Entries for accuracy before generating this export file. As a best practice, you…
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…
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 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…
Submitting In-Shift Reports
Employee Instructions » Adding The Employee Web App To Home Screen » Submitting In-Shift Reports
Employees can submit reports during their shift by clicking Menu in the employee web app. This will bring up a list of actions, you will want to click on Reports. This will bring up the report selector where employees can choose from several built-in report…
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…
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 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…