Time Cards

What is the purpose of the Time Cards?

The primary purpose of the time cards in Contractor Foreman is to accurately track and record the working hours of employees, their geolocation and their cost per hour to one or multiple projects.

Time cards ensure that:

1. Employee hours are documented – Time cards log when employees clock in, take breaks, and clock out, providing a clear record of their work hours.
2. Project tracking – Time cards link employees’ hours to specific projects and locations, helping to allocate labor costs to the correct project.
3. Safety monitoring – Time cards also include fields for reporting injuries, helping to keep track of workplace incidents.
4. GPS verification – When enabled, GPS tracking ensures employees are physically present at the job site during clock-in and clock-out times, adding an extra layer of accountability.

In short, the Time Cards Module helps us to create and manage time cards efficiently, keeping track of the geo-location, time and cost per hour.

Background:

In Contractor Foreman, you have the option of turning on or turning off GPS Tracking (See Settings). If turned on, GPS tracking only logs the current location of where an employee clocked in at and clocked out at. It does not track all movement throughout the day, the GPS gets enabled automatically every 20 to 30 minutes. GPS tracking does not work on the Web Panel (Desktop version.) In addition, phone must have GPS turned on for GPS to work in Contractor Foreman.

NOTE: GPS tracking is only as reliable as the hardware being used. Older devices or devices used underground or in large buildings often have difficulties obtaining GPS signals. This is due to the device being used and not the app.

Points to Remember:

Required fields are marked with an Asterisk (*.)

To save your work, click on the Save button.

To edit the record, click on the “Modify Time Card” button, which is located right below the history field on the right hand side of the screen.

Deleting Items can only be done by a person with Admin Rights or if you are given access to do so.

If a Time Card needs to be Deleted, you can do so by clicking on the Action button at the top right, right below the blue banner that goes across the screen.

Steps to Create a Time Card:

1. Navigate to Main Menu.
2. Click on Time Cards.
3. Click on one of the three blue button: Add a New Time Card, Add a New Crew Card, Add a New Crew Sheet on the top right. On this article we will focus on adding a “Time Card”.

Create a New Time Card:

1. The date/Time & Employee: Will auto populate.
2. Project/Location: (Mandatory)
3. Cost Code: Select from Drop-down.
4. Tags: Select from Drop-down. This is another way to categorize your time cards when running reports.
5. Clock In: (Mandatory) Will show as soon as you click on start.
6. Counter: Will auto populate.
7. Any Injury: (Mandatory) Select one Yes or No (when clocking out). This will create an incident on the Incidents Module
8. Clock Out: Will auto populate.
9. Internal Note: This note is associated with the entire Time Card.
10. Task Note: This note is associated with a change in the Time Card, specifically, with a Project, Cost Code or Project & Cost Code Change.
11. Time Card History: This shows all the changes associated with the Time Card, includes break time, clock in and clock out.

New Crew Card:

1. Employees: (Mandatory) Employees that are part of your crew as the foreman, lead guy, site manager or superintendent.
2. Project/Location: (Mandatory)
3. Supervisor: The foreman, lead guy, site manager or superintendent.
4. Notes: These notes are associated with the entire Crew Card.
5. Update Note: This note is associated with a change in the Time Card, specifically, with a Project, Cost Code or Project & Cost Code Change.
6. Clock In, Break, Resume & Clock Out: Will auto populate when click on.
7. Tags: Select from Drop-down. This is another way to categorize your time cards when running reports.
8. Cost Code: Select from Drop-down.

New Crew Sheet:

1. Work Date / Supervisor: (Mandatory) Will auto populate.
2. Project: Select from Drop-down. Recommended to use if all the times to be entered pertain to the same project.
3. Any Injuries: (Mandatory)
4. Notes:These notes are associated with the entire Crew Card.
5. Crew Employees: Just a section that shows the list of employees on the crew sheet.
6. Add Me: This is to enter your own time using the Crew Sheet.
7. Add New Entry (Employee) You can add as many as you would like.
8. Employee: Select from Drop-down.
9. Clock In: Click to add Time.
10. Clock Out: Click to add Time.
11. Total Hours: Can be added without Clocking In or Out.
12. Project: Select from Drop-down.
13. Cost Code: Select from Drop-down.

When is Location Tracked

• Contractor Foreman obtains the GPS location when a user is using the app and performs one of the following actions; Clocks In, Clocks Out, Break, Resume, Changes Project, Changes Cost Code. If none of these actions happen for a period of 30 minutes, the location at that point is automatically recorded. Additionally, the time card administrator can load the location map to view the current location of a user. The location is not tracked or retrievable if the user is clocked out or on break. If the user is on break, the Break location is used.

Watch the training tutorial video.