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Time Center/Timecards - Overview

Keep track, get a global view and report on your employees time entries

Written by Josan Garcia
Updated today

Dashboard > Time Center

Dashboard > Select a Project > Timecards

Permissions

Always remember to ensure the correct people have the appropriate permissions to access your company and project data. This can be done per individual or by applying Permission Templates.

In order to Check In/Out, enter Manual time for themselves, delete their own time entries, users will need Manage permissions for Time entries (self)

In order to enter time for themselves and others, edit, delete, and lock time entries, change the status of time entries, or gain access to Time Reports, users will need Manage permissions for Timecenter or Timecards

Easily track your company's time information within a single module. Keep records of where your employees are working and what equipment they are using. This article will take you through the different Views, Tabs, Actions and more of your Time Center and Timecards modules.

Time Center vs. Timecards

Your Time Center module houses your time entries across all Projects. This is the ideal module to use when managing time for your entire company.


While the Timecards module houses your time entries for just the specific project you are viewing.
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In both Time Center and Timecards, you will see four different Tabs:

People Tab

The People tab is where you can manage the time entries for all employees of your company.

In the People Tab you'll see three different ways to view your Time Entries:

List View

Your List View will show all your Time Entries in a list format

In the List View, you can customize your Filters and Columns, review the status of your time entries, and oversee all the necessary information pertaining to your Time Entries.
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The List View in the People tab organizes time entries in rows, allowing users to easily scan and review entries sequentially. Here are some smart tips to enhance your experience:

  • Column Customization: Use the gear icon to manage column visibility and order. You can rearrange columns and customize your view.

  • Scrolling Options: Horizontal and vertical scroll bars help navigate through large datasets.

  • Filters and Period Selection: Utilize filters and the "Select Period" option for quick and precise time entry retrieval.

  • Sorting: Alphabetically or numerically, sort entries by clicking on the respective column header.

  • Entries Display: Adjust the default entry display limit (up to 500) in the "Show" field at the lower right corner.

Status Icons

The Status Icons in your List View show you at-a-glance the status of each of your time entries.

  • Green Globe: Check-in/out entries recorded inside the geofence.

  • Black Globe (no fill): Manual entries (created by or for the user) with no geolocation recorded. Check-In/Out entries are logged at a time different from the actual start or end.

  • Red Globe: Check-in/out entries with geolocation recorded outside the geofence.

  • Black Globe (filled): Check-in/out entries with no geolocation recorded.

  • Form and a person icon: Manual entry

  • Form and a pencil icon: Entry already approved

  • Form and a gear icon: Entry already processed

  • Padlock: Entry locked or unlocked

Actions Available in List View

There are a number of Actions that can be performed while in the List View of the People tab. You'll find the Actions menu at the top right of your screen.

Actions menu

To use the Actions menu, be sure to first select the date range of the time entries you wish to view/edit.

select the time entries you want to edit by checking the box beside each one. You can then choose your option in the Actions dropdown:

  • Submit/Undo Submit (Submit Status must be enabled in your Time Settings)

  • Approve/Undo Approve - Approve time entries for Processing

  • Process/Undo Process - Process time entries for Pushing to QuickBooks)

  • Edit - Make edits to multiple time entries at once

    • User

    • Project

    • Cost Code

    • Work Type

    • Classification

    • Time Type

    • Notes

    • Mileage

  • Delete - Remove time entries from your Time Center (Note: Deleted time entries cannot be recovered)

  • Lock/Unlock - Lock time entries based on date ranges to prohibit further editing/Unlock to allow editing

  • Close/Reopen - Close time entries based on date ranges to indicate the entry has been completed/Reopen can undo the close

  • Push to QB - Push your time entries to QuickBooks

Individual Actions

For specific time entries (with correct permissions) you can simply select the Time Entry listed:

  • Edit and Save fields

  • Delete Entry

  • Submit and Undo Submit (when Submit Status has been enabled in Time Settings

  • Approve and Undo Approve

  • Process and Undo Process

  • View detailed changes through the history function

Filters in List View

Narrow your search for time entries by using the filters. Choose all your necessary filters and click "Apply"

Filter by:

  • User

  • User Tags

  • Project

  • Project Tags

  • Classification

  • Company

  • Cost Code

  • Work Type

  • Status

    • Open

    • Submitted (when Submit Status enabled in Time Settings)

    • Approved

    • Processed

You can save your often used filters using My Views
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  1. Set your filters as needed, then select "+ Save Current View" under My Views

  2. Enter a name in the field provided and click "OK" to save

  3. Select your new view to bring it on display and your filters will remain in place (even when exiting and returning to your screen) until you reset.

Column Settings in List View

You can customize how you want your table to look in Time Center/Timecards by playing with your Columns.
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  1. Click on the Column Settings gear icon

  2. Remove any columns you like, or adjust the order you want to see your columns in

  3. Click "Apply" to set your columns

Tile View

The Tile view is a more simplified way of viewing your team's time entries. No edits can be made in Tile View.
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Here, you can see each of your team members' timecards with their time entries shown inside.

Search for specific entries based on:
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  • User Name

  • Tags

  • Titles

  • Classification

Or reorder your Timecards via First Name, Last Name, Ascending, or Descending order.
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Grid View

Your Grid view provides a grid for your time entries rather than a table, specific entries can be quickly and easily edited.
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Similar to the Tile view, you can search for specific entries based on the options below. Select any of your search parameters, and click "Filter" to set.
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  • Search - By User Name

  • Tags

  • Titles

  • Classification

  • Status

    • Open

    • Submitted

    • Approved

  • Users

    • Users with Time - This will allow you to view all users who have recorded time entries

    • All Time Tracking Users - This will allow you to view all users with Time Tracking enabled

    • All Time Tracking Users without Time - This will allow you to view all users with Time Tracking enabled without any recorded time entries

You can also sort alphabetically ascending/descending, by first name/last name.

Actions Available in Grid View

In the Grid view of the People tab, you'll see an Actions menu. Under this menu, you can perform the following:

  • Export - This will provide you with a PDF of all the time entries

  • Export Including CheckIn/Out - This export will include the Check In and Out times

  • Export Including Check In/Out Actual - If you have enabled Time Rounding in Time Settings, you can choose to export the actual Check In and Out times

  • Lock/Unlock - Lock your time entries to prevent any editing, or Unlock to allow for editing

Submit

Above each user's time table, you will see a Submit menu. In this menu, you will see the following options:

  • Submit All - Submit all time entries showing for the user

  • Submit [Project Name] - This will allow you to Submit time entries for the user by Project (ideal if the user has been working on multiple sites during the time period selected)

Editing/Managing Time Entries

You can easily add entries or make changes to the time entries listed for each user.

  1. Click on a time entry to view the Check In/Out times

  2. Here, you can Edit the time entry

  3. Add a new time entry

  4. Or View any Note that might have been written for that entry

Equipment Tab

The Equipment Tab (in Time Center)is where you can manage your Equipment time entries across all Projects.

The Equipment tab provides you with two separate views:
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List View

Your List view provides you with any time entered for your Equipment in a list format.

In the List View, you can customize your Filters and Columns, review the status of your Equipment time entries, and oversee all the necessary information pertaining to your Equipment Time Entries.
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Actions Available in List View

There are a number of Actions that can be performed while in the List View of the People tab. You'll find the Actions menu at the top right of your screen.

Actions menu

To use the Actions menu, be sure to select the time entries you want to edit by checking the box beside each one. You can then choose your option in the Actions dropdown:
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  • Submit/Undo Submit (Submit Status must be enabled in your Time Settings)

  • Approve/Undo Approve - Approve Equipment time entries for Processing

  • Process/Undo Process - Process Equipment time entries for Pushing to QuickBooks)

  • Edit - Make edits to multiple Equipment time entries at once

    • User

    • Project

    • Cost Code

    • Work Type

    • Classification

    • Time Type

    • Notes

    • Mileage

  • Delete - Remove Equipment time entries from your Time Center (Note: Deleted time entries cannot be recovered)

  • Lock/Unlock - Lock Equipment time entries based on date ranges to prohibit further editing/Unlock to allow editing

  • Close/Reopen - Close Equipment time entries based on date ranges to indicate the entry has been completed/Reopen can undo the close

  • Push to QB - Push your Equipment time entries to QuickBooks

Individual Actions

For specific Equipment time entries (with correct permissions) you can simply select the Time Entry listed:

  • Edit and Save fields

  • Delete Entry

  • Submit and Undo Submit (when Submit Status enabled in Time Settings)

  • Approve and Undo Approve

  • Process and Undo Process

  • View detailed changes through the history function
    ​

Filters in List View

Narrow your search for Equipment time entries by using the filters. Choose all your necessary filters and click "Apply"
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Filter by:

  • Equipment

  • Equipment Tags

  • Project

  • Project Tags

  • Classification

  • Company

  • Cost Code

  • Work Type

  • Status

    • Open

    • Submitted (when Submit Status enabled in Time Settings)

    • Approved

    • Processed

You can save your often used filters using My Views

  1. Set your filters as needed, then select "+ Save Current View" under My Views

  2. Enter the name of your new view in the field provided

  3. Click "OK" to save your view

  4. Select your new view to bring it on display and your filters will remain in place (even when exiting and returning to your screen) until you reset.
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Column Settings in List View

You can customize how you want your table to look in Time Center/Timecards by playing with your Columns.
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  1. Click on the Column Settings gear icon

  2. Remove any columns you like, or adjust the order you want to see your columns in

  3. Click "Apply" to set your columns.
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Grid View

Your Grid view provides a grid for your Equipment time entries rather than a table, specific entries can be quickly and easily edited.
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Here, you can search for specific Equipment time entries using the following parameters. Be sure to click "Filter" after selecting your parameters in order to set them in place.
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  • Search - By Equipment name

  • Classification

  • Category

You can also sort your Equipment entries by the Tool Name alphabetically ascending or descending

Unlike the People tab, there are no Export or Submit actions, however, you can edit or add time entries for your Equipment.

  1. Click on a time entry to bring up the edit or add options.

  2. Click on the time to bring up the Edit screen

  3. Click on "+ Add Time" to add a time

Material Tab

Here, you can add and manage all of your Material Logs.

Adding Material Logs helps you to keep track of your consumables. This allows you to see your stock, and when you are running low.

You'll see there is only one view in the Material tab, since you are not tracking by hours.
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Your Actions menu is also contained to simply moving Materials back to your Company Inventory, thus removing the log from your Time Center
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  1. Select the log by checking the box beside it

  2. Under the Actions dropdown, select "Move to Company Inventory"

  3. Click "OK" to move

Filtering in Material Tab

Narrow your search for Equipment time entries by using the filters. Choose all your necessary filters and click "Apply"
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Filter by

  • Material

  • Material Tags

  • Project

  • Project Tags

  • Classification

  • Company

  • Cost Code

  • Work Type

You can save your often used filters using My Views

  1. Set your filters as needed, then select "+ Save Current View" under My Views

  2. Enter the name for your new View in the field provide and click "OK" to save

  3. Click on your new, saved view and your filters will remain in place until you reset.

Reports Tab

Your Reports tab in Time Center is where your Time Reports are housed. It is where you can add, edit, and export your Time Reports.
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As with the Material tab, there is only one view, as no other views are necessary when reviewing Time Reports.

To create a new Time Report, click on the "+ Add Template" button at the top of the page.

Here, you can create your own custom Time Report template.
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Learn more about creating Time Report templates here.

  1. To view a Time Report, first select the date range you wish to see in your report.

  2. Next, click the "Select Template" field to bring up the dropdown of templates available

  3. Select your template

  4. Click "Load Report" to bring it up on screen

Actions Available in Reports Tab

Once your report is loaded, you can email or export it.


Emailing Time Reports

You can email your report to anyone you like based on the email address entered. The recipients will receive a CSV or XLSX sheet, and do not need a SiteMax account to view it.

  1. Select your Time Period

  2. Select your Time Report Template

  3. Click "Load Report"

  4. Under the Actions dropdown, select "Email Report"

  5. A new screen will appear, allowing you to choose the format for your emailed report (CSV, XLSX), and to enter the email address(es) of the recipients to whom you wish to send your report.

  6. Click "Send" to send your report

Hot Tip! You can email your report without ever having to load it onscreen. This is especially helpful when dealing with large reports that require longer loading times.

  1. Simply select your Time Period and Report Template as above.

  2. Under the Actions menu, select "Email Report"

  3. A new screen will appear, allowing you to choose the format and enter any email addresses you wish to include

  4. Click "Send" to send your report

Exporting Time Reports

You can export your Time Reports as you need in multiple formats.

  1. Select your Time Period

  2. Select your Time Report Template

  3. Click "Load Report"

  4. Under the Actions dropdown, select any one of the formats provided in the list:

    1. CSV

    2. XLSX

    3. PDF

Note: if you make any changes to the report you are viewing (ie; Filters, Time Period, etc. you can always click "Reload Report" to see the updated report template.
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Filtering in Reports Tab

Use your Filters to view just the Time Report you need. If you use specific filters regularly, you can save them using My Views.

  1. Select your Time Period and Time Report Template

  2. Click Filters and fill in the fields you want to filter your form by:

    1. User

    2. User Tags

    3. Project

    4. Project Tags

    5. Field Manager

    6. Office Manager

    7. Material

    8. Classification

    9. Equipment

    10. Company

    11. Cost Code

    12. Work Type

    13. Status

      1. Open

      2. Submitted

      3. Approved

      4. Processed

  3. Click "Apply" to set your filters

  4. Click "Load Report" or "Reload Report" if your report was already open

  5. Under the My Views dropdown, click "+ Save Current View"

  6. Enter the name of your new view in the field provided

  7. Click "OK" to save

  8. Select the saved view to bring it up on the screen where it will remain until you reset it.
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Want to learn more?

Time Center - Settings
Related Articles
Time Center - Equipment Time
Time Center - Time Entry Status
Time Center/Timecard - Permissions
Approving Time Entries Across Different Views
Equipment Time for Collaborators and Lite Users
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