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Time - Settings

Understanding your options in your Time Settings.

Josan Garcia avatar
Written by Josan Garcia
Updated over 3 weeks ago

Dashboard > Settings > Modules > Time

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 customize your Time settings, users will need the Edit permissions for Settings

Easily configure the way your company tracks employees' time in the time module settings. This is where you can set the parameters for your workers to follow, including custom fields, default Geo-fence radius, making required fields, and more. This article will outline all the available options in your Time Settings; what they're for, and how to use them.
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Payroll Period Settings

In this section, you can configure the duration and frequency of payroll periods. You can set

  • Week Start - This allows you to specify which day marks the beginning of the payroll period. For instance, in the example below, Sunday has been chosen as the Week Start. This means that each new payroll cycle will begin on a Sunday.

  • Payroll Period - This determines how long each payroll cycle lasts. In the example below, we have chosen "Bi-weekly, so employees will receive paychecks every 2 weeks.

  • Recent Payroll Date - Select a date and the system will then display the expected payroll periods

General Settings

Once you click on "General Settings", you will see a series of Time Workflow settings that you can customize.

Screen Settings

  • Enable Submit Status
    This allows you to Submit, Approve, and Process your time entries

  • Enable Duration Only Workflow
    Set your Labour and/or Equipment time entries to duration only. Note; this will disable the Check In/Out option, and all time entries will be manual (If users are entering their own time, they will need Edit permissions for Time Entries (self))

  • Default Start Time for Manual Entries
    If your team starts at the same time each day, you can set the default start time. This eliminates the need for users to enter it each time the check in.

  • Default Duration

    • Labour - Set the default number of hours worked for your team.

    • Equipment - Set the default number of hours used for your equipment

  • Default Project Geo-fence Radius (Check In/Out only)
    Your employees will be able to check in within the set radius of the project site.

  • User/Equipment Relation Workflow

    • Labour Workflow - Allows equipment time entries to be made when recording time as a user. By recording time through labour, you capture both the equipment usage time and the associated user's time in one entry.

    • Equipment Workflow - Allows you to create equipment time entries referencing a user, separate from the user's time entries.

Field Requirements

Make certain items mandatory when checking out. These Items include: Cost Codes, Work Type, Equipment, Time Type, and Checkout Confirmation (either Signature or photo).

Validations

  • Allow Future Time Entries
    Keep this box unchecked if you don't want your team to create time entries for future dates

  • Disable Checkin Outside of Geo-fence
    Check this box if you do not want your team to check in outside of your chosen Geo-fence

  • Disable Checkout Outside of Geo-fence
    Check this box if you do not want your team to check out outside of your chosen Geo-fence

  • Prevent users Check-in Time (mobile) before
    Check this box if you want to limit the time your team can check in on their mobile app

    • Apply to Specific Titles
      This allows you to control who to set these limits for

Time Configuration

Create an automated workflow and allow our system to adjust and deduct necessary items to make time calculation easy.

Week Setting

Choose which day you want your weeks to start

Time Rounding

Round off the check-in or checkout time to a round number. Pick the required duration and whether you want to round up or down.
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  1. Check the "Enable Time Rounding" box

  2. Select the Check in/out Rounding Durations you want to enable (from 5 minutes to 45 minutes)

  3. Select the Check in/out Rounding Types you want to enable (Nearest, Round Up, Round Down)

  4. Click "Save" to save your selections

Note: Even after Time Rounding has been enabled, you can still see the exact time an employee has checked in. Please see this article for more details: Rounding Enabled: Accessing Actual Check-In/Check-Out Times

Lunch Time Settings

Set up an automatic lunch deduction rule that works with your company's workflow. This will save your workers' time when checking out. It will create a separate time entry as if a user were to split their time. This works by associating a dedicated cost code that can be rejected from reports and time calculations.

Creating a new Lunch Time Rule

  1. Click on the "Add Lunch Time Rule" button.

  2. A new screen will open where you can fill out all the necessary information for your new rule. Note that fields in blue are mandatory.

  3. To calculate the lunch deduction accurately, it is essential to meet the criteria of the

    1. "Deduction Start Time" - what time do you want this deduction to go into effect

    2. "Required Time Worked before Deduction" - determine how many hours & minutes do you want your workers to have worked before the deduction goes into effect

    3. "Deduction Duration" - how much time (in minutes) do you want deducted from your time entry

Example:

Lunch deduction requirements

Deduction Start Time

12:00 pm

Required Time Worked before Deduction

4 hours

Deduction Duration

30 minutes

Let's take the example of Employee A's schedule for today, which is from 7:00 a.m. to 3:00 p.m., and the lunch time setting is enabled. In this case, the system will automatically create three entries to account for the lunch break. Here's how it will be displayed in the system:

  1. 7:00 AM to 12:00 PM: This entry represents the working hours from Check-in to 12:00 PM.

  2. 12:00 PM to 12:30 PM: This entry indicates the lunch break, where the automatic lunch deduction starts. During this period, 30 minutes will be deducted from the total working hours.

  3. 12:30 PM to 3:00 PM: This entry reflects the remaining shift after the lunch break until the end of the scheduled workday.

Since Employee A's schedule exceeds 4 hours, they are eligible for a lunch deduction that starts at 12:00 p.m. and lasts for 30 minutes. As a result, the total working hours for Employee A will be recorded as 7 hours and 30 minutes, with 30 minutes deducted for the lunch break.
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It will look something like this in your Time Entries:
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Understanding Lunch Time Rule Fields

1. Name: You can personalize lunch settings by giving them a name for easy identification.

2. Description: Provide details that your organization's members can easily understand.

3. Classification: Organize employees based on roles or divisions. Assign classifications in the "Teams" section, and users with the same classification will follow the lunch deduction rule.

4. User Tags: Similar to classifications, use user tags to organize users. Users with matching tags will be subject to the lunch deduction rule.

5. Project Tags: Organize projects with project tags. Users assigned to projects with matching tags will be subject to the lunch deduction rule.

Note for Classifications, User Tags and Project Tags:

  • When creating a lunch deduction rule, it is important to include classifications, user tags, project tags, or a combination to clearly define the rule.

  • Classifications can be assigned to a users by going to Dashboard > Team > Select a user > Find the classification section. To edit or add classifications, go to Dashboard > Company Settings > Lists tab > Classifications.

  • User Tags can be assigned to a users by going to Dashboard > Team > Select a user > Find the tags section. To edit or add user tags, go to Dashboard > Company Settings > Lists tab > Tags.

  • Project Tags can be assigned to projects by going in Dashboard > Select a project > Project settings > Info tab > Find the "Tags" field. To edit or add project tags, go to Dashboard > Company Settings > Lists tab > Tags.

6. Deduction Start Time (Required): This is the time at which the lunch deduction will start breaking down the time entry. You will need to have time logged over this time (start time plus deduction duration). It's the start time of the lunch entry that was created.

7. Required Time Worked before Deduction (Required): Set the amount of time that you need to have worked that day in order for the deduction to apply.

8. Deduction Duration (Required): Choose how much time you want to deduct for lunch. This is the duration of the lunch entry created. It defines the "End Time" when added to the start time.

9. Include a note for each lunch deduction: When you select this option, there will be an added note for each deduction and that note can be customized in "12. Note". These notes will be shown in the Time Centre table alongside each lunch deduction entry.

10. Default Cost Code: Pick a dedicated cost code associated with this entry. This cost-code can then be used when calculating overtime or to reject it from reports.

11. Default Work Type: Choose a dedicated work type for this entry. This work type can be used for overtime calculations or exclusion from reports.

12. Note: Add a custom comment to easily identify and report on entries. Custom comments will be displayed in the Time Center table.

Remember:

  • If you've set up several lunch deduction rules and a user falls into different rules due to their Classification, User Tags, and Project Tags, the system will apply the rule based on the highest order.

  • Feel free to rearrange the order of your lunch deduction rules.

  • Many companies have different lunch deduction rules based on different factors, like projects and roles. If your company follows a standard lunch deduction rule for everyone, you might just need one rule for the whole organization.

Two or More Lunch Deductions?

You may personalize your Lunch Time Settings and have two or more different lunch deductions. You can apply them based on User Tags, Project Tags and/or Classifications.

Here's how it works:

Let's say you have two lunch deduction rules set up.

  1. The first one is by User Tag = "Foreman" , the duration is 30 minutes.

  2. The second one is by User Tag = "Foreman" and Classification "Plumbing", the duration is 15 minutes.

Now, there's a user named "Max" who fits both rules; he's tagged as "Foreman" and classified as "Plumbing."
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The system follows the rules in order, so Max gets a 30-minute break because the first rule is applied first. It's that simple!

Reordering Lunch Time Rules

You may want to change the order of your rules to ensure the one you want to use most often is at the top of your list. This is simple and quick to do.

  1. Click on the Actions button above your list of Lunch Time Rules.

  2. Select "Reorder"

  3. A new screen will appear allowing you to move your rules around.

Editing Lunch Time Rules

You can always make changes or additions to your Lunch Time rules with your Rules' individual Actions

  1. Click on the 3-dot button beside the Lunch Time Rule you wish to edit.

  2. Select "Edit" from the dropdown

  3. Your Lunch Time Rule will open up, and you can make any changes or additions necessary.

  4. Click "Save" to save your edits.

Deleting Lunch Time Rules

At any time, you can remove a Lunch Time Rule.

  1. Click on the 3-dot button beside the Lunch Time Rule you wish to edit.

  2. Select "Delete" from the dropdown

  3. Click "OK" to confirm

Time Types

Time Types are used to distinguish different types of identified time. You can create specific time types, such as Double Time, Regular Time, Time and a Half, Overtime, etc., and set specific codes for each of these time types.

Creating a Time Type

  1. Click "Add Time Type" at the top right of your Time Types section

  2. A new screen will open where you can enter the name of the Time Type and the code for it.

  3. Click "Save" to save your new Time Type

Editing a Time Type

You can always make changes to your Time Types with the individual actions.

  1. Click on the 3-dot button beside the Time Type you want to update

  2. Click "Edit"

  3. Make the changes you wish to make in the fields provided

  4. Click "Save" to save your changes

Deleting a Time Type

You can always delete any Time Types that no longer fit in with your workflows

  1. Click on the 3-dot button beside the Time Type you want to update

  2. Click "Delete"

  3. Click "OK" to confirm deletion

Overtime Rules

Our automatic overtime rules are easily configurable to be in line with your company's time tracking workflow. When setting up the rules, make sure all scenarios are included in the system.

For instance, set up an overtime rule that starts at 8 hours. This means that any time over 8 hours is considered overtime. However, this would not catch people working over 40 hours in a week (7 hours for 6 days).

In this case, we would have a weekly rule for over 40 hours a week

Creating a Preset

Create a preset for your overtime rules, then add each specification that is in line with your company. Click on the Add Overtime Rule Preset to create a new preset. Presets run in chronological order. Once a rule from a preset is applied to a user, later presets will not run. If no rules apply in the first preset, the system will continue checking the next preset in sequence.

Configuration

There are two ways to configure your Overtime Rules: Tags or Classification. This allows you greater control over how you want to set your overtime rule and to whom.

Name/Description: The "Name" will appear above the description when viewing the profile. For example, "BC Rules" is the name and "default rule to apply" is the description in the screenshot above.

User tags: Create specific overtime rules for users with certain tags. Custom tags can always be added via the "Team" tab(Dashboard > Team > Click on a user name > Tags > Input tag > Enter).

Classifications: Switch over to Classifications if you want to set your overtime rules based on the classifications chosen for your users. Classifications can always be added via the "Team" tab (Dashboard > Team > Click on a user name > Classification > Input classification > Enter)

Excluded Cost Codes and Work Type - When you have added work types for certain users, you can use this data to exclude them from the rule over time. The same goes for "Cost Code".

Work Types can be added or edited via the "Customization" tab (Dashboard > Company Settings > Modules > Time > Customization > Work Type) and Cost Codes can be added or edited via the "Cost Code" tab (Dashboard > Company Settings > Cost Code).

You can combine these options or use them individually to specify your exact conditions.

Overtime Rules based on User Tags:

Overtime Rules based on Classification:

Rule Set Up

Begin by adding a rule using the "Add rule" button in the bottom left. You will need to enter the following information to set up your rule.

Type
Choose how you want your rule set up: Consecutive (days), (single) Day, or Week(ly).

Description
Briefly describe its function

Time Type
The time type that will be present for the rule (Ex. OT, RT)

Requirements
The amount of time that needs to pass in order for the rule to be enabled

Target Days
Select the days you want to include in your rule

Target Work Type

Choose the specific Work Type you want to target in your rule

Target Dates

Choose the exact dates to include in your rule (ie; stat holidays)

Excluded Dates

Choose the exact dates that you want your rule to exclude

Excluded Work Type

Choose the Work Type you want your rule to exclude

Project Tags

Target specific Projects for your rule by utilizing Project Tags

Ordering/Reordering Your Overtime Rules

Because the system applies the last matching rule in your list, you must carefully arrange your rules so the more specific ones come later. This ensures broader rules apply first, and then get overridden by narrower or more targeted rules when needed.

Ordering Overtime Rules

Follow this best-practice order:

  1. Broader, hour-based rules follow

    Place the lower threshold first, then the higher threshold below it. Example:

    1. Overtime after 8 hrs/day should be above

    2. Double Time after 10 hrs/day

      Why? If an employee works a 15 hr shift, they match both rules. Because the system applies the last match, the 10-hour Double Time rule at the bottom will override the 8-hour Overtime rule → ensuring the correct calculation.
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  2. Week-based rules to follow
    For example:

    1. If you have a weekly overtime rule with a threshold of 40 hours/week, your rule will then bypass your hour-based rules to provide

  3. Most specific rules at the bottom

    These should always be last so they override anything above. Examples:

    1. Stat Holiday rules (apply only on certain dates).

    2. Vacation and Sick Day rules (apply only to certain work types).

Tip: After reordering, test your setup by simulating different scenarios (e.g., 9 hrs, 12 hrs, 15 hrs, holiday shifts) to make sure the correct rule applies every time.​

Reordering Overtime Rules

If your Overtime Rules are not working the way you need, you can always reorder them with the Actions dropdown. Click on "Actions" and select Reorder, then adjust your rules to the order you require. The system will start with the rule in "Order 1" rule and continue down as your overtime rules necessitate.

Customization

Create custom items to better personalize your Time workflows. Here's how!

Work Types

A work type is like a description or category of work you are doing. Multiple work types could be applied to the same user if they are doing various different tasks or activities. An example of a work type would be "Trenching".

Creating a New Work Type

  1. Click the "Add Work Type" at the top of your list.

  2. Enter the Name and Code number for the the work type in the field provided. You can also add a Description if you like.

  3. Click "Save" to save your new Work Type

Editing/Deleting a Work Type

You can make changes to your existing Work Types or remove them right off your list.
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Editing Work Type

  1. Click on the 3-dot button beside the Work Type and select "Edit"

  2. Your Work Type details will open up and you can make any changes you wish.

  3. Click "Save" to save your updates

Deleting Work Type

  1. Click on the 3-dot button beside the Work Type and select "Delete"

  2. Click "OK" to confirm

Custom Fields

Using Custom Fields allows you to include company-specific policies for time entry that your workers can then fill out when adding their time.

Note: Custom Fields can be calculated in your Time Reports.

Creating Custom Fields

  1. Select "Add Custom Field"

  2. Here, you can fill in all the fields needed for your Custom Field (Note; all fields in blue are mandatory)

  3. Select the name of the Custom Field and its Description

  4. Determine the Type of field. This will be dependant on how you wish to measure your Custom Field. For example, if you are measuring your field in hours, which may require decimal points, select "Decimal" for Type.

  5. Enter the minimum and maximum values allowed for your Custom Field.

  6. Choose the Titles this Custom Field will apply to. This will guarantee that only the titles selected will see this field. Note; if nothing is selected, the field will be visible to all workers.

  7. Here you can decide whether this Custom Field will be Optional, or Required.

Note:

Selecting "Required" means that if the field is not filled in, the time entry will not save and a message will appear reminding you that the field has not been filled.

"Required for check-out" allows workers to enter their time when they arrive onsite without filling out the Custom Field, and it will only be required upon checking out. This is helpful for Custom Fields such as "Was lunch taken?" or anything that can only be answered at the end of the work day.

Editing/Deleting Custom Fields

Make changes to your Custom Fields or remove them entirely from your list.

Editing Custom Fields

  1. Click on the 3-dot button beside the Custom Field you wish to edit

  2. Select "Edit"

  3. Your Custom Field profile will open allowing you to make the changes needed.

  4. Click "Save" to save your changes

Deleting Custom Fields

  1. Click on the 3-dot button beside the Custom Field you wish to delete

  2. Select "Delete"

  3. Click "OK" to confirm

Custom Cost Type Codes

By default, you will have Cost Type Codes indicating Labour (L), Equipment (E), and Materials (M). Customize your cost type codes depending on what kind of accounting software your company uses.

  1. Click into the code field, enter your preferred code

  2. Click "Save" to save your changes
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Financial Calculations

Customize what you consider a

  • Payable Item

  • Billable Item, or

  • Overhead cost

by combining a Time type, Classification, Work type, and Cost Code together, you can customize rules for your items.

Payable Items

Creating a Payable Item

  1. Click "Add Payable Item"

  2. A new screen will open where you can fill in the fields for your Payable Item

    1. Name

    2. Code

    3. Description

    4. Type

      1. Multiplier

      2. Rate

    5. Value

      1. If the Type is Multiplier, you would select by how much it should be multiplied

      2. If the Type is Rate, you would select the rate

  3. Click "Save" to save your new Payable Item

Editing your Payable Items

  1. Click on the 3-dot button beside your Payable Item

  2. Select "Edit"

  3. Enter any necessary changes in the provided fields

  4. Click "Save" to save your changes

Deleting your Payable Items

  1. Click on the 3-dot button beside your Payable Item

  2. Select "Delete"

  3. Click "OK" to confirm deletion

Setting Rules for your Payable Items

  1. Click "Rules" at the top right of your list

  2. Enter any of the following to set the rules for your Payable Item

    1. Cost Type

    2. Time Type

    3. Classification

    4. Work Type

    5. Cost Code

    6. Project Tag

    7. = Payable Item

  3. Click "Create" to set your Rule in place.

At any time, you can delete your rules by clicking the 3-dot button beside the rule. Click "Delete"

Billable Items

Creating a Billable Item

  1. Click "Add Billable Item"

  2. A new screen will open where you can fill in the fields for your Billable Item

    1. Name

    2. Code

    3. Description

    4. Type

      1. Multiplier

      2. Rate

    5. Value

      1. If the Type is Multiplier, you would select by how much it should be multiplied

      2. If the Type is Rate, you would select the rate

  3. Click "Save" to save your new Billable Item

Editing your Billable Items

  1. Click on the 3-dot button beside your Payable Item

  2. Select "Edit"

  3. Enter any changes in the provided fields

  4. Click "Save" to save your changes

Deleting your Billable Item

  1. Click on the 3-dot button beside your Billable Item

  2. Select "Delete"

  3. Click "OK" to confirm deletion

Setting Rules for your Billable Items

  1. Click "Rules" at the top right of your list

  2. Enter any of the following to set the rules for your Payable Item

    1. Cost Type

    2. Time Type

    3. Classification

    4. Work Type

    5. Cost Code

    6. Project Tag

    7. = Payable Item

  3. Click "Create" to set your rule in place

At any time, you can delete your rules by clicking the 3-dot button beside the rule. Click "Delete"

Overhead

Creating Overhead

  1. Click "Add Overhead"

  2. A new screen will open where you can fill in the fields for your Overhead

    1. Name

    2. Code

    3. Description

    4. Type

      1. Multiplier

      2. Rate

    5. Value

      1. If the Type is Multiplier, you would select by how much it should be multiplied

      2. If the Type is Rate, you would select the rate

  3. Click "Save" to save your new Overhead item

Editing your Overhead Items

  1. Click on the 3-dot button beside your Overhead item

  2. Select "Edit"

  3. Enter any necessary changes in the provided fields

  4. Click "Save" to save your changes

Deleting your Overhead Items

  1. Click on the 3-dot button beside your Overhead Item

  2. Select "Delete"

  3. Click "OK" to confirm deletion

Setting Rules for your Overhead Items

  1. Click "Rules" at the top right of your list

  2. Enter any of the following to set the rules for your Overhead Item

    1. Cost Type

    2. Time Type

    3. Classification

    4. Work Type

    5. Cost Code

    6. Project Tag

    7. = Overhead

  3. Click "Create" to set your Rule in place

At any time, you can delete your rules by clicking the 3-dot button beside the rule. Click "Delete"


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5. Financial Calculations

Customize what you consider a

  • Payable Item

  • Billable Item, or

  • Overhead cost

by combining a Time type, Classification, Work type, and Cost Code together.

Once time is added to the conditions you have set, our system will automatically classify these items.

Related Articles
Time Center - Overview
Time Center - Managing Time
Can I Turn Off Lunch Time Settings for Specific Users or Classifications?
Creating a Time Report template
Company Settings
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