Time Tracking

Our newly enhanced Time Tracking feature is built to give you deep visibility into your company’s operations. By tracking exactly how time is spent—whether in the field, the office, or during sales—you can generate accurate payroll and unlock powerful analytics like Revenue Per Hour. This guide walks through role-based clocking, managing timesheets as an admin, and using visit timers to audit technician performance.

Written By Noah Sanches

Last updated About 1 month ago

Accessing Timesheets

Admins can access the full organizational view of time tracking data from the desktop portal.

  1. Click on your Avatar/Profile Icon in the top right corner.

  2. Select Company Timesheets.

  3. Role Toggles (Top Right): Use these buttons to filter the types of hours displayed on the grid. Toggling these on or off will immediately hide or show specific data blocks:

    • Technician: Shows hours clocked in for field-specific labor.

    • Salesman: Shows hours dedicated to knocking, lead follow-ups, or territory management.

    • Office: Shows administrative or support hours.

    • Visit Timers: Displays the actual "active" time spent on-site for specific jobs.

  4. Date Toggles: Use the arrows to cycle between the current week and previous pay periods.

[NOTE] If you do not see "Company Timesheets," it may not be included in your current subscription tier. Contact support to discuss enabling this feature for your account.

Understanding Role-Based Clocking

One of the most powerful aspects of this is the ability to track time by Position.

Role Selection

If a team member is assigned multiple positions in Team Settings (e.g., both "Office Staff" and "Technician"), they will be prompted to choose a category when they clock in. This ensures that administrative time is kept separate from labor time, leading to cleaner financial reporting.

Clock-In vs. Visit Timers

It is important to distinguish between the two types of tracking:

  • General Clock-In: Used for hourly pay and tracking the start/end of the workday.

  • Visit Timers: Specific timers that track the duration of an individual job. These are started and stopped within a specific Visit on the schedule.

Managing Personal & Team Stats

For Team Members

All users can view their personal time tracking stats. This allows them to see a breakdown of their logged hours (e.g., 18 total hours: 17 hours as a Tech, 1 hour in the Office) to ensure their hours are correct before payroll is processed.

For Admins (Editing & Overrides)

Admins have the authority to edit or override time entries to fix mistakes.

  • Flagging Errors: If a user forgets to clock out and stays logged in for 18+ hours, the system will mark it as a "Possible Error."

  • Adjusting Time: Click Edit on any entry to adjust the start or end time.

  • Adding Notes: When an entry is edited, always add a note (e.g., "Accidentally clocked in overnight") to maintain a clear audit trail.

  • Inserting Entries: Admins can manually add a missing shift by clicking the + Add button on a specific day.

GPS & Location Verification

To ensure accountability, the system captures Location Data every time a timer is started or stopped on a mobile device.

  • Visibility: Click the map icon next to a time log to see exactly where the technician or salesman was when they toggled their timer.

  • Sales Activity: This is particularly useful for verifying where salespeople started and ended their daily routes.

Analytics: Turning Time into Data

The time logged in your timesheets feeds directly into the Analytics tab to help you measure profitability.

  • Revenue Per Hour (Sales): Located under the Sales dashboard, this calculates your sales efficiency based on clocked time.

  • Technician Performance: Visit timers allow the system to calculate Revenue Serviced Per Hour.

    • Note: If visit timers aren't used, the system defaults to the scheduled duration, which is often less accurate than live tracked data.

Final Thoughts

Our improved Time Tracking system is more than just a digital punch card—it is a financial tool. By encouraging your team to use visit timers and select the correct roles when clocking in, you gain the "financial insights" needed to grow your team and keep everyone accountable.

Tips for Effective Time Tracking

  • Export for Payroll: Use the Export CSV button at the top right to quickly pull all hours into your accounting or payroll software.

  • Filter by Role: Use the filters (Technician, Salesman, Office) to quickly audit how much you are spending on "non-revenue producing" office hours versus "revenue producing" field hours.

  • Audit Visit Timers: Expand an employee’s record and click the Visit link to jump directly to the job associated with that timer.

  • Mobile Habits: Encourage techs to start visit timers as soon as they arrive on-site to ensure your "Revenue Serviced Per Hour" metrics stay accurate.

Congratulations! You are now ready to manage your company timesheets and use real-time data to drive your business forward.

Have additional questions? Our team is ready to help you succeed. Contact us through the chat or drop us an email at support@getrotor.com.