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Employee Time Tracking

Pointman’s time tracking feature allows you to record, manage and report the timecard entries for both field and office employees directly in the Pointman application.

Each time tracking entry allows the employee to identify a status for the timecard entry. This status serves as a description of the activity the employee is performing and determines whether that time is paid or not paid.

Time Tracking Setup

We know every business is different, so we’ve built Pointman to accommodate our members’ decisions about whether dispatch times or meal times count as paid or unpaid time.

To do so:

  • Go to Settings, then select General.
  • Select Time Clock Statuses.

You will see a list of the prebuilt Time Clock Status available to you. 

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Here you’ll see on/off switches to the right of the two Dispatched options (Paid or Unpaid) as well as the two Meal Break options (again, Paid or Unpaid). Turn off the statuses you don’t want your employees to have access to.

Recording Time Clock Entries from the Field

Once a technician has logged into the Pointman App on their mobile device they will see a red stopwatch button at the top of the screen.

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  • Click the stopwatch button to create the Time Clock entry.
  • Use the Select a New Status dropdown and pick the Time Clock status you are beginning. If you are simply punching in but not performing a specific task, you can select “Clocked In (Available)”

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  • Select Update Status.

The Stopwatch button will change to green to indicate that you are now “On the Clock”.

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  • When the status of your time tracking needs to change, select the stopwatch button again, choose the new status, and then select Update Status.

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To end your time tracking for a portion of the day, or when your shift has ended, click the green Stopwatch button and set your status to “Clocked Out”. This will return the Stopwatch Button to red.

Note: Changes to Time Clock Status do NOT update the Dispatch, Onsite and Completed statuses of a job you may be running. These must be updated using the Status options within the job.

Recording Time Clock Entries in the Office

Employees in the office can manage their Time Clock entries and update statuses using the Stopwatch button that appears next to their name at the top of the screen. If you are not currently tracking time, the icon will appear in red.

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  • To make a Time Clock entry, click the stopwatch button.
  • In the window that opens, select the timecard status you want to set and click the Update Status button.

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The color of the Timecard button will change to green to show that you are now “on the clock”.

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To end your time tracking for a portion of the day, or when your shift has ended, click the green Stopwatch button and set your status to “Clocked Out”. This will return the Stopwatch Button to red.

Editing Time Entries

Let’s say you’re in customer service or dispatching back at the office, and one of your techs clocks in — but not until after they’ve already been working on the job for an hour. 

Techs cannot fix this themselves, but you can help them, and it’s easy. 

  • In the Options menu on the left side of the screen, click Time Cards. This screen is where you can view and edit an employee’s time.
  • Select the employee using the drop-down at the top-left of the Time Cards window; then select the date of the time entry you need to change.

You’ll see a list of all the time entries for that employee on that day.

  • Find the entry you need to edit, and click the Edit icon — the little pencil all the way to the right, in the Actions column — and that will bring up the Time Clock Entry screen.
  • Use the Status drop-down and time fields to make any necessary changes, and indicate a reason for the change.

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  • When you’re done, click Save.

You’ll see the Time Cards screen now shows that the entry was edited, who edited it, and why.

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Adding or Removing Time Entries

If one of your techs completely forgets to clock in or out, or mistakenly clocks in or out, that’s no problem — you can add or remove a time entry for them. Techs cannot do this themselves from the field, so they’ll need your help.

  • Get to the Time Cards screen by clicking on the Time Cards tab on the left-hand side of the app.
  • Next, select the appropriate tech and date.

If the tech failed to clock in or out:

  • Click the Add icon — the blue plus sign all the way to the right — and the Time Clock Entry window appears.
  • Add the time and the status of the entry, click Add, and you’re all set.

If the tech clocked in or out by mistake:

  • Find the entry you need to remove on the Time Cards screen.
  • Click the Archive icon — the mini file cabinet icon in the middle of the Actions column, toward the right of the entry line —  and you’ll see the Time Card Entry window pop up.
  • Enter a reason for archiving the entry. 
  • For this example, let’s say, “Completed job at wrong time.”
  • Click Archive to proceed, and you’ll return to the Time Cards screen.

Note that you can choose whether to show or hide archived entries on the Manage Time Cards screen. Just check or uncheck the Show Archived Entries box, in the top-left just below the Add icon, and you can toggle them on or off.

You’ll see the entry we just archived is grayed out, and it now shows the archived icon in the status column. 

  • To restore an archived item, click the Restore button in the Actions column — it’s exactly where the Archive button was earlier. 
  • In the Restore Time Clock Entry window, enter a reason for the restoration, click Restore, and it now appears active back in the Time Cards entries for that day.

View History of Time Entry Edits

Need to know who edited a time entry and when?

  • Get to the Time Cards screen if you’re not already there, by clicking on Time Cards in the Options menu on the left-hand side of the app. 
  • Select the appropriate tech and date, and you’ll now see a list of all the time entries for that day.
  • Then click the History icon toward the right-hand side of the entry line you want to examine. It looks like a backward-moving clock.

The Time Clock Entry window will pop up, with the History tab selected. You’ll see here a list of all the actions taken on the entry in reverse chronological order.

  • If the entry needs to be edited again, you can do that right here. Just click on the Edit tab and you can now go through the process to make any necessary changes.

Viewing and Reporting on Time Entries

All right, now let’s get into some of the stuff we REALLY love here at Pointman — data and reporting.

Administrators can see how many paid, unpaid and total hours were logged in a given time period. You can see the hours logged by an individual employee or your whole team.

  • Click Reports in the Options menu on the left-hand side, then click on Time Clock Report under Operations Dashboards.
  • Use the drop-down at the top-left to select which employees to view, or all employees. 
  • Then select the time period you wish to examine. You can grab one of the common selections we have set up in the next drop-down — like Today, Month to Date, Year to Date, etc. — or customize the range using the Starting Date and Ending Date drop-downs.
  • Click the Run Report button at the bottom right of the screen.

You’ll now see a report that shows the paid hours, unpaid hours, and total hours for each specific day within that time period, as well as totals at the bottom. 

  • To download the report and use it for payroll or other record-keeping, click the Download button next to Run Report. A CSV file will be instantly generated and stored according to your browser preference settings. 

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If you require further assistance, please reach out to the Support Team using any of our channels - 

Email: Support@Pointman.com

Phone: 800-566-6940

Chat with us!

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