What are Timecards?

Timecards are records that detail each activity done by an Employee including start time, end time, duration, Job, Site, Location, pay style and rate, Production Records (if applicable), Crew, Employer, and more. Each time a worker is checked into an activity, a Timecard is created. The Timecards page in PickTrace Office displays these records in a list and a timeline view. Office users will most likely navigate to the Timecards page each morning to review and audit data from the previous day and reference incoming records in real-time each day.

How and When Timecards are Used?

Each time a worker is checked into an activity, a Timecard is created in PickTrace Office to record this work.  Office users navigate to the Timecards page to review these records, determine if any corrections need to be made, and validate hours, rates, pieces, and more that are associated with the record.

The Timecard page consists of a Timecard Tab and a Timeline Tab.  Both views allow office users to review and audit Timecards but display the information in a different way. You can toggle between both views in the top right corner of the page. 

The following are actions that can be made from the Timecard Tab:

  • View one day or a date range of Timecards
  • Personalize columns (Sort, Rearrange, Add/Remove)
  • Search for Timecards by any attribute
  • Edit Timecards (one or many)
  • Duplicate Timecards
  • Transfer Timecards from one Employee to another
  • Archive Timecards
  • Create Timecards for an individual or multiple Employees in the same Crew
  • View errors such as multiple check-outs, no check-out, no pieces on a production Job, pieces in an hourly Job, and Timecards running for more than 24 hours

The following are actions that can be made from the Timeline Tab:

  • Edit Timecards individually (but not in bulk) by dragging check-ins and check-outs on the timeline. No edits can be made to Job, Crew, Site, Location, etc. from here
  • View errors such as multiple check-outs, no check-out, no pieces on a production Job, pieces in an hourly Job, and Timecards running for more than 24 hours

Good To Knows:

  • The drop-down options for actions to take on Timecards vary depending on if the user selects one Timecard or multiple Timecards.
    • When selecting one Timecard, the options are:
      • Navigate to Employee Profile
      • Edit Timecard
      • Duplicate Timecard
      • Transfer Timecard
      • Archive Timecard
      • Add New Timecard
    • When selecting multiple Timecards, the options are:
      • Edit Timecards
      • Switch Crew
      • Archive Timecards
  • Timecard messages appear in the upper right-hand corner as actions are taken to signal what has been created, edited, and/or processing.
  • Archiving a timecard will remove its contents from all reporting but will not delete the record from the system as it can be unarchived at any point.

To select multiple records, click on the timecards while holding your shift key to select a range of timecards or while holding your Ctrl key to select multiple rows.

How to Navigate Around Timecards

The Timecards page can be accessed from the left-hand sidebar, under Dashboard. The default view is the Timecard tab which lists out each Timecard and its attributes.

Refer to the following instructions on each action office users can take from the Timecard Tab:

View One or Multiple Days of Timecards

  • Timecards display by today’s current date by default
  • Select the date drop-down to choose a different day, a date range, or predetermined dates such as ‘Last 7 days’
  • Select Apply. All Timecards within the selected date(s) display.

Personalize Columns

Sort Columns

  • Timecards are sorted by Employee Name by default
  • Click on the title of any other column header to sort by that column

Rearrange Columns

  • Click on the title of any column header and drag the column to any location on the table

Add / Remove Columns

  • Select the settings on the top right-hand corner
  • Select ‘Column Visibility’
  • Check or uncheck any columns to add or remove

Search for Timecards

  • Select search on the top header next to the date
  • A drop-down appears with search criteria including:
    • Name
    • Site/Location
    • Crop
    • Employer
    • Crew
    • Job
    • Device
    • Hourly Rate
    • Production Records
    • Work Hours
    • Audited by
    • Has no Production Records (checkbox)
    • Edited Record (checkbox)
  • Choose as many search criteria applicable.
  • Select Apply.  All Timecards that meet all of the criteria selected display.

View Corrections

On the search screen, check the edited records checkbox. Only records that were modified after creation, by both the office and field, will now display. 

View Errors

Red icons will appear next to the name on the potentially incorrect record. Potential errors include:

  • Multiple check-outs
  • No check-out
  • No pieces on a production Job
  • Pieces in an hourly Job
  • Timecards running for more than 24 hours.

Navigate directly to an Employee’s Profile

  • Select any Timecard and right-click
  • The first option of the drop-down menu is the name of the Employee
  • Select the Employee Name. You will be directed to the Employee’s Profile.

Office > Field Relationship:

  • Timecards page seen from the Web UI, the records created with the handheld will appear here once the device data is synced.
    • the information in each timecard will correspond to the criteria selected on the handheld
    • the number of timecards shown will be based on the checkpoints created for the employee, these will depend on the activities and locations where each employee worked on.

  • Timecards of a single employee seen from the handheld device
    • This page can be reached by long.-pressing on an employee checkpoint, this will get you to the employee profile where you can see also the timecards and pieces for the day
    • The data shown in this page will be sent to the web UI once the device is synced.

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