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10 ways to track time! Part 2

by Surekha Shetty | Aug 3, 2020 | Software, Time Tracking

Good to see you back. In Part 1 of this blog, we explored the four ways in which you can track time inside Salesforce. Today, we’ll move on and explore how you can track time on the web and on the Time Tracker mobile app. Remember that in all these cases, all your time tracking data is still safely within Salesforce. One other thing to remember is that users who use the Time Tracker on the mobile or on the web, do NOT need to be Salesforce users.

On the Web
There’s two ways to track time on the Time Tracker Web app. You can track time by checking in time for multiple tasks/activities or you can use a timer that you can Start/Stop as you do your work.

Check In/Out: Checking In/Out on the Time Tracker web page means that you are Starting / Ending a timer as you work on a Project / Task (or whatever has been configured for you). You do this by selecting

the Check-in button on the top right hand corner of your screen when you login to the Time Tracker Web. You simply select the Project / Task that you are working on. Key in any notes that you want your manager/supervisor to see and click on the Check-in button. This option tracks time as you are working on a Project/Task. When you are done working, click on the Check-Out Now button, if you want to Check out at the current time. If you forgot to Check-Out at the time that you actually finished your work, you can put in the actual hours and minutes that you worked on the task and click on the Checkout button. This will work as long as the Check-in time plus Hours Worked is less than the Current Time.

Multi Check In: Use the multi check-in option, when you want to add timesheet entries for Project / Task that you worked on each day from

the drop downs, Add any information that you need on the additional fields configured for you. Fill in the Start and End times for the activities that you worked on. You can enter up to 10 different activities on this screen. When you are done, click on the Submit button. If you have more activities that you need to add in, you can do so.

A Manager/Supervisor can also Approve / Reject timesheet entries put in by people that report to her.

On the Time Tracker Mobile app

The Time Tracker mobile app works on both iOS and Android devices.There are four different ways that you can track time on the mobile app. Checking in/out as you work on an activity OR manual entry after you’ve completed the activity. We also have a Kiosk mode that you can use as a replacement for a punch clock. This is really useful in a factory/warehouse/office setting where you want all your employees to Clock In and Clock Out as they start and end their work for the day The Time Tracker Team mode allows a Team Lead/Supervisor to Clock In/Out individual team members and then Check In all Clocked in team members.

Check In / Out: As in the other cases, Check In/Out means that you are starting a

timer for work that you are currently working on. There are two ways that this works. If you are set up as an Individual User, you can check in/out of Projects / Tasks on your mobile device. This is a good option for Exempt employees who need to track time for billing/invoicing. If you are set up as a Personal User, you can clock in at the Start of your work day and Check In/Out of multiple Projects/Tasks with different check-in types. Some check-in types that our customers currently use include options for Job, Travel, Loading, Cleanup, etc. This option is good for non-Exempt employees for whom you need to track hours and breaks for payroll purposes. On the mobile, you can configure the app to collect GPS locations at specific transactions. Users can also take pictures at the jobsite and add them in.Users on the mobile can get notifications, when they are assigned a project or when anything changes on their projects.

Manual Entry on the mobile: Sometimes, you may want to enter your time

Manual Time Entry - Mobile — Manual Time Entry – Mobile

details after the actual work is done. You may have forgotten to enter the time, your phone could have been out of charge or perhaps you left your phone at home, Whatever the reason, you may not have been able to Start/Stop the timer as you worked. In such a case, you do have the ability to add the Project / Task that you worked on along with the Start and End Times for the work done. You can add multiple manual entries. You could use this mode of timesheet entry, if you are adding all of your timesheets after completing the work. In general, we suggest that you do this at the end of the day, so you don’t forget things that you have worked on.

Team Mode check ins for entire team

In the Team mode, only the Team Lead needs to have the Time Tracker on his/her mobile phone. The Time Tracker configuration in Salesforce lets you set up Teams with a Team Lead. When you set up Users in Salesforce, you can assign

them to specific teams.

When the Team Lead of a specific team logs in, she sees the names of all the people on her team. The Team Lead can Clock In each member of the Team as they arrive for work. When the Team Lead clicks on the Start Job, Start Travel or Start Loading buttons, all Clocked in Team Members are checked into the Selected Project and Task for that Check in type. When the Team Lead clicks on Stop on the previously Started Check in type, all checked in Team Members are automatically checked out of that Project / Task. This is a great option for teams working together on Construction/Landscaping/Installation type of work. GPS locations and photos can be configured to be collected at the jobsite.

Team members can be transferred between teams for better utilization. A Team Lead can Release a Team Member from her team, if needed. Another Team Lead can “Add” the released Team member to their team, as needed.

Kiosk mode Check In / Clock In

The Kiosk mode can be used in a factory/warehouse/office to replace the

traditional punch card / bio metric time clock. With the Time Tracker in the Kiosk mode, the big advantage is that all time tracking data is in Salesforce and can therefore be used for analysis. Depending on how your Users are set up in the configuration, Users may be able to Check In/Out OR Clock In and then Check In/Out of individual projects. We suggest using an iPad or an Android tablet for the Kiosk. Since multiple people will need to use the same device. The app works just as well on a phone, but the larger format is useful, when you need multiple people to access the device.

So that covers all ten ways of tracking time using the Time Tracker for Salesforce. Whether you want to track time in Salesforce on a web app or on a mobile device, you’ll be hard-pressed to find a solution as configurable and as user-friendly as our Time Tracker for Salesforce.

10 ways to track time! Part 1

by Surekha Shetty | Jul 24, 2020 | Software, Time Tracking

Yesterday, we had a long and interesting demo of the Time Tracker with a fairly large group of people at a new prospect. During the demo, one of the people commented “So you have four different ways of tracking time inside Salesforce”. It struck me that I had never thought about it that way. Perhaps, when you work with the product every day, you gloss over some of these facts.

In any case, this morning, I decided that I’d make a list of all the ways

that you could track time with the Time Tracker. It turns out that there are 10 different ways in which you can track time with the Time Tracker for Salesforce. See my list here on the right. That’s 4 ways within Salesforce, 4 ways on mobile devices and 2 ways on the Time Tracker web app. Pretty cool, huh?

Based on my list, here’s a short description of each of the ways of time tracking and where you could use it.

Within Salesforce

Within Salesforce, you can track time by Check-in, checking in time for multiple tasks using the Multi Check-in, tracking time automatically to specific Salesforce whenever you are on that record in Salesforce and manually entering the time for a specific task when you are on that record.

Check in: Checking in to work within Salesforce means that you

are tracking time to a specific project/task (or whatever has been configured for you). You do this by selecting the Track Time button on the Salesforce Utility Bar. Clicking on the button, pops up a configured window that lets you choose your Project/Task from drop-downs. You can also enter in any notes that you may have. In this case, you are tracking time for an activity as you work on it. So you Check in when you Start on the activity and Check out when you are done.

Multi Checkin: Use the Multi Check in option when you want to

add multiple activities in a time-sheet format. You may choose to add in all your activities for the day at the end of the day or maybe at the end of the week. We suggest doing this on a daily basis, because chances are you’ll have forgotten something important that you did on Tuesday by the end of the week. 🙂 You select the Project / Task / Worktype fields from drop-downs. Fill in the Start and End times or the number of hours that you worked on each activity. By default, you’ll see 5 lines on this screen. Once you click on the Submit button, you can add your next set of activities.

Automatic Time Tracking: This is a great way to track time for

people who spend most of their time inside Salesforce. You do NOT need to Start / Stop a timer like you do with the Check in process. Every time you go to records in Accounts, Contacts, Opportunities, Cases or any other Salesforce object, an Automatic Timer starts right away. It keeps tracking time until you move away from that record. If you move to another Opportunity, the Auto Timer starts tracking time to the new Opportunity. The Auto Timer can be added to all the objects that you want to be able to track time to.

Single record time tracking: This feature again allows you to easily

track time to specific records in Salesforce. But it’s meant for use when you do NOT want time to be tracked automatically. This is meant for users who want to be able to track time to specific Accounts, Opportunities, Cases. But if the users work primarily outside Salesforce using other tools like AutoCAD, drafting and design tools, then this is a great way to track time. These users can go to the specific record where they want to add their time to. A Salesforce component allows you to add the task and the time that you spent on the activity; while the main Opportunity / Case is automatically selected.

So that’s 4 ways to track time just inside Salesforce. Checkin, Multi Checkin, Automatic Time Tracking and Single record time tracking.

Phew! that was a lot. Next week, we’ll talk about the different ways of tracking time on the Web and on the Time Tracker mobile app. Until then, auf wiedersehen!

Automatic Meal and Rest Breaks – An Employer’s Guide

by Surekha Shetty | Feb 17, 2020 | Software, Time Tracking

ifferent forms of rest breaks are important for your employees’ physical and mental well-being. When structured properly, they can have a positive impact on health and safety and also improve the productivity in your workplace.

Workday Breaks

Breaks during the workday allow employees to rest during the workday. They could be in the form of rest breaks, coffee breaks and meal breaks.

Most national and EU regulations require specific breaks based on the number of hours worked. Depending on the country, some or all of these breaks could be paid or unpaid.

Break Times

Meal breaks and rest breaks are essential for workers during a long work day. The U.S. Fair Labor Standards Act (FLSA) does not mandate an employer to offer meal or rest breaks to employees. But several states have their own laws that obligate employers to give paid and unpaid breaks to employees.

Whether it is mandatory or not, many employers do allot paid /unpaid time for lunch and other breaks. Federal law does designate what time is considered paid and unpaid.

Tracking Break Times

Lunch and rest breaks can be tricky to track. Some employees may forget to clock out. Others may forget to clock back in, when they start working in. This leads to either minutes being added to employee timesheets or being reduced from their time worked. This means that the timesheets are inaccurate and therefore payroll is inaccurate too. In order to make timesheets more accurate, many employers choose to implement automatic time deductions for meals and rest breaks. This ensure that employees get their daily breaks automatically deducted. This is great for employers who want to ensure that they are paying employees accurately. But many people still question the legality of automatic meal and break deductions.

Are Automatic Break Deductions Legal?

Yes! According to the U.S Department of Labor (DOL) and FLSA, it is legal for employers to automatically deduct lunch breaks. As long as the employee actually takes the lunch break. A legal meal break has to last at least 30 minutes according to the FLSA. The key is that employers need to communicate meal periods unambiguously to employees.

Unpaid Meal Breaks

States that enact meal break laws require a half hour break if the employee’s work day is longer than 5 or 6 hours. These meal breaks must be at least 30 minutes long, according to the FLSA. Meal breaks are uncompensated as the employee does not perform any work duties during this time. If an employee works during the meal break, she has the right to be paid for that time.

Paid Rest Breaks

Rest periods are smaller breaks that are 5 to 20 minutes long. These breaks are compensated as they are considered normal working time. Some states require 10-minute break times for every 4 hours of an employee’s shift. These short breaks are generally considered to promote better productivity.

You can find more information about which hours are considered paid and unpaid.

Keeping Track of Breaks Automatically

You can keep track of your employee’s work times by implementing an easy-to-use time tracking app in your operations. With the Mobile Time Tracker’s Auto Breaks feature, you can automatically deduct time from employee timecards, based on the specifications that you have set up. You can add as many break rules as you need to ensure that your employees break times are properly accounted for.

Why use the Auto Breaks Feature?

Managers and Administrators have a lot on their plates when it comes to tracking employee times. Week after week, they need to make sure that all employee work and break time is recorded automatically. The Time Tracker’s Auto Breaks feature does the heavy lifting for you. It can automatically apply the break rules, based on the rules that you have set up.

Make sure that you are complying with all federal and local laws concerning break times. That way you avoid trouble with employees, DOL and FLSA. And you make sure that your payroll is accurate.

Image by Engin_Akyurt from Pixabay

Configuring dftly Time Tracker to your requirements.

by Surekha Shetty | Jun 22, 2017 | Software, Time Tracking

Last week, we spoke about how powerful Salesforce’s configuration options are. It is configuration that allows Salesforce to fit into many different business situations.

With the TimeTracker, we give you a layer of configuration above and beyond those provided by Salesforce. You get several configurable options to make the TimeTracker fit your business needs and requirements closely, without having to go through the time and expense of a “customized” solution.

The idea is to enable you to match the TimeTracker to your business process as closely as possible. And to do all this easily and quickly, without having to depend on busy programming staff. You can configure everything that you need with a series of drop downs, clicks and check boxes.

You can select the specific objects in Salesforce to which you want to track time to. Let’s say you want your Sales team to track time to Opportunities and Tasks related to them rather than to Projects and Tasks. So now your Sales team would see Opportunities and Tasks as the two drop downs on their mobile phones. You can do that by selecting Opportunities and Tasks as the two drop downs that your users see, when you configure the Time Tracker. You can also choose the specific fields from those two objects that will actually show up on your user’s mobile phones. If you want each user to see only those Opportunities that are assigned to him/her, you can set that up as a filter condition, when setting up that specific configuration.

Let’s say now, you want your Service Engineers to track time to Orders and Cases. You can set up another App Key that will allow you to set up a different set of drop-downs from what you set up for your Sales team. Again with the same level of granularity for Orders / Cases assigned to specific Service Engineers.

With the TimeTracker, you get a whole set of options for configuring the product to your exact requirements:

Configuring Checkin Type options

You can choose what specific work types or Check-in Types your mobile users can track time to. Let’s say you have construction teams and you want to track time when they Travel, Load/Unload Equipment, Lunch Breaks and Work, you can do that very easily. Now let’s say you are a healthcare business where your therapists travel to patient locations, you could choose to track time for Travel and Therapy.
For each Check-in Type, you can select whether your users need to take a photo at the beginning and end of each transaction.
You can set up specific instructions for your users at each step
You can set up whether GPS Location Tracking should be enabled at Start and Stop of each Check-in Type
You can set up whether your users need to add Notes at the Start and End of each Check-in type
You can configure the icon for each Check-in Type to be something that your users are familiar with
And you can even configure the colors for the icon to match your company colors.

All of these options go back to our original premise that configuration allows a business-focused user to personalize aspects of a system, without having to depend on programmers to do so.

Automatic Meal and Rest Breaks – An Employer’s Guide

Workday Breaks

Break Times

Tracking Break Times

Are Automatic Break Deductions Legal?

Unpaid Meal Breaks

Paid Rest Breaks

Keeping Track of Breaks Automatically

Why use the Auto Breaks Feature?

Configuring dftly Time Tracker to your requirements.

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