How to Submit a Time Block

Overview

Use the Timesheet module in Simpro Mobile to effectively record labour time for scheduled or assigned work, and create new time blocks for quotes, jobs and activities. Navigate to the Times page to view your schedule for the current day, update and create new time blocks, clock on and off and review your work time as compared to the total time scheduled.

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View quote / job details

For quotes and jobs, you can search using the quote / job number, customer, or site. You can search and select from the following projects:

• All pending jobs
• All progress jobs
• Quotes and jobs for which you are the assigned technician and were due in the past 45 days, are due on the current day or in the next 45 days. This provides you with a total of 91 days, or three months of due projects.
• Quotes and jobs scheduled for you up to 45 days in the past, on the current day, and up to 45 days into the future. This provides you with a total of 91 days, or three months of scheduled projects.

Quotes or jobs scheduled / assigned and due within the 91 day period are accessible regardless of their stage or status. However, archived and fully Invoiced jobs are read only, unless defined otherwise in the Timesheet Module Settings set up in Simpro Premium.

On the Quote Times / Job Times page, you can:

• View details, such as the customer name, site name and address, quote / job description and cost centre description.
• Tap MORE CONTACTS to view all work contacts including customer, site, quote / job contact, quote salesperson and job project manager.
• Tap icon to view the site in your device's default maps application.
• Tap to open the device's phone application with the customer's contact number populated.
• Tap to open the default email application with contact's email address populated.
• Tap the down arrows to view descriptions, if any, for the quote, job and cost centres.

Manage and submit time blocks

You can add multiple time blocks and schedule them throughout the day. Additionally, you can schedule time blocks for multiple cost centres in a quote or job at once.

If you are scheduled to multiple time blocks throughout the day for the same quote or job, you can now enter your actual work time in Simpro Mobile and retain the other time blocks scheduled later in the day, unless you delete them manually. Additionally, if you adjust a scheduled or actual time block so that it overlaps with another time block for the same cost centre, then the time blocks merge to create and retain a single time block.

Once you proceed to the Activity / Quote / Job Times page, you can select from the following options, to manage and submit time blocks:

1. Tap the drop-down arrow besides the current date and select the required date to record the time block.
2. Tap START or END to adjust the duration of the time block.
   • If you are creating new time blocks, they all must have start and finish times before you proceed to submit.
3. Tap + ADD COST CENTRE to select one or more cost centres to record the time against.
   • You can access all cost centres on the job regardless of whether you have been scheduled to them or are the assigned technician.
   • The maximum number of cost centres you can add is defined by the total number of Schedule Format intervals that can fit into the time block. You must have at least one interval per cost centre added. If you attempt to add more cost centres than the available 15 or 30 minute intervals, you are asked to add more time before adding further cost centres. For example, if the time block is 60 minutes then for a 15 minute interval you can select up to four cost centres.
4. Next, tap Record time as to select the scheduled rate for each cost centre.
   • To create a time block for work that is not chargeable to the customer, such as driving to the job, or preparing materials, select a non-billable schedule rate.
   • You can only select from schedule rates that are set to Show in Mobile in Simpro Premium settings.
   • If no scheduled rates are set to Show in Mobile, your default schedule rate is used for the Timesheet module.
   • For a time block scheduled in Simpro Premium with a schedule rate not set to Show in Mobile, the rate is displayed, but if you change to a different rate, you are not able to revert back to a rate not set to Show in Mobile.
5. Tap WORK NOTE, to record notes on the job card and in the activity time line for the associated cost centre. If you are creating time blocks for an activity, tap NOTES to add a schedule note, which you can access from the schedule in Simpro Premium.
6. If the project has multiple cost centres, use the slider to redivide time amongst each of the selected cost centres. Time can be distributed in hours or as a percentage of the worked time.
7. Tap + ADD DUPLICATE TECHNICIAN/PLANT to select one or more resources, including employees, contractors and plant items enabled for scheduling. This duplicates the time block and adds it to the schedules of the selected resources in addition to your own.
8. Tap Done.
   • A new time block is listed on the right side of the page on a tablet and on a phone, it is listed below. To submit the recorded time, you must have created at least one time block and tapped DONE.
   • Recording time for a quote / job with multiple cost centres creates and lists multiple time blocks on the right side on a tablet and on a phone, these are listed below.
9. Tap + ADD ANOTHER TIME BLOCK and ENTER TIMES to enter or record additional times, as required.
10. Add + ATTACHMENTS to take photos, record videos (BETA) or upload images and documents from your device , if required. To access the uploaded attachments, tap + ATTACHMENTS again. You can view the number of attachments added, click to preview and remove any of the uploaded attachments.
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11. Tap SUBMIT to send the time blocks to Simpro Premium and select:
    • Add time for this Activity / Quote / Job: To continue adding additional time blocks to the same project.
    • Add time for another Quote / Job: To create a new time block for other quotes or jobs.
    • Add time for an Activity: To create a new time block for an activity.
    • Go to Schedule: To return to the Schedule page in the Timesheet module.

Record time for scheduled or due work

If you have a list of scheduled or assigned quotes, jobs, or activities, you can access and update them from the Times Schedule page.

1. Access the Times Schedule and tap the relevant quote, job, or activity.
2. The start and end time is populated if scheduled or shown blank if the project is assigned and due. You can record actual time against this block by tapping START and END. Or, manually update the START and END times, as required.
3. Add multiple time blocks, divide time between different cost centres, select schedule rates, enter work notes and attach images before you submit the time blocks to Simpro Premium.

Manage times for other technicians and plant items

1. Access the Timesheet module, and tap to access the relevant job.
2. If you have not recorded any time blocks, record a START and END time and tap DONE. If you are currently recording time for a job, tap STOP to finish recording your time and tap the icon.
3. On the Edit times page, tap the icon to search and locate the required technician or plant.
4. Select the required START time and STOP time.
5. To Record time as, select a schedule rate and tap OK.
6. Tap DONE to save the time block.
7. You can enter WORK NOTES on behalf of the technician and tap DONE.
8. Tap +TIME BLOCK to add additional time blocks for the same technician.
   • Or, tap the icon to add time blocks for another technician or plant.
9. After you add the time blocks for all the required technicians and plant items, tap SUBMIT. The time blocks are added to the schedule in Simpro Premium immediately. Overlapping time blocks for the same technician or plant item are merged.
10. Finish recording your own time block and tap SUBMIT.