Time Manager plays a large role in Equipment Manager Pro. The Time Manager system controls who is able to see a job, clock into a job, and how the job is billed and payed. Time Manager tracks what the technician is doing at all times. When he clocks into a job and how long he is on the job. It also keeps track of the Technician’s time off, schedule, and job history. Service Requests and Purchase Orders rely directly on Time Manager to function.
To help better understand the following settings, there are four aspects that make up Time Manager. Those settings are reflected between the Work Order, the Contractor Profile, the Technician Category Profile, and the Technicians Profile. The first is who can see and work on a job. This is mostly defined by the Service Request on the work order. How long someone worked on a job is defined by the technician’s actions and is controlled by the Tech Category Profile and Work Order. When they take time off and how much is defined by the Contractor Profile and Tech Category Profile. How they get payed is defined in the Contractor Profile.Enable Time Manager
This box is required to be checked, the Contractor must use the time manager in its basic form for all jobs.
Company Year StartsWhat month and day does the company year roll over. You only need to select the date based on the current year. The year is not reflected in choice. This field is used to roll over Sick and PTO time.
Contractor Time ZoneThe time zone that the Contractors home office resides in. All Time Reports will be displayed based on times adjusted to the selected time zone. Time punches are recorded in server time and adjusted upon being displayed to web and mobile devices based on location. Mobile devices use the mobile’s GPS, web devices use Contractor Time Zone.
Every company is different is how the company is structured to deal with time off. Sick, PTO, and Vacation time are all offered as options to be monitored, recorded and offered to Technicians via the mobile device. These functions are however not required, and we understand that not every company may offer all services to its employees. You may also choose to track these items outside of Equipment Manager and not choose any of the three options. Some companies use and track PTO as a way to allow employees the option to take time off for reasons outside of sick and vacation. This is usually seen as an employee benefit and not a requirement by the company.Enable Personal Time
Check this box if you plan to use Person Time Off. If not using, this will remove it from the web and mobile screens.
If you choose to use Personal Time Off, you will need to fill in the following boxes.PTO Hours to Accumulate
This follows the same rules as Sick. Based on a 40-hour week, 52 weeks a year, if no PTO was taken how many hours would the employee earn.
Max PTO Hours Allowed per YearWhat is the max number of hours that an employee can earn in a year if no time is used.
Vacation days are handled a little different than sick and PTO. Vacation is accrued based on the number of years worked. The number of hours available will fluctuate based on the number of years worked. The table provided will allow the Contractor to input the correct number of hours to issue a mobile user. The rollover for vacation is also based on the anniversary date of a specific user.Enable Sick Time
This box needs to be checked if you plan to use Sick Time in Time Manager. If if you choose not to include, mobile users will not be able to see or track sick time. The web interface for TM and time reports will also not display any reference to sick time.
The following boxes need to be filled out only if you plan to use sick time.Sick Hours to Accumulate
This is used to determine the number of sick hours that a person accumulated based on hours worked. The equation says if a person works 40 hours a week for 52 weeks a year, how many hours of sick time would that person earn if no sick time was used. (40 hours is most common)
Max Sick Hours Allowed per YearWhat is the max number of hours that a person can earn in a year. Sick hours will accumulate if active for each hour that is worked paid. This excludes Sick/PTO/and Vacation days.
Enable VacationCheck this box if you plan to use Vacation Time in Equipment Manager. If you choose not to use it, then Vacation time will not show up on the web reports or in the mobile device.
If you choose to use vacation time, you need to fill out the following boxes.Days till Request Allowed
When a mobile user requests vacation, the system can prohibit them from asking for time off a certain number of days out from the current date.
Vacation Time AllotmentsThis table is where you record each user, when their start date is and how many hours they need to be issued on this rollover date. This information can be changed as needed to meet seniority requirements. The first time the values entered here will not populate current totals. They are only used for rollover data.
- Employee - Select the employee you wish to add data for.
- Hours - Enter the number of hours you wish the person select to have available at the start of new rollover.
- Start Date - Select the Employee Starting date for rollover to occur.
Pay Week Begins
This needs to be set to the day of the week that starts the weekly pay period. (Usually Sun or Mon) Even if you pay your Technicians every two weeks, the pay week is still defined weekly because Overtime must be calculated on a weekly basis. What day of every week does the week and hour count start over?
Weeks in a Pay WeekHow many weeks are in the Contractors pay period. (Usually 1 or 2)
StatesHere you need to record the states that Technician work is performed in. Any state that a Job Site resides in that is not stated, the hours worked will show up in a General column. For tax purposes you need to include all states that you do work in.
Custom ZonesCertain Cities and Geographical areas have custom tax zones that have to be excluded from general state taxes. Major cities are usually an example of this and all work hours that occur in that zone must be separated and excluded from general state hours. To do this simply create a zone and label it to match your city or special area. Any work performed at a Job Site located in a zip code that resides in this zone will have the hours worked separated out from the corresponding state zone and add to the custom zone. Multiple custom zones with the same zip code will see a copy of the hours duplicated between custom zones. Any hours that are displayed in custom zones will not be shared or shown in state zones. As a contractor you need to check with your payroll supervisor and see if any custom zones need to be created and if so you need to provide Service Software Solutions with information about which city or zone needs to be created.
Special TimeSpecial Time is based on approved availability and usage. Hours accumulated under special time are not used to calculate overtime. Using the checkboxes associated you need to specify which types of special time you would like to see reported.
- Vacation - Specify the displaying of Vacation time on the report.
- Sick - Turns on and off the displaying of Sick time on the report.
- PTO - Specify the displaying of PTO time on the report
- Holiday - Specify the displaying of Holiday time on the report
Holiday Time
Holidays are set by the Contractor and account for eight hours per holiday. Every day off for holiday must be accounted for in the table on the Contractor’s profile table. (Multiple days around Christmas must be separated out.) You will need a list of all holidays that are observed by the company and what their dates are. In some instances, the dates will change yearly. The Contractor will be required to visit this section of the profile at the beginning of every year and adjust any dates that change.
