When you create a staff schedule, you give your team a certain amount of time to do each job. For example, if you quoted a window repair would take an hour you would schedule an hour-long job for your worker. But what if it takes them shorter or longer than an hour? What if they need to take a break? What if they need to go purchase materials halfway through the repair? 

That’s where Timesheets come in handy.

Geo Timesheets allow you and your team to log how much time you’re actually spending on jobs. These can be compared with your job schedules for better accuracy and transparency when it comes to invoicing clients, paying staff and scheduling future jobs.

Timesheets for Geo desktop

To access timesheets click on the Timesheets icon on the sidebar menu. 

This takes you to the main Timesheets page. Here you can view all your daily timesheet entries. 

 

 

The top centre of the page displays today’s date. Clicking the arrows <> on either side allow you to change the date to a different day. Each entry is laid out as a list with the following info: 

  • Staff - your name (or the name of the staff member whose timesheets you’re viewing)
  • Job name - the job that the timesheet entry is attached to
  • Timer type - this is the type of time you’re putting in. By default these types are Regular, Break time, Overtime and Clock-in and out time
  • Start time - time the job started
  • End time - time the job finished
  • Duration - how long the job took (auto-calculated based on the start and end times)
  • Notes - any extra notes that you need to add (optional)
  • Status - whether the timesheet is approved, declined or still awaiting review

 

How to sort, search and filter timesheets

Timesheet entries can be sorted by Start Time, End Time, Duration and Status. Just click on any of the arrows next to the field you want to sort by.

The magnifying glass in the top right-hand corner allows you to search for timesheet entries. After clicking on the icon just type in the Job Name to begin searching (you’re only able to search by Job name)

Time entries can also be filtered by Staff Name by clicking the Filter symbol here (next to the search icon).

Once clicked on you’ll be taken to this pop-up where you can type and filter from your staff list. 

 

Creating a new timesheet entry

 

To add a new timesheet entry click Add time in the right-hand corner.

Clicking this will open a new timesheet entry ready to be filled out. To complete a timesheet entry simply enter the Job Name, Timer Type, Start and End Times and any Notes if you need to. Then select your timesheet Status before clicking the tick to finish creating your timesheet entry or the X to delete it.

If you need to edit or delete an already created timesheet entry you do so by clicking the pencil icon (edit) or the trash icon (delete).

The timesheet dashboard

Over time you and your team are going to rack up A LOT of timesheet entries. So finding a particular entry may become tricky. That’s where the timesheet dashboard comes in!

The timesheet dashboard gives you a summary of all the time entries for that particular day. You can expand and collapse your list of entries by clicking on the available icons.

For example, if you just wanted to view all the entries that have been approved you would click on the Approved icon. You can select and deselect as many icons as you need to help you view the entries that you need.

Creating your own Timer Types

If you need more timesheet options you can create your own in Settings.

On the Settings page go to the Timesheets page. Here you’ll see a list of all your existing Timer Types, including your default types. The default Timer Types Regular, Overtime, Break, Clock-in and Clock-out can not be edited or removed at any time.

 To create a new Timer Type click on Add Time Type button on the right-hand side.

This will create a new Timer entry that will need to be labelled in the text box provided. Once you’ve given your Timer Type a name you can save it by clicking the tick or delete it by clicking the x

Once your Timer Type has been created you can edit it by clicking the pencil icon or delete it by clicking the trash icon.

 

Timesheets for Geo mobile

Timesheets is also on the Geo mobile app.

This can be found in the sidebar menu of the app with all the other core features.

The mobile Timesheets page is similar to the desktop version. You can still view, add, edit and delete time entries as well as search, sort and filter. Depending on your role you’ll also be able to view and edit other people’s timesheet entries on the mobile version too.

On the mobile version you can:

  • Search timesheet entries by Staff 
  • Sort by Date added by default, as well as Start time, End time, Duration and Status 
  • Filter by Date range, Timer types and Status

              

Creating a new timesheet entry on mobile

To create a new timesheet entry on mobile click the + icon in the bottom right-hand corner. 

From here you can add in the following details just like the desktop version.

  • Staff - your name (or the name of the staff member whose timesheets you’re viewing)
  • Job Name - the job that the timesheet entry is attached to
  • Timer Type - this is the type of time you’re putting in. By default these types are Regular, Break time, Overtime and Clock-in and out time
  • Start time - time the job started
  • End time - time the job finished
  • Duration - how long the job took (auto-calculated based on the start and end times)
  • Notes - any extra notes that you need to add (optional)
  • Status - whether the timesheet is approved, declined or still awaiting review

Updating a status of a timesheet on mobile

To change the status of a job on mobile (e.g. change an entry from awaiting approval to  approved) click on the three dots (...) next to any timesheet entry from the list of available timesheet entries.

Editing or deleting timesheets on mobile

Clicking on an individual timesheet from the list will allow you to view all the details of that entry, as well as edit or delete it.

Clicking on the pencil icon allows you to edit. 

Clicking on the three dots (...) allows you to delete.

Important things to know about Timesheets

“Can I do my timesheets in advance?”

No. You can add time to a past date but not to any future date.


“What happens when I try to add a timesheet on one of my unavailable days?”

Geo will show this warning - “Your time entry overlaps with an existing unavailability.”


“Do all my timesheets need to be attached to an existing Job?”

No. Adding a timesheet to a Job is optional (and in the case of clock-in and clock-out entries, not allowed at all!). It is fine to leave the Job section of the entry blank if needed.


“Who in my team can view, edit and delete timesheets?”

 All Geo users can add, view, edit and delete their own timesheets.

Other roles have varying permissions for timesheets:

Staff: Can only add/view/edit/ their own timesheets

Team Leaders: Can view/edit/ all timesheet entries, except for Admins

Admins: Can view and view/edit all timesheet entries


“How can I search and sort timesheet entries?”

Time entries can be searched in the top right-hand search bar for by Job Name. Timesheet entries can also be sorted by Start Time, End Time, Duration and Status.

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