Jobs can represent a customer, patient, vehicle, site or task to be worked. By using jobs, you can track the time spent on each for easier billing.
What are Jobs? - Adding & Deactivating Jobs - Importing Jobs with a CSV
Mass Assigning Users to Jobs - Bulk Changes to Jobs - Mobile App
What are Jobs?
Adding jobs to your account is not required in order to track time, GPS, and mileage.
If you want to know how long your team spends at certain locations while in the field - jobs are required. When you create jobs, it allows your team to clock in and out of them so that you can track how many hours were spent at each job.
In order to require your employees to choose a job when clocking in go to Company Settings > General and toggle on the setting Require users to select a job when clocking in. If you want jobs to remain selectable, but not a requirement, you can leave this setting toggled off.
Adding & Deactivating Jobs
If you only have a few jobs to add to your account, you can do so manually by following these steps:
- Navigate to Jobs & Tasks on the web portal.
- Click on Add Job in the upper right corner.
- Fill in as much or as little information as you would like - the only requirement is that the job has a Name. Once filled out, click Add Job at the bottom.
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Job Code: |
While not required, may help organize or track jobs internally when exporting timesheets and manually adding them to payroll/expense reports. |
| Assign to User or Group: | Only users or groups assigned to the job will be able to select the job you are creating, you can have as many or as few assigned to a job as you want. |
| Hourly Rate: | Only enter a number in here if you want it to override an individual user's set rate when they are clocked into this job. |
| Track Mileage: | Checking this will only track mileage for users who have mileage tracking turned on. |
To deactivate a job that you no longer need go to the Jobs & Tasks page and click the "Deactivate Job" button to the right of the job. Once deactivated any assigned users will no longer be allowed to clock into it and you cannot select it for a Report by Job, but you will still be able to see it on the Time & Mileage page as well as when running Reports by Date Range. You can reactivate a job by going to the Inactive tab and clicking the lightning bolt icon.
Deleting a job is not recommended as the information cannot be recovered and will have to be created again if you need it.
Importing Jobs with a CSV
When adding jobs you can import many at a time by going to Jobs & Tasks > Import Jobs. This will open a sidebar and you can click Download Template to get a premade CSV template you can use. You can also create your own as long as you include all the fields you will need.
| Column A, Name | The name for the job you want to appear in Timeero. Required for importing. |
| Columns B & C, Geofence | If you want the job to require a Geofence you will need to enter a Yes in column C, enter a No otherwise. Column B is the radius of the Geofence in meters, this must be a number between 100 and 2500. |
| Columns D, E, F, G and H, Address | If you are using a Geofence, these fields must be filled out. Otherwise, they are optional. |
| Column I, Description | Enter a description if you want users to see it, this is optional. |
| Column J, Rate | Enter an hourly rate here if you want it to override a user's rate when they are clocked into this job. |
| Column K, Job Code | Enter a job code here if you need to, this is optional. |
Once you have filled out as many jobs as you want to import, save the CSV and then click the Upload CSV button on the sidebar. You will then be prompted to match your CSV columns with the correlating field in Timeero. You can click the Map Common Fields button and it will try to match columns that have exact name matches, otherwise pick from the drop down menu. Fields marked with an * symbol are required fields.
Once done, click on Start Import. Depending on how many rows you filled out, it may take a little bit of time for all of the jobs to import to your account.
By default, track mileage will be turned on. You can turn it off after import if it is not required.
Mass Assigning Users to Jobs
If you have added new users since creating your jobs and want to assign one or more jobs to one or more users at a time, you can do so by clicking the Mass Assign Jobs button at the top of the Jobs & Tasks page. This will open a side bar that will let you select any or all of the jobs on your account and then as many users as you want to assign to the selected jobs. Once you have made your selections click Mass Assign at the bottom and the desired changes will be made.
If an employee is unable to see a job when clocking in it is likely because they have not been assigned to it yet. Double-check when assigning employees that you haven't forgotten anyone - and don't forget to add new employees to jobs when you add them to your account!
Bulk Changes for Jobs
From the Time & Mileage page you can do a few actions to multiple jobs at once if you need to change all, or many, of them in the same way. This includes Track/Untrack Mileage, Deactivating, and Deleting.
Select the checkmark next to all of the jobs you want to make a change to, and then select the appropriate one from the menu at the bottom of the page.
Adding/Editing Jobs in the Mobile App
Admin and managers can also add and edit jobs from within the mobile app if you need to be able to make changes while on the go!
- Open the Timeero app and click on "... More" in the lower right corner.
- Click Manage Jobs.
- Select the job name you want to edit, or click the "+" in the upper right corner.
- Add or edit any information you need to, including the geofence, and then click the back arrow in the upper left corner to save your changes.
By default jobs that are created in the mobile app will be assigned to all users. If you need to assign it to specific users, you will need to modify it on the web portal afterwards.