Time spent

Available when the Time tracking feature is turned on (Settings › Features, see Features).

Each worker records the time actually spent on an intervention: with a timer while working, or by entry afterwards. A time entry targets a labour line or a flat rate of the intervention, or no line (a diagnosis, for example). It carries an optional note (500 characters at most), shown on the printed time detail.

Recording time requires the Track own time permission; seeing everyone’s time requires View time spent by all workers; recording or correcting for another worker requires Manage everyone’s time (see Roles and permissions). To record time, your account must be linked to an active worker (Settings › Workers).

Time can be recorded until the intervention is invoiced or cancelled: from reception up to and including the “done” stage (to fix an omission after the work is finished).

Where to record time

On the intervention’s record, the ⋯ menu of a labour line or a flat rate: Time spent… (list, entry, corrections) and Start timer (see Work orders › Time spent on a line). The Time spent column, the Time block and the Time tracking card give the totals.
From the planning, in the preview of one of your appointments (see below).

Starting from the planning

Open an appointment you are part of (your account is linked to one of its workers): if the appointment’s intervention is at a stage where time can be recorded, the preview offers Line to time (the intervention’s labour lines and flat rates, yours first, or No line (diagnosis)) and Start timer. If your timer is already running on this intervention, the preview offers Stop timer. The preview also shows the lead worker, the activity, the requested work and the intervention’s spent and scheduled time (“spent (you)” if you only see your own time).

While your timer is running, a banner stays below the top bar, on every page: the timed line, the file number, the license plate, the start time (garage time) and the elapsed time. Open the repair order leads to the record; Stop stops the timer, then offers to add a note (optional, printed on the time detail): Save or Close. The banner follows the garage you are working in: after switching garage, only that garage’s timer is shown. It does not appear offline (the “offline” banner takes precedence).

The timer

Start: the timer starts at the server’s time, never your device’s. A worker has only one running timer: starting another one stops the previous one first.
Stop: the end is set by the server; the duration counts every started minute (at least one minute, at most 24 hours). You can add a note when stopping.
A timer’s start and end never change. To fix a wrong timer, delete it and enter the right time.
A timer stops by itself when its intervention becomes invoiced or cancelled, and when its worker is archived.
From the planning, you start the timer from an appointment you are part of, on that appointment’s intervention.

Forgotten timers

A timer left running is stopped automatically: at the garage’s closing time on the day it started (garage opening hours and time zone, Settings › Garage), or at midnight if it started after closing or on a closed day. Until the garage sets its opening hours, the default hours apply (Monday to Friday, 8:00 – 12:00 and 13:30 – 17:30). The check runs every 15 minutes; a timer never exceeds 24 hours (even on a daylight-saving change day).

The next day, the timer banner of the worker concerned reports it (“Timer stopped automatically…”) with Correct and OK: correct the duration by deleting the timer and entering the real time, or confirm. The warning disappears once confirmed; it is not shown if the intervention has been invoiced or cancelled in the meantime. A timer stopped because its intervention was invoiced or cancelled, or its worker archived, is not reported.

Entering time

An entry gives the day, the duration (from 1 minute to 12 hours, for example “25”, “0 h 25”, “1:30” or “1,5 h”) and an optional note. The day can be neither in the future (garage day), nor before the intervention was created, nor more than 30 days ago without the Manage everyone’s time permission.

Correcting or deleting time

An entry can be corrected (duration, day, note, line of the same intervention) or deleted; a stopped timer only changes its note or line. Without the Manage everyone’s time permission, you only correct your own time, for 7 days after it was created; after that, ask a manager. Each correction and deletion is written to the activity log (without the note).

The printed time detail

On an intervention’s record, Print › Time detail (PDF, internal) produces an internal document, marked “Internal document · not for the customer”: garage header, file number, customer, vehicle, lead worker, status and mileage; scheduled, sold, spent and difference totals; for each line, the time entries (worker, day, timer hours or “—” for an entry, origin, note, duration); time not on a line; the total per worker (entered, timer, total); the scheduled slots; two signature boxes. A timer still running is not included. The internal cost per worker only appears with the Manage everyone’s time permission (“unknown” if an hourly cost is missing). It requires View time spent by all workers and the permission to see customers; the document is never filed with the intervention’s documents.

Totals follow the same rule everywhere: the record, the printed detail and the statistics give the same figures. In the statistics, the sold time of a line worked on by several workers is split pro rata to the time each spent, to the minute, never counting the line’s sold time twice.

Time statistics

From the Work orders list, the Time statistics button (or All work orders in a record’s “Time tracking” card) opens the statistics. Choose a period (the current week by default, 366 days at most, days in the garage’s time zone), then, if needed, a worker and an activity. The screen shows:

the period’s figures: time spent, time sold, gap (spent minus sold), sold / spent ratio and, with the Manage everyone’s time permission, the internal cost;
the details, one row per intervention, line and day: number (link to the record), day, line worked on (“No line” for diagnostic time), workers, pro rata sold time, spent time, gap and, with the same permission, internal cost.

Only stopped time is counted: a running timer only shows on the record. Beyond 5,000 entries, the screen warns that it only shows the first ones: shorten the period or filter by worker.

Export to CSV downloads the same rows and columns, with the same permissions as the screen (no cost column without Manage everyone’s time), followed by a total row. Each duration appears twice: in hours and minutes (“1:48”) and in decimal hours (“1.80”), ; separator, readable by a spreadsheet. A period with more than 5,000 entries cannot be exported: shorten it. An export filtered on one worker serves as a statement of that person’s time.

Who sees what

Time spent tells how long a person worked: it is only shown to those who need it, and the rule is enforced by the database itself.

With Track own time only (Technician, by default): you only see your own time, and the record’s totals read “Spent (you)”; no colleague’s time or name appears.
With View time spent by all workers (Front desk, by default): all of the garage’s time, the per-worker breakdown, the statistics and the printed detail.
The internal cost (hourly cost of the worker or of the work type) only appears with Manage everyone’s time (Administrator, by default), and never during a support access.

During a support access, time can be viewed according to the visited account’s permissions, but nothing can be recorded, corrected or deleted.