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AvailSuite makes it easy to track time spent efficiently and accurately. Every user in the system, including Technicians can enter Time Cards. In fact, the only information a technician can enter or modify in the system is her Time Cards. Manager users can enter Time Cards for other users. This is useful when your Employee cannot access AvailSuite to report spent time. Once a Time Card is saved, it can be submitted for review and approval. Any Manager user has access to submitted Time Cards. The Manager user can either approve or reject a Time Card. She can also edit the information in Time Card during approval process.
A Time Card can be implicitly linked to a Customer and an Order. This is done by specifying the task on the Time Card screen. The approved time spent will be then automatically recorded into expenses related to the specific Customer/Order and later will be added to the Customer's invoices. Please, note that this functionality is not available in the current version of AvailSuite. Click on the links below to find out how you can:
To create a time card, user can use any of the following approaches
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use the New Time Card button on the toolbar;
- use the Add Time Card button on the top of a the task form;
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in the File menu, select New and click New Time Card;
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fill a new row directly in the
Time card grid;
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double-click on a new row on the time card grid or on a white area below rows;
To complete editing of a new time card and add a new row in the time card grid, use the button with "+" sign in the row navigator at the bottom of the grid.
You can submit a Draft time card for approval. Simply click on the Submit button at the top of the time card screen:
You can submit time cards using a context menu in grids or the Actions menu on the main form.
AvailSuite provides 2 modes for creating time cards. See How to define a default Status for new Time Cards?
If your time cards are created as Draft, you need to click Submit after creating a time card.
You can create new time cards as Draft or as Negotiated. Administrator users can define the default status for new time cards. For this purpose, use the Default Statuses tab on the System Options form (to open this form, click the System Options in the Maintenance menu of the main form).
Submitted time cards can be approved or rejected by managers and administrators. To do so, open time card detail screen and click on the Approve or the Reject button correspondingly.
Approved and rejected time card cannot be modified directly. If there is a need for this, the system administrator can return time cards back to the status Draft. Then, Draft time cards can
be edited and submitted again.
Select the My Time Cards view to see all your time cards.
You may use the Time Cards by Employee view to see Time Cards of a specific Employee. To do this, follow the steps:
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Click on the Time Cards group in the navigation pane.
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Select the Time Cards by Employee view at the view list on the top.
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Expand the time card list by clicking on the "+" sign next to the Employee name.
You may use the Time Cards tab on the Task form to see all Time Cards created for a specific Task. To do this, follow the steps:
- Open the form of the Task in question.
- Click on the Time Cards tab to open a grid of the Time Cards created for the task.
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