Time Tracking

Quick overview

Jobmand tracks time in two ways. An admin chooses task, QR or both under How employees clock in:

• Task-based clock — the employee picks the task they're about to work on and starts a clock. Hours land against that task and its project. Available on the web dashboard and in the mobile app.
• Jobsite QR punch — the employee scans a laminated QR code posted at the site. The server decides whether that scan is an in or an out. No task selection, no typing, works with gloves on — the hours go to the company's QR task on that project. Mobile app only.

Either way, one clock at a time: an employee clocked in by task can't also clock in by QR, or the reverse. The time recorded is the one on the employee's phone.

Both produce the same thing: a timesheet row that an admin approves and then pays.

Where to find it

Dashboard                    ← the Clock In / Out widget lives here (employees)

Workspace
└── Timesheets               ← everyone: your hours / all hours

Financial                    (admin)
├── Timesheet payment        ← turn approved hours into payments
└── Jobsite QR Codes         ← only if QR clock-in is enabled for your company

Jobsite QR Codes only appears when QR clock-in has been switched on for your company — an admin does that by choosing By jobsite QR code or Both under How employees clock in in My Company. The same setting adds a QR Code tab inside every project.

The life of an hour

Understanding this sequence answers most timesheet questions:

Employee clocks in
        ↓
Employee clocks out  →  writes a shift summary + photo
        ↓
Timesheet row created with status  Pending
        ↓
Admin reviews it     →  Approve   or   Reject (with a reason)
        ↓
Approved hours count toward "Earnings this month" and project labour cost
        ↓
Admin generates a payment  →  the rows are marked Paid

Nothing counts until it's approved. Pending hours don't show in an employee's earnings and don't appear as labour cost on the project's financials. That's why clearing pending timesheets daily matters.

Clocking in and out

Clocking in

On the Dashboard, the Clock In / Out widget asks for one thing: which task you are about to work on. Pick it and click Clock In. The clock starts running and stays running even if you close the browser.

You can only have one clock open at a time. If you try to start a second one, Jobmand tells you a session is already open — close that one first.

Finish Shift

Clocking out opens the Finish Shift dialog. It asks for two things and won't submit without them:

1. Shift summary — what you did during those hours
2. Photo proof — a picture from the end of the shift

Click Submit & Clock Out. The timesheet row is created as Pending and appears in the admin's queue.

The photo is mandatory on the web. If you have no photo to take, take one of the finished work or the site. Not having one is the single most common reason a shift can't be closed at the end of the day.

General work, no project

Some staff — a shop hand, a driver, an estimator — don't work against a specific task. An admin can tick "allow clock-in with no project" on that person's employee record. They then get a General Work (No Project) option in the task picker.

Those hours still get approved and paid, but they aren't attributed to any project, so they don't appear in a project's labour cost. Use it sparingly — hours with no home are hours you can't price a job with.

Jobsite QR codes

A QR code printed and laminated at the jobsite entrance. The crew scans it with the Jobmand mobile app on arrival and again on leaving. With Both it runs alongside the task-based clock; with By jobsite QR code it replaces it.

Printing the sheet

First, an admin chooses By jobsite QR code or Both under How employees clock in in My Company and saves. Nothing QR-related appears anywhere until that is on.

The code belongs to the project. There is one code per project, and a punch made with it is booked to that project's QR task — Jobsite work, unless your company named another. Jobmand creates that task on the first scan, so there is nothing to pick. The code lives inside the project:

1. Open the project and go to its QR Code tab
2. Click Generate code. The code appears on screen, together with the jobsite address that will print on the card
3. Click Print card — a proper print window opens with a laminate-ready card, rendered as sharp vector text rather than a fuzzy image
4. Print, laminate, and post at the site entrance or in the site trailer

To print several sites at once, use Financial → Jobsite QR Codes instead: tick the projects you want and print them as one paginated sheet. It produces exactly the same cards.

Regenerate issues a new code for a site and retires the old one. Do that when a printed sheet goes missing, or when a job ends and the sign might walk off with someone. Remove code retires the code without issuing a new one — nobody can punch by QR at that site until you generate another.

Scanning to punch

The employee opens the mobile app, taps Clock in by QR Code on the Profile tab or on the Clock screen, and points the camera at the sign. That's the whole interaction.

The server decides in or out. The employee doesn't choose — if they have no open session, the scan is a clock-in; if they do, it's a clock-out. Scanning twice by accident won't create a phantom shift.

The result screen confirms Clocked in or Clocked out, the jobsite name, and the time. The punch is recorded at the phone's time, and the open session shows on the Clock screen under JOBSITE.

A shift started by QR ends by QR. The Clock screen's button becomes SCAN TO CLOCK OUT. If the code can't be scanned — a dead phone, a missing sign — Can't scan the code? clocks out anyway, but only with a reason. That timesheet is marked Review for the admin.

It works with no signal. Out of coverage, the punch is written to the phone and marked "Saved on this device, will sync when you have signal". It uploads by itself later. Nobody has to remember anything.

Location checks

If the employee has granted location permission, the phone's coordinates are attached to the punch and compared against the jobsite.

A location mismatch flags, it never blocks. A punch from the wrong place — or from a phone with location switched off — still goes through, and the employee still gets clocked in. The flag is there for you to review afterwards, not to strand someone at a gate because GPS drifted indoors.

Timesheets

Open Workspace → Timesheets. Employees see their own hours; admins see everyone's.

Tabs & filters

Four status tabs across the top: All · Pending · Approved · Rejected. Admins normally live on the Pending tab.

Then filter by date range, customer, employee and project — the combination you need to answer "how many hours went into the Oak Street job in March".

If you are currently clocked in, a Currently Working card sits at the top of the list; you can clock out from there without going back to the dashboard.

Log Hours manually

Not every hour gets clocked live — someone forgets, or works somewhere with no phone. Click Log Hours and enter the task, project, description and any materials used.

Manually logged hours enter the same Pending queue and get the same scrutiny as clocked ones.

What a row contains

Route-locked rows

Completing a route in Routes & Destinations automatically generates a timesheet for every crew member on it — clock-in is the route start, clock-out is the finish time.

Those rows are marked route-locked and cannot be edited by hand. If the hours are wrong, fix the route's times and the timesheets follow. This exists so route hours and route billing can never disagree.

Approving hours

Admins only. Open the Pending tab and work down it. For each row, check the summary, the photo and the location before approving.

Look at the Review rows first. Jobmand marks a row for review when a punch was made far from the jobsite, or when a shift started by QR was clocked out without scanning. Expand the row: the Punches box shows how each punch was made, the distance from the site, and the employee's reason for not scanning. It's a prompt to check, not a rejection — approve it if the explanation holds up. The Pending banner counts how many rows need review.

You can approve rows one at a time, or select several and approve them together.

Approval is what makes hours real: only then do they count toward the employee's earnings, appear as labour cost on the project, and become eligible for payment.

Rejecting hours

Click Reject — again, singly or in bulk. You can add a rejection reason, and you should: "no photo attached", "you were on the Pine St job, not Oak St". The reason is what stops the same mistake next week.

Rejected hours stay on the record. They aren't deleted, don't get paid, and don't count anywhere — but they're visible, so the conversation can happen with the actual row on screen.

Paying approved hours

Open Financial → Timesheet payment. The grid lists every timesheet that is approved but not yet paid — nothing else can appear here.

1. Filter to the period you're paying
2. Select the rows to include
3. Click to generate a payment — Jobmand creates one payment per employee, totalling their selected rows
4. Those timesheets flip to Paid

The resulting payments appear in Payments, alongside the non-timesheet money you pay out (reimbursements, rent, software).

Employees can see their own payment status. In the mobile app's My Hours screen they get Total Hours, Total Earned, Paid Out and To Receive. Keeping payments current here removes most "when am I getting paid" conversations.

Common workflows

FAQ & Troubleshooting

I forgot to clock out and the clock ran all night.

Clock out now, then tell your admin. They can reject the row with a reason, and you re-enter the real hours with Log Hours.

I can't clock in — it says I'm already clocked in.

You have an open session, probably on another task or from another device. Open Timesheets and close it from the Currently Working card.

I scanned the QR code twice by mistake.

No harm. The first scan clocked you in, the second clocked you out. Scan once more to clock back in.

The QR scan said my location doesn't match the jobsite.

It's a flag, not a rejection — you're clocked in. It happens indoors, in basements, and near tall buildings. Your admin will see the note and can ask if something looks genuinely off.

I scanned with no signal. Did it work?

Yes. The punch is stored on the phone and says so on screen. It uploads by itself the next time you have coverage — don't punch again.

My phone died (or the sign is gone) before I could scan out.

Open the Clock screen, tap Can't scan the code?, say what happened and clock out. Your hours are kept; the timesheet is marked Review so your admin knows why it wasn't scanned.

I can't edit a timesheet row.

Either it's already approved, or it's route-locked (generated by completing a route). Route hours are corrected by fixing the route, not the timesheet.

My hours are approved but Earnings this month hasn't changed.

Reload the dashboard. If it still doesn't match, check the hourly rate on your employee record — earnings are hours × that rate.

An employee's hours look short by 30 minutes every day.

That's the lunch discount on their employee record. Check it under Employees.

I don't see Jobsite QR Codes in the sidebar, or the QR Code tab on a project.

Your company clocks in by task only. It's a company setting, not a plan feature — an admin chooses By jobsite QR code or Both under How employees clock in in My Company and saves.

Where do QR hours show up by task?

On the project's QR task — Jobsite work, or the name your company set in How employees clock in. It's created on the first scan at each project.

Can an employee clock in for someone else by scanning?

The punch is tied to whoever is signed in on that phone, so scanning with your own phone always clocks you. Sharing a signed-in phone is the risk to manage, not the QR code.

Need help?

For training, access, or feature requests, contact your Jobmand admin. For bug reports include the screen name, what you clicked, what you expected, and what happened instead — with a screenshot if possible.