Follow step-by-step, and check off the tasks in order for the best LMN Time learning experience.

Transcription

1 TABLE OF CONTENTS STEP #1 Download & Setup...2 STEP #2 Learning the Taskbar STEP #3 Creating Timesheets 5 STEP #4 Clocking Into Jobs STEP #5 Clock In Employees..7-8 STEP #6 Review Task 9-10 STEP #7 Clocking Out STEP #8 Submitting Timesheets ADVANCED TASKS How to Change Staff Start/End Time..16 How to Delete an Employee from a Timesheet.17 How to Change a Job or a Task on a Timesheet How to Add an Employee that was missed on Clock-in...18 How to Mark an Employee as Absent or Late How to Edit a Timesheet that has been Submitted...20 How to Delete a Timesheet (if permitted)..22 How to Refresh the App LMNPro FEATURES LMNPro - Accessing Files LMNPro Taking Photos LMNPro Reviewing Photos

2 STEP #1: DOWNLOAD & SETUP Access Google Play Store (Androids) or App Store (Apple products) on your smartphone/tablet. Search for LMN Time and download the app. Select the LMN Time app from your list of apps and enter your username and password [NOTE: once you have signed in once, your login credentials will be saved for future logins]. The app will only be able to GPS Timestamp the punch ins/outs if the Location Services are set to ON in your smartphone settings. To see how this is done, please access one of the following links below: o For Android devices: o For Apple devices: STEP #2: LEARNING THE TASKBAR Upon logging in, you will find the following four or five* links on your taskbar located on the bottom of your screen: Timesheets, Crew, Map Job, Help, Tracking* (if turned on by Administrator) 2

3 Timesheets: all Timesheets created in the past can be viewed here. Adjust the date range by selecting the dropdown next to Timesheets Crew: save time by having your default employees always selected to be clocked in. You will still have the ability to select other employees when creating Timesheets. Press + next to each employee you wish to have designated to be selected by default. You can view your employees By Group or Search for them manually by selecting one of the two options at the top of your screen. If searching By Group, you can toggle the view of employees by selecting the dropdown next to Group. Map Job: you have the ability to obtain Driving Directions to your Job. To find a job, you can: Type the name of the job in Search bar, and the view will filter based on your entry. Scroll through the list (jobs are listed in alphabetical order). 3

4 Help: here you will find information pertaining to the app (username, full name, timezone, app version). Language. Toggle between English and Spanish [NOTE: only default/templated text within the app are translated into Spanish. Any notes/instructions entered manually in English are not translated into Spanish]. Tap here for help videos. Access to the training videos pertaining to LMN Time within the app. Logout. This will log you out of LMN Time. *Tracking: this feature allows you to track other employees time records as they are clocked in/out of jobs for the day. This feature must be turned on by an Administrator. To turn this feature on, contact your Administrator and have them access Staff > Select employee > checkmark Can track Employees?. If turned on, you can add employees to be tracked by pressing the + button on top-right corner Select each employee you wish to track. Press OK when done. Once set up is complete, the employees who are being tracked will appear in a list view. Next to their name, you may see a number in brackets. This number denotes how many jobs they have been clocked in to. 4

5 STEP #3: CREATING TIMESHEETS Ensure you are on the Timesheets link on your taskbar. Select + on the top-right corner to create a New Timesheet. New Timesheet. By default, it will create a Timesheet for today s date. Select the Calendar icon to toggle to a different date if you are creating a back-dated Timesheet. [NOTE: you may not be able to create a future-dated Timesheet if your Administrator has restricted this setting]. Select OK to advance to the next screen. 5

6 STEP #4 CLOCKING INTO JOBS Timesheet. Once the timesheet has been created, you will see the date you had selected, found at the top of the screen. Select Clock-In. Select Job for Timetracking. You have three options when selecting a Job: General, Search, Scheduled. 6

7 General. You can choose your Job, organized by Group. Scroll through the list of Job Groups/Jobs by pressing the drop-down. Search. You can Search for your Job by typing the name or scrolling through the list. Scheduled. If the Job has been Scheduled for today, it will appear here. Toggle by Crew to select a Job scheduled to your Crew. Select the Job you wish to clock into and press Next. STEP #5 CLOCK IN EMPLOYEES Clock In Employees. You can view your employees By Group or Search for them manually by selecting one of the two options at the top of your screen. If searching By Group, you can toggle the view of employees by selecting the drop-down next to Group. Select the employees you wish to clock-in. [NOTE: a checkmark will appear and their name will be highlighted in green, if selected. To unselect them, simply press on their name again to remove the checkmark]. Press Next. 7

8 Assign Tasks. Select the drop-down options to assign tasks to the employees who are being clocked-in. You can apply the same task across all employees or assign different tasks to each person. Press Next. Task Notes (optional). If Task Notes have been entered for the Task that was selected, they will appear next. Press OK to advance to the next screen. Confirm Date/Time: if the time for your clock-in is the current time, press Finish. If you wish to edit the Start Time do the following: Select Edit. Press anywhere in the Time field beneath Start Timing. You can adjust the Time by editing the hours, minutes and am/pm. If creating a backdated Timesheet, you can also enter your End Time in the same fashion beneath End Timing. [NOTE: you may not be able to create a future-dated Timesheet if your Administrator has restricted this setting.] Select Finish. Once work has been completed for the day, and you are ready to Clock Out, proceed to STEP #6. If you are clocking into another Job, repeat STEP #4 & #5 for each Job and then proceed to STEP #6. 8

9 STEP #6 REVIEW TASK On the Timesheet screen, you will see a list view of the job(s) you have clocked into. Pressing on the Job Name will expand to view the employees punch times. Selecting the Magnifying Glass will bring you to the Review Task screen for more detailed information on that Task. Review Task. After pressing the magnifying glass, you will have access to the following information (from top to bottom): Files. This is an LMNPro specific feature. If your company is not currently using LMNPro, you will not have access to this area. If your administrator has loaded any files into the Job, you will be able to access them here. For more information on LMNPro Features, see page 23 & 24. Photos. This is an LMNPro specific feature. If your company is not currently using LMNPro, you will not have access to this area. Any timesheet photos which have been uploaded will display here. If you are using LMNPro, you will also have the ability to Add Images from this area. For more information on LMNPro Features, see page 23 & 24. 9

10 Services/Activities. Any Services or Activites available for selection on the Job will be displayed here. Notes (if applicable). Any Task, Equipment or Weather notes you wish to add to the Task can be entered here. Job Name. Address, task selected, date, clock-in/out, status, estimated/actual hours, estimated man hours/visit Job Notes (if applicable). Any notes entered pertaining to that Task by the Administrator. Map/Site/Other. If URL links have been attached to these buttons, they can be accessed by selecting one of the buttons. A new window will open within the app. Select OK to return back to the Timesheet screen. [NOTE: if you forget to add any Task Notes or update any Activities, you will be prompted to again upon Clock-out]. STEP #7 CLOCKING OUT Select the three-line Menu button located at the top-right corner of the screen. 10

11 Select Clock Out. Clock Out. If the time for your clock-out is the current time, press OK. 11

12 If you wish to edit the Clockout Time do the following: Select Edit. Press anywhere in the Time field beneath Clockout Timing. Adjust the Time by editing the hours, minutes and am/pm. Press OK. Services. You can mark Services off as complete if they were completed during your visit. Activities can be attached to Services, so depending on the Service you select, you may be offered a list Activities. Activities. As indicated above, Activities can be offered with Services, or they can be attached to the Job in general. If your company has activities attached to the Job, you will be offered the list of Activities next. If Activities are added to Services only, you will skip the Activity step. Task Notes. If applicable, you can enter Task Notes or edit Activities on this screen. If you have already filled out this information, your data will reappear here. 12

13 If you have not filled out this information, you can do so now. Press OK to advance to the next screen. Update Visit Status (only for Recurring Visits). If this is a Job that has Scheduled Recurring visits, you will be prompted to mark that visit as COMPLETE. Press the checkbox to mark the visit as Completed. [NOTE: pay attention to the date to ensure you are checkmarking the correct the date scheduled]. If that Visit has NOT been completed (ie. Weather event), do NOT select the checkbox. Select Confirm Changes must be selected to advance to the next screen. Press OK. You will then be brought back to the Timesheet screen. 13

14 STEP #8 SUBMITTING TIMESHEET If there are further edits/revisions to be made to the Timesheet, refer to the Advanced Task section. If there are NO further edits/revisions to be made to the Timesheet, proceed: Select the three-line Menu button located at the top-right corner of the screen. Select Submit Timesheet. Lunch Deductions. By default, a lunch time will populate based on the default time/duration set up by the Administrator. Edit the Time of when Lunch started by pressing anywhere on the Time field and update to the desired time. Edit the Duration by selecting the number field and update the number of minutes. If an employee did NOT take lunch, simply press on their name to deselect them. Press OK. 14

15 Review Timesheet. You can view a summary of the hours logged by Staff, Tasks, or Rates (if applicable). Press OK when you are done reviewing. Press Yes to Confirm Submission. Your Timesheet has now been submitted. 15

16 ADVANCED TASKS All of the following Advance Tasks must be completed when on the Timesheets button in your taskbar. NOTE: Only Timesheets that are in the status of IN PROGRESS can be edited. NOTE: To edit a Timesheet that has been SUBMITTED, please refer to the guide on How to Edit a Timesheet that has been Submitted below. How to Change Staff Start/End Time. Access the Timesheet in question by selecting it from the list of Timesheets. Click on the Name of the Job/Task to expand. Select the Employee you wish to edit. Press Edit. Press on the Time field beneath Start Timing & End Timing and adjust the times. Press OK once you are done. Repeat the same process for each Job/Task and/or Employee, where necessary. 16

17 How to Delete an Employee from a Timesheet. Click on the Name of the Job/Task. Select the Employee you wish to Delete. Press Delete. Press Yes to confirm. How to Change a Job or a Task on a Timesheet. Click on the Magnifying Glass next to the Job/Task you wish to change. Press Swap. If you are changing the Job, select the NEW Job. If you are changing the Task only, select the same Job. Press Next. Select the NEW Task. Press Next. 17

18 Summary. Click Finish to confirm the Job/Task change. Press OK. To resubmit the Timesheet, refer back to STEP #8 How to Add an Employee that was missed on Clock-in. Access the Timesheet in question by selecting it from the list of Timesheets. Press the three-line Menu. Press Manage Crew. Press +Add Staff. On the Add drop-down, select the Employee you wish to add. On the Copy Time From drop-down, select the Employee you wish to copy their time from. Press OK. Press Yes to confirm. To resubmit the Timesheet, refer back to STEP #8 [NOTE: to add employee who does NOT have the same clock-ins/out as another employee who has already been clocked in, the missing employee will have to be added in the same manner as in STEP #4-7 but with ONLY that employee selected]. 18

19 How to Mark an Employee as Absent or Late. Access the Timesheet in question by selecting it from the list of Timesheets To mark someone ABSENT: Press the three-line Menu. Press Manage Crew. Press +Add Absent. On the Employee drop-down, select the Employee in question. On the Reason drop-down, select the appropriate Reason for their absenteeism. Press OK. To resubmit the Timesheet, refer back to STEP #8 How to Mark an Employee as Absent or Late (continued). To mark someone LATE: 19

20 Press the three-line Menu. Press Manage Crew. Select the Employee who was Late. Press Late Status. Enter the # of mins late and enter any Reason. Press OK. To resubmit the Timesheet, refer back to STEP #8 How to Edit a Timesheet that has been Submitted. If this feature has been turned on by your Administrator, you can edit a Submitted Timesheet: 20

21 Access the Timesheet in question by selecting it from the list of Timesheets Press the three-line Menu. Press Edit Timesheet. Confirm Yes for updating the Timesheet from SUBMITTED to IN PROGRESS. The Timesheet is now IN PROGRESS and is able to be edited. 21

22 How to Delete a Timesheet (if permitted). Press the three-line Menu. Press Delete Timesheet. How to Refresh the App. If a change has been made by an Administrator, the app must be refreshed to reflect the changes: If a Timesheet has been created, press the three-line Menu. Press Refresh. If a Timesheet has NOT been created, you will need to logout and log back in. 22

23 LMNPro FEATURES LMNPro - Accessing Files Files. This is an LMNPro specific feature. If your company is not currently using LMNPro, you will not have access to this area. If your administrator has loaded any files into the Job, you will be able to access them by following these steps: LMNPro Taking Photos Photos. This is an LMNPro specific feature. If your company is not currently using LMNPro, you will not have access to this area. 23

24 If you are using LMNPro, you will also have the ability to Add Images by following these steps: Taking photos from the Timesheets Page. From the Timesheets page, click the camera icon. Select whether you need to Take a Picture or Add from Photo Library. 24

25 Take your photo using the button in the middle of your screen. Click to either Use Photo or Retake. Add any Image Comments if you have anything you want to communicate back to Admin with the photo. Mark as Critical if you want to flag the photo for Admin. Reviwing/Taking photos from the Job Info Page. 25

26 From the Timesheets page, click the magnifying glass. Click the camera icon. Taking Photo. Select Add Image. Select whether you need to Take a Picture or Add from Photo Library. 26

27 Reviewing Photos. Select the photo you want to review. Make any changes and click Save. 27