Best Practice
- Sync The Ascora App
Why: To ensure you have the most current data
- Ensure Filters Are Set Correctly
Why: To ensure you are viewing the correct jobs
- Standard Filters
This is the most common set of filter settings
- Check You Have Your App Setting Correct
Why: To ensure you are receiving the most current data available based on the setting
- Check For iPhone Update
Why: Ascora is optimised to work on the latest IOS software available it is important to update as soon as it becomes available.
General Workflow For Start And End My Day Setup
- Open Ascora And View Schedule - Select First Job
You should always run a sync for the first log in for the day
- Click Check In
This step is the same for all jobs you have scheduled for the day
- Click Check Out
This step is the same for all jobs you have scheduled for the day.
- Last Job Of The Day - Checking Out
When you check out of the last job of the day, a pop up will ask you "Are you finishing your day?"
For the general workflow the answer will be Yes for this option.
This concludes the general workflow for the "Start and End My Day" process. Below are some alternate scenarios that are in addition to the above workflow.
Accessing Jobs
- Checking Into a Job That Is Not in Your Schedule
At times, you may be requested to attend a job that has not yet been scheduled to you. If this is the case and you have the correct permissions assigned, follow these steps:
- Open the side menu.
- Select "Jobs".
- Search for the job you have been directed to.
- Complete the steps above to check in and begin your work.
This will ensure the job is logged and tracked properly in the system.
Note: If this is after your last job, you will need to select "No" when the pop-up appears. It will pop up again when completing this job, and at that point, select "Yes" to confirm.
Starting Or Ending When Not Linked To A Job
- Starting at the Office/Yard or Completing Another Task Not Linked to a Job
Sometimes you may be asked to attend a meeting before work or collect materials. On these occasions, you will need to:
- Open the side menu.
- Click "Start My Day".
This will ensure your time is recorded accurately, even when you're not linked to a specific job.
- Ending at the Office/Yard or Completing Another Task Not Linked to a Job
Sometimes you may be asked to attend a meeting after work or collect materials. On these occasions, you will need to:
- Open the side menu.
- Click "End My Day".
This will ensure your time is recorded accurately, even when you're not linked to a specific job.
Not Commonly Required
- Manual Time Entry
This workflow is purely for the Start and End My Day process. However, sometimes businesses want to capture information regarding work that is not charged for.
For times when you are instructed to do so, follow these steps:
- Open the side menu.
- Select Timesheets.
- Click the plus icon to add a new entry.
- Populate the timesheet as required.
- Ensure you select the "i" icon to choose the check-in type.
This will present a few options for you to allocate your time to.
This allows you to track non-billable work as directed.
Note: This is only to be done upon instruction from your supervisors. This is due to the setup of the system, and what you do here will impact how the payroll team sees your timesheets. You should always use the above methods for checking in and out of jobs, including the Start and End My Day process, as outlined in the guide.
Viewing Time Sheets
- Start And End My Day
You may notice that, as your system is set to Start and End My Day, and if you have previously been set to Actuals from timesheets, the display may look a little different. This is due to payroll settings that pay you based on the check-in of your first job (Start My Day) and the check-out of your last job (End My Day).
You can toggle the field that shows the check-in times for each job you attended throughout the day. However, adjusting these times will not affect the start and end of the day's work. It is not necessary to manually adjust these times, and it is advisable to contact your supervisors or admin team to make any adjustments on the web.
In conclusion, while the system is set to track your workday from the start to the end of the jobs you attend, any adjustments to the individual check-in times for each job will not impact the overall start and end of your day as determined by payroll. It is important to follow the proper process for tracking time and reach out to your supervisors or admin team for any necessary adjustments. This ensures that your timesheets are accurate and aligned with payroll requirements. If you have any questions or need assistance, don't hesitate to contact your support team.
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