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How to Log Time

How to Log Time

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How to Log Time

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When each staff member arrives at work they should ‘Log In’ on a computer by selecting the ‘Login’ option from the top menu and entering their pass-code (or scan an Operator card / barcode). If they have a default Job set (see above), it will log them onto that else they should select the Log Time option and select a Job or internal task to start work and log you not that Job or Task.

When finishing a Job or Task you do NOT Log off, you just Log on to the next Job / Task, or log onto ‘Lunch / Leave’ when stopping work. This automatically logs you off the last Job / Task.

To log onto a Job you can either enter a Job Number in the top box on the Log Time screen or select an internal task from the list below. Note the list of Jobs is designed to show each technician which jobs been allocated for them. If they want to include jobs allocated to others they can un-tick the ‘Only me’ check box, also if you want to jobs with the Job Status set to a waiting for parts option you can un-tick the ‘Only Parts Ok’ check box. You can click on any column header on the list to change the order, eg: to put the latest Jobs first click on the Job No column

When going on a statutory or agreed paid break (eg: Smoke) then Log onto: ‘Break’. When the break is finished, log onto the Job or Task you will be doing.

When you go on Lunch or when you go home at the end of the day select ‘Lunch/Finish’ which will automatically log you off the last Job/Task.

Changing Operators

Often a engineers share the same computer for logging Jobs and the screen is left on the Log Time screen. Before using the ‘Log Time’ screen always make sure the right person is logged in (eg: the correct operator name is shown in large at the top of the Log Time screen and also on the bottom task bar).

There are 3 ways to change the Operator (staff member):

You can scan an Operator Card or Barcode

You can enter a code of: –O<Pass-code> (where <Pass-code> is your pass-code

You can select ‘Login’ from the top menu (or press the shortcut key: F12), and then enter your pass-code.

Using Barcodes to make logging time easier

To create barcode labels we would normally create a temporary stock item with the appropriate Label format (eg: ‘Label 56X25 3L’ does not print prices). Then change the Barcode Number (In Alternate Numbers) and the Description to suit. For example for the barcode to log an Operator / Staff member on we would put the Name in the description and -O<Pass-code> in the Part Number (where <Pass-code> is your operator pass-code). Note: You may want to cut off the text below the barcode to hide the pass-code.

Most of the Job Card reports will include a barcode for the Job Number so you can scan that to log onto a job. Note the barcode for a Job is prefixed with ‘-J’ so you could also enter this on the keyboard to select a Job Number eg: -J123456

You can also create barcode labels for the 10 internal job buttons. This would just have the Barcode Number of the single letter that is underlined on each button. You can also type this in and press the Enter key. You can also hold down the Alt key and press the letter. Sometimes you need to press Alt to see the underlined letter.

Internal Jobs

The pre-defined internal Jobs / Tasks are:

S – Setup

M – Maintenance

B – Break

W – Waiting

F – Finish / Lunch

G – General Workshop

E – General Sales

P – General Parts

A – Customer Assist – Sales *

C – Customer Assist – Workshop *

Most of these are classed as Non-Productive as they are not directly linked to income. The codes marked with * are classed as Productive. Retail Jobs and Warranty Jobs are classed as Productive. Re-work is classed as Non-Productive. You would normally have your most skilled (and expensive) resources assigned to Productive jobs.