Foreman App
Clocking In
Clocking yourself in
Tap the CLOCK IN button. You will receive a popup message asking if you want to clock yourself in.
Tap Yes on the popup.
Clocking in an Employee Manually
Tap the CLOCK IN button. If you are not already clocked in, you will receive a popup message asking if you want to clock yourself in.
Tap No on the popup. This opens the Clock In screen. Here you will see your crew (employees you have previously clocked in) listed in three categories: Clocked-In, Absent and Not Clocked-In.
Tap the MANUALLY button at the bottom of the screen.
Select the reason for the manual clock in. If they have started work but are not with you in person, select REMOTE. If they have arrived to work but do not have their card or badge, select MISSED CARD. This opens the cost code selection screen.
Tap to select the cost code you wish to assign to this clock in transaction. You can find recently used cost codes under the Recent Cost Codes tab, or view all available cost codes for the current job under the All Cost Codes tab. To change to a different job, tap Change to open the Change Job screen, then tap to select the new job.
If you have clocked this employee in before, you will be able to find them listed under the Not Clocked In Crew tab. Scroll through the list to find them, or type their name into the search bar. If you have not clocked this employee in before, open the Global tab and type their name into the search bar.
Once you have found the employee in either tab, tap their name.
If you selected REMOTE:
Enter the reason for the remote clock in in the text box. This reason will be visible to project managers on the web application. This step is not mandatory.
Tap Clock In to clock in the employee.
If you selected MISSED CARD:
Your camera will open automatically. Take a photo of the employee as evidence that they have arrived to work.
Tap Clock In to clock in the employee.
Clocking in an Employee by Scan
Tap the CLOCK IN button. If you are not already clocked in, you will receive a popup message asking if you want to clock yourself in.
Tap No on the popup. This opens the Clock In screen. Here you will see your crew listed in three categories: Clocked-In, Absent and Not Clocked-In.
Tap the BY SCAN button at the bottom of the screen. This opens the cost code selection screen.
Tap to select the cost code you wish to assign to this clock in transaction. You can find recently used cost codes under the Recent Cost Codes tab, or view all available cost codes for the current job under the All Cost Codes tab. To change to a different job, tap Change to open the Change Job screen, then tap to select the new job.
Align your camera with the employee’s badge or card such that the gold box on your screen is at the centre of the QR code.
Once the QR code has been recognised, you will see the employee’s profile picture and be asked if you want to clock them in. Tap the YES button to clock them in. Your camera will then automatically reopen to allow you to quickly scan in the next employee.
Absence
You can begin and end absences from the Absence screen.
To begin managing absences, tap the ABSENCE button. This opens the Absence screen. Here you will see your crew listed in up to two categories: Clocked-In/Out Crew and Absence.
Starting an Absence for an Employee
Tap the START ABSENCE button. This opens the Clocked-In/Out Crew screen.
If the employee is part of your crew, you will be able to find them under the Clocked-In/Out Crew tab. If not, you will have to find them under the Global tab. Once you have found the employee, tap their name to select them. If absence subtypes have been configured, the Subtypes screen will open. If not, proceed to step 4.
Tap to select an absence subtype from the list. If none of them apply, select “None” from the top of the list. You will be prompted to enter a reason for the absence.
Enter the reason for the absence in the text box. This reason will be visible to project managers on the web application. This step is not mandatory and can be left blank if you wish.
Tap the Start Absence button on the Absence Reason popup to start the absence.
Ending an Absence for an Employee
Ending an employee’s absence from the Absence screen will update their status to Clocked Out. Thus, this should only be done at the end of their scheduled shift. If you wish to end an employee’s absence because they have arrived to work, you should clock them in – see Clocking In for more details.
To end an absence, find the employee under the Absence list and tap the End Absence button on their card. You will be prompted to enter a reason for the absence.
If a reason was entered when the absence was started, that reason will appear in the text box. The reason will be visible to project managers on the web application. You can edit the reason if you wish or leave it unchanged (even if it is the default “No reason”).
Tap the End Absence button on the Absence Reason popup to clock out the employee.
Assigning/Changing Jobs
You can assign jobs to employees and change assigned jobs from the Assign Job screen.
Tap the ASSIGN / CHANGE JOB button. This opens the Assign Job screen. Here you will see a list of all your currently clocked in employees. Employees with no assigned job have a green clock symbol next to their initials. Employees with an assigned job have a blue clock symbol next to their initials and the cost code of the job is displayed below their name, alongside the length of time they have been working on that job.
Tap the employee(s) to which you wish to assign a job. Their box will turn black and have an orange tick to indicate they have been selected. To quickly select all the employees, tap the Select All button at the top-right of the screen.
Tap the ASSIGN JOB button at the bottom of the screen. This opens a list of cost codes, split into two tabs which you can switch between at the top of the screen. The Recent Cost Codes tab displays cost codes which you have used within the last seven days, while the All Cost Codes tab displays every cost code available under your current job (your current job is displayed at the top of the screen).
If you are already under the correct job, move to step 7. Otherwise, tap the Change button in the top-right of the screen. This opens the Change Job screen. The Recent Jobs tab displays contracts which you have used within the last seven days, while the All Jobs screen displays every contract available to select.
Tap to select the job you wish to change to. You will then be taken to the cost code list for that job.
Scroll through the list to find the desired cost code, or type its name or number into the search bar.
Tap to select the desired cost code. It will then be assigned to the transaction.
Assigning/Changing Jobs
You can assign jobs to employees and change assigned jobs from the Assign Job screen.
Tap the ASSIGN / CHANGE JOB button. This opens the Assign Job screen. Here you will see a list of all your currently clocked in employees. Employees with no assigned job have a green clock symbol next to their initials. Employees with an assigned job have a blue clock symbol next to their initials and the cost code of the job is displayed below their name, alongside the length of time they have been working on that job.
Tap the employee(s) to which you wish to assign a job. Their box will turn black and have an orange tick to indicate they have been selected. To quickly select all the employees, tap the Select All button at the top-right of the screen.
Tap the ASSIGN JOB button at the bottom of the screen. This opens a list of cost codes, split into two tabs which you can switch between at the top of the screen. The Recent Cost Codes tab displays cost codes which you have used within the last seven days, while the All Cost Codes tab displays every cost code available under your current job (your current job is displayed at the top of the screen).
If you are already under the correct job, move to step 7. Otherwise, tap the Change button in the top-right of the screen. This opens the Change Job screen. The Recent Jobs tab displays contracts which you have used within the last seven days, while the All Jobs screen displays every contract available to select.
Tap to select the job you wish to change to. You will then be taken to the cost code list for that job.
Scroll through the list to find the desired cost code, or type its name or number into the search bar.
Tap to select the desired cost code. It will then be assigned to the transaction.
Lunch and Breaks
You can clock employees in and out for lunch and breaks from the Lunch / Break screen.
To start a break or lunch:
Tap the LUNCH / BREAK button. This opens the Lunch / Break screen. Here you will see your crew listed in two categories: ‘On Lunch/Break’, if at least one employee is on lunch or break, and ‘Working’ if at least one employee is clocked in and not on lunch or break.
Tap the employee(s) you wish to clock out for a break or lunch. Their box will turn black and have an orange tick to indicate they have been selected. To quickly select all the employees, tap the Select All button at the top-right of the screen.
Tap the LUNCH button or the BREAK button at the bottom of the screen.
To end a break or lunch:
Tap the LUNCH / BREAK button. This opens the Lunch / Break screen. Here you will see a list of all your currently clocked in employees.
Scroll through the list to find the employee(s) you wish to clock in from a break or lunch.
Tap the END BREAK or END LUNCH button at the bottom of their box.
If they are going back to the same job they were working on before their break or lunch, tap Continue. If they are going to start work on a different job, tap Change Job. If they were not assigned to a job before their break or lunch, tap Assign Job.
If you selected Continue, you are now done. Otherwise, complete the job assignment process. Once the job is assigned, the employee will be clocked back in.
Miscellaneous
The availability of the Miscellaneous section is dependent on the “Linked to Mobile” setting for the Miscellaneous time type (configured on the web module). There are three possible settings:
Not Available: The Miscellaneous button and screen are not visible on mobile.
Review Only: The Miscellaneous button and screen are visible on mobile, but mobile users cannot update any records.
Available for Miscellaneous input: The Miscellaneous button and screen are visible on mobile and mobile users can create Miscellaneous records.
If the Miscellaneous button is available, tap it to open the Miscellaneous screen. You will see your crew split into two groups: All Crew and Miscellaneous. The All Crew group contains all employees within your crew who do not have any Miscellaneous transactions recorded on the selected date. The Miscellaneous group contains employees within your crew with at least one Miscellaneous transaction recorded on the selected date, ordered by recency of their last Miscellaneous transaction.
Adding a Miscellaneous Record
If the "Available for Miscellaneous input" setting is active, the Global and ADD RECORD buttons will be visible at the bottom of the screen.
To begin adding a Miscellaneous record, you must first select the employee(s). This can be done from the Miscellaneous screen or using the global search.
To select employees from your crew, tap the circle on the right of their card on the Miscellaneous screen. You can select as many employees as you wish using this method.
To select an employee from outside your crew, tap the Global button. This opens the global search. Enter the employee's name in the search bar under the Global tab to see a list of results, then select the employee from the list. Only one employee can be selected at a time using this method.
If you selected employees from the Miscellaneous screen, tap the ADD RECORD button to open the Add Miscellaneous Record screen. If you selected an employee from the global search, the Add Miscellaneous Record screen will open automatically.
Tap Subtype to view the list of available subtypes. Select a subtype, then tap CONFIRM. Every Miscellaneous transaction must have a subtype.
Tap Contract/CC to open the cost codes list. You can find recently used cost codes under the Recent Cost Codes tab, or view all available cost codes for the current contract under the All Cost Codes tab. To change to a different contract, tap Change, select the new contract, then tap CONFIRM. Once you have selected the desired cost code, tap CONFIRM. This step is mandatory.
If you selected an amount-based subtype, enter the monetary amount of the transaction is the Amount field. If you selected an hours-based or memo hours-based subtype, enter the number of hours in the Hours/Memo Hours field. This step is mandatory.
Optionally enter a comment for the transaction in the Comment field. This comment will be visible to approvers on the web application.
Tap CONFIRM to create the Miscellaneous transaction.
Review
On the Review screen, you can review the time clocked by each of your employees and yourself on each day. Upon tapping the REVIEW button, you will be presented with a summary of the time clocked on the present day.
To view a different day, use the < and > buttons either side of the date at the top of the screen. Note that all mobile data is archived after 30 days and will no longer be available to view.
To view a full breakdown of an employee’s clocked time on a given day, go to the summary for that day then tap the employee’s name.
If there are multiple shifts for that day, you can switch between them using the tabs below the date.
Tap the ‘Add a daily comment’ button at the bottom of the screen to add a comment for the employee relating to the selected day. This comment will be visible to the project manager on the web application in the Day Comments box when they are reviewing and approving the time recorded for this employee.
Clocking Out
Clocking Yourself Out
Tap the CLOCK OUT button. You will receive a popup message asking if you want to clock yourself out.
Tap Yes on the popup.
Clocking out an Employee Manually
Tap the CLOCK OUT button. If you are still clocked in, you will receive a popup message asking if you want to clock yourself out.
Tap No on the popup. This opens the Clock Out screen. Here you will see your crew listed in three categories: Clocked in, Absent and Clocked Out.
Tap the MANUALLY button at the bottom of the screen.
Select the reason for the manual clock out. If they have finished their shift but are not with you in person, select REMOTE. If they do not have their card or badge, select MISSED CARD.
If you clocked this employee in, you will be able to find them listed under the Clocked-In Crew tab. Scroll through the list to find them or type their name into the search bar. If someone else clocked this employee in, open the Global tab and type their name into the search bar.
Once you have found the employee in either tab, tap their name.
If you selected REMOTE:
Enter the reason for the remote clock out or the absence in the text box. This reason will be visible to project managers on the web application. This step is not mandatory.
Tap Clock Out or End Absence to clock out the employee.
If you selected MISSED CARD:
Your camera will open automatically. Take a photo of the employee as evidence that they stayed to the end of their shift.
Tap Clock Out at the bottom-right of the screen to clock out the employee.
Clocking out an Employee by Scan
Tap the CLOCK OUT button. If you are still clocked in, you will receive a popup message asking if you want to clock yourself out.
Tap No on the popup. This opens the Clock Out screen. Here you will see your crew listed in three categories: Clocked in, Absent and Clocked Out.
Tap the BY SCAN button at the bottom of the screen. Your camera will open automatically.
Align your camera with the employee’s badge or card such that the gold box on your screen is at the centre of the QR code.
Once the QR code has been recognised, you will see the employee’s profile picture and be asked if you want to clock them out. Tap the YES button to clock them out. Your camera will then automatically reopen to allow you to quickly scan out the next employee.
Clocking Out an Absent Employee
Ending an employee's absence from the Clock Out screen will update their status to Clocked Out. Thus, this should only be done at the end of their scheduled shift. If you wish to end an employee's absence because they have arrived to work, you should clock them in - see Clocking In for more details.
Find the employee under the Absence section.
Tap the End Absence button on their card. You will be prompted to enter a reason for the absence.
If a reason was entered when the absence was started, that reason will appear in the text box. The reason will be visible to project managers on the web application. You can edit the reason if you wish or leave it unchanged (even if it is the default “No reason”).
Tap the End Absence button on the Absence Reason popup to clock out the employee.
Batch Clock Out
You can use the batch clock out function to manually clock out multiple employees from your crew at once.
Tap the circles on the right of each employee's card to include them in the batch clock out. Tap the Select All or Deselect All buttons to quickly select or deselect every clocked in employee in your crew.
Once you have selected every employee you wish to clock out, tap the MANUALLY button. You will be prompted to enter a reason for the batch clock out.
Enter a reason for the batch clock out in the text box if you wish. This reason will be visible to project managers on the web application. This step is not mandatory.
Tap Clock Out to clock out the employees. If any of the employees you selected are unable to be clocked out due to tolerance rules, you will be informed of this in a popup message. Any such employees will remain on the Clocked In list.
Individual App
Clocking In
Tap Clock In. If any custom clock in notifications have been added for your timesheet group, you will be taken to the Notifications screen where you can view and respond to them if necessary. If no custom notifications exist, you will just receive the “Fit to work” popup.
Tap YES on the “Fit to work” popup/notification to confirm you are fit to work. If there are any other notifications requiring confirmation, you must also complete these and then tap PROCEED.
If the Select Contract screen is opened after tapping PROCEED, go to step 4. Depending on your timesheet group settings, you may be required to take a photo of yourself upon clocking in to prove that someone else is not clocking in on your behalf. If this setting is enabled, the front-facing camera of your device will open after tapping PROCEED. Take a photo of yourself and then tap Submit. If you need to retake the photo, tap the back arrow to reopen the camera. Once the photo is submitted, the Select Contract screen will open.
Tap “Select Contract” to open the list of available contracts. You can find recently used contracts under the Recent Contracts tab or view all available contracts under the All Contracts tab. Tap to select a contract.
Tap “Select Cost Code” to open the list of available cost codes. You can find recently used cost codes under the Recent Cost Codes tab or view all available cost codes for the selected contract under the All Cost Codes tab. Tap to select a cost code.
Once you have selected a contract and cost code, tap START to clock yourself in. The new worked hours transaction will appear at the top of the screen.
Changing Contract
If you have already clocked in and need to change to a different contract, you can do this without having to clock out and clock in again.
Tap “Select/Change a contract” to open the contract selection screen.
Tap “Select Contract” to open the list of available contracts. You can find recently used contracts under the Recent Contracts tab or view all available contracts under the All Contracts tab. Tap to select a contract.
Tap “Select Cost Code” to open the list of available cost codes. You can find recently used cost codes under the Recent Cost Codes tab or view all available cost codes for the selected contract under the All Cost Codes tab. Tap to select a cost code.
If you wish, you can enter a comment in the comment box to explain the change of contract.
Once you have selected the new contract and cost code, tap START to confirm. The new worked hours transaction will appear at the top of the screen with the new contract visible.
Lunch
You must be clocked in to start a lunch transaction.
To start a lunch transaction, tap Lunch. You will receive a confirmation popup.
Tap YES on the popup to confirm. The new lunch transaction will appear at the top of the screen.
To end the lunch transaction, tap End Lunch. You will be asked whether you wish to continue with the previous contract or start a new one.
Tap CONTINUE to continue with the contract you were working on before lunch or tap CHANGE CONTRACT to open the contract selection screen and select a new contract.
Once you have ended the lunch, a new worked hours transaction will be displayed at the top of the screen.
Absence
To start an absence transaction, tap Absence. This opens the Absence screen.
If you were already clocked in, the contract and cost code from the current worked hours transaction will be filled automatically, but you can still change them if necessary.
To select a different contract for the absence, tap Select Contract to open the list of available contracts. You can find recently used contracts under the Recent Contracts tab or view all available contracts under the All Contracts tab. Tap to select a contract.
To select a different cost code for the absence, tap Select Cost Code to open the list of available cost codes. You can find recently used cost codes under the Recent Cost Codes tab or view all available cost codes for the selected contract under the All Cost Codes tab. Tap to select a cost code.
Tap Select Subtype to open the Subtypes screen. This shows a list of absence subtypes to select from. Tap to select a subtype.
If you wish, you can enter comments in the comment box to explain the absence.
Tap START to start the absence. The new absence transaction will appear at the top of the screen.
To end the absence transaction, tap End Absence. You will receive a confirmation popup.
Tap YES on the popup to confirm. Note that you are not automatically clocked back in after ending an absence.
Miscellaneous Tasks
To record a miscellaneous task, tap Miscellaneous Task. This opens the Miscellaneous Task screen.
If you were already clocked in, the contract and cost code from the current worked hours transaction will be filled automatically, but you can still change them if necessary.
To select a different contract for the task, tap Select Contract to open the list of available contracts. You can find recently used contracts under the Recent Contracts tab or view all available contracts under the All Contracts tab. Tap to select a contract.
To select a different cost code for the task, tap Select Cost Code to open the list of available cost codes. You can find recently used cost codes under the Recent Cost Codes tab or view all available cost codes for the selected contract under the All Cost Codes tab. Tap to select a cost code.
Tap Select Subtype to open the Subtypes screen. This shows a list of task subtypes to select from. Tap to select a subtype.
If it is an amount-based task type, you must enter the payment amount in the Amount field.
If you wish, you can enter comments in the comment box to explain the task.
Tap START to record the miscellaneous task. The task will be visible in the Recent Transactions list, which you can view by tapping the “X recent transactions” link on the main screen.
Clocking Out
Tap Clock Out. If any custom clock out notifications have been added for your timesheet group, you will be taken to the Notifications screen where you can view and respond to them if necessary. If no custom notifications exist, you will just receive the standard confirmation popup.
Tap OK on the popup to confirm the clock out. If there are any notifications requiring confirmation, you must also complete these and then tap PROCEED.
Depending on your timesheet group settings, you may be required to take a photo of yourself upon clocking out to prove that someone else is not clocking out on your behalf. If this setting is enabled, the front-facing camera of your device will open after tapping PROCEED. Take a photo of yourself and then tap Submit. If you need to retake the photo, tap the back arrow to reopen the camera. Once the photo is submitted, the clock out will be complete.
Adding a Transaction for a Previous or Future Day
Given that your timesheet group allows non-real-time transactions, you are able to add transactions for past days which you may have forgotten or not been able to record in real time. If your timesheet group allows future-dated transactions, you are able to add transactions for future days up to the final day of the current timesheet period. If you need to add multiple transactions on a day for which you have no data recorded, it is recommended to use the Add Shift function, as this is much quicker than adding each transaction individually (see Adding a Shift).
Open the day for which you wish to add a transaction. You can do so by tapping the day in Week view or by scrolling to the day or using the calendar to select it in Day view. If the relevant timesheet group parameter is enabled and the timesheet period is still open for reporting, the + SHIFT and +TRANSACTION buttons will be available at the bottom of the screen.
Tap + TRANSACTION. This opens the Add Transaction screen.
Tap Transaction Type to open the list of available transaction types. If the timesheet group is configured not to allow non-real-time transactions, Miscellaneous will be the only timesheet type available to select.
Tap to select a transaction type. The relevant fields for that transaction type will now appear on the Add Transaction screen.
Complete the remaining fields for the transaction – see the help topics for each transaction type for more detailed instructions.
In addition to the regular fields for the transaction type, you must enter a start and end time for the transaction (unless it is a miscellaneous task).
Tap START to add the transaction.
Tap SAVE on Day view to save the added transaction.
Adding a Shift
Given that your timesheet group allows non-real-time transactions, you are able to record an entire shift for a previous day on one screen. This is the recommended process if you have no timesheet data recorded for a day on which you worked, as it is much quicker than adding each transaction individually. Note that when you add a shift, all previously recorded timesheet data for that day is deleted.
To add a shift:
Open the day for which you would like to add a shift. If your timesheet group allows non-real-time transactions and the timesheet period is still open for reporting, the + SHIFT and +TRANSACTION buttons will be available at the bottom of the screen.
Tap the +SHIFT button to open the Add Shift screen.
Tap Contract to open the list of available contracts. You can find recently used contracts under the Recent Contracts tab or view all available contracts under the All Contracts tab. Tap to select a contract.
Tap Cost Code to open the list of available cost codes. You can find recently used cost codes under the Recent Cost Codes tab or view all available cost codes for the selected contract under the All Cost Codes tab. Tap to select a cost code.
Tap Subtype to open the list of available Worked Hours subtypes and select the most applicable option for the shift.
Enter the start and end dates and the start and end times for the shift. The start and end dates are both set to the selected day by default, though you may need to change the end date if it was a night shift.
If you wish to include a Lunch transaction in the shift, tap the Add Lunch toggle to reveal the lunch fields.
Tap Lunch Subtype to open the list of available Lunch subtypes and select the most applicable option.
Enter the start and end dates and the start and end times for the lunch. The start and end dates are both set to the selected day by default, though you may need to change the end date if it was a night shift.
You can repeat this process to add additional jobs and breaks if necessary.
Tap ADD SHIFT to save the shift.
Managing Timesheets
Once you have reached the end of a timesheet period, you must complete and submit your timesheet so that it can go through approval in the web module. Timesheet periods are one week in length. If the timesheet period has not yet been closed for data entry and the timesheet group allows non-real-time transactions, you will be able to retroactively add transactions for previous days. Even if you have already completed your timesheet for a timesheet period, if the period is still open you can recall the timesheet to add transactions if necessary.
To view your timesheet, tap the Week tab at the top of the screen to open Week view.
The current week is open by default. You can tap the < and > buttons either side of the date range to scroll between weeks or tap the date range to open the calendar and select a week from there. Beneath the date range is a progress bar showing how close you are to completing the expected number of worked hours for the selected week.
Completing a timesheet
Before you complete your timesheet, ensure that you have no ongoing time transactions. Attempting to complete a timesheet while you still have an open transaction will return an error message.
Open the week of the timesheet you wish to complete in Week view.
Tap COMPLETE TIMESHEET. You will receive the Timesheet Details notification at the bottom of the screen. If the timesheet contains fewer hours than expected, you will be informed in this notification.
Tap SIGN to open the Add Signature screen.
Use the touchscreen to add your signature. This is to confirm that the data contained in the timesheet is accurate to the best of your knowledge. If you make a mistake, tap Clear signature to reset the screen. Once you have added your signature, tap Done to complete the timesheet.
Recalling a timesheet
If the timesheet period is still open to reporting, it is possible to recall a completed timesheet. Once the timesheet is recalled, you will be able to add further transactions to it.
Open the week of the timesheet you wish to recall in Week view.
Tap RECALL TIMESHEET. You will receive a popup asking if you are sure.
Tap YES on the popup to recall the timesheet.