Timesheets & Time Tracking

YardPilot tracks two types of time: daily attendance for payroll and visit timers for job costing. Together, they give you complete visibility into how your team spends their time.

Overview

Daily Check-in → Work Visits → Visit Timers → Daily Check-out → Timesheet

Two Tracking Layers

Type	Purpose	Who Records	Used For
Daily Attendance	When team clocks in/out	Team lead or worker	Payroll
Visit Timers	Time spent per visit	Team lead	Job costing, P4P

Why Two Layers?

Daily attendance answers: "How long was the employee at work?"

Visit timers answer: "How long did each job take?"

The total of visit timers plus travel/breaks should roughly equal attendance time.

Daily Attendance

Track when team members start and finish work each day.

Team Lead Check-in

At the start of the day, the team lead:

1. Opens the app
2. Goes to Attendance → Start Day
3. Selects team members present
4. Confirms check-in for all

Individual Check-in

If working solo or arriving late:

1. Team member opens app
2. Taps Check In
3. Time is recorded

Check-out

At end of day:

1. Team lead checks out the team, or
2. Individual taps Check Out
3. Total hours calculated automatically

Visit Timers

Track time spent on each visit for accurate job costing.

Starting a Visit Timer

1. Navigate to the visit
2. Tap Start Timer
3. Timer runs for all checked-in team members assigned to the visit

Stopping a Visit Timer

1. When work is complete, tap Stop Timer
2. Duration calculated automatically
3. Labour cost calculated (duration × hourly rates)

Timer Display

While timer is running:

• Elapsed time shown on visit card
• Running timers visible in team dashboard
• Notification if timer runs unusually long

Timesheets

Timesheets compile time records for payroll processing.

Weekly Timesheet

Shows all time for a team member:

Day	Check In	Check Out	Hours	Visits	Visit Time
Monday	7:00	15:30	8.5 hrs	5	6.2 hrs
Tuesday	7:15	15:45	8.5 hrs	4	6.8 hrs
Wednesday	7:00	15:00	8.0 hrs	6	5.9 hrs
Thursday	7:30	16:00	8.5 hrs	5	6.5 hrs
Friday	7:00	14:30	7.5 hrs	4	5.8 hrs
Total			41 hrs		31.2 hrs

Timesheet Statuses

Status	Meaning
Draft	Week in progress or just ended
Submitted	Team member has submitted for approval
Approved	Manager has approved for payroll
Exported	Sent to payroll/accounting system

Key Features

Labour Cost Tracking

Each time entry calculates cost:

Labour Cost = Duration × Hourly Rate

• Hourly rate set per team member
• Costs aggregated per visit, job, and client

Billable vs Non-Billable

Mark time as:

• Billable - Charged to client
• Non-billable - Internal cost (training, travel, etc.)

Break Tracking

Record breaks for accurate hours:

• Automatic break deduction available
• Manual break entry for flexibility

In This Section

• Daily Attendance - Clock in/out for payroll
• Visit Timers - Track time per visit
• Managing Timesheets - Review and approve
• P4P Integration - Performance tracking