How Start Day, vehicle logs and timesheets work

The crew signs on and off from their phone. Their hours and kilometres go straight to Timesheets, ready for you to approve.

No more paper timesheets or chasing the boys for hours on a Friday. Everyone starts and ends their day in the app, and you approve it all from one screen.

Start the day

1
On the Home screen, tap the Start day button next to the +.
2
Check the vehicle. robot Plan shows the car you normally drive. Tap Change to pick another one, or choose Not driving.
3
Check the odometer reading and fix it if it’s wrong.
4
Tick the quick checks (tyres and lights, no damage, load secure) and confirm you’re fit to work.
5
Tap Sign on. robot Plan shows your next job, and you can tap Start job straight away.

Tip

Tapping Start job before you’ve started your day? robot Plan reminds you with a Start day › link. It won’t stop you working.

Swap cars and end the day

1
While you’re on shift, tap the button on the Home screen to open your shift.
2
Changing vehicles? Tap Swap and pick the new one.
3
Done for the day? Tap End day.
4
Check your start and finish times, your break and any overtime (with a reason).
5
Enter the end odometer reading if you were driving.
6
Tap Sign off. The day goes to Timesheets as To approve.

Approve timesheets

Open Timesheets from the Work menu. You’ll see a week at a time, with hours, overtime and leave for each person.

1
Use ‹ › to move between weeks.
2
Tap any day to fix the start, finish, break or overtime, then tap Save.
3
Tap Approve on one day, or Approve all to approve every day waiting.
4
Tap the download button to export the week as a spreadsheet.

Good to know

Staff can edit their own days until they’re approved. After that, the day is locked for them. Admins and Project Managers can see and edit everyone’s days. Employees only see their own.

Reminders and auto email

Reminder (bell button): sends a notification to anyone who hasn’t confirmed their time. Choose Daily, Weekly or Off, and what time it goes.
Auto email (envelope button): emails the week’s hours and a spreadsheet to your bookkeeper or payroll. Pick the day, the time and whether it sends last week or this week. Change the wording in Settings → Templates.
Add leave or a holiday: add annual leave, sick days, public holidays and more. Staff see Request leave instead, and a manager approves it. People on leave show as unavailable when you book jobs.

Vehicle log book

Every day that’s started and ended with a vehicle adds a trip to that vehicle’s log. Open Vehicles from the Work menu to set each vehicle’s Primary driver, then tap Download log book. Choose one vehicle or all of them, and this financial year, the last 12 weeks or all time. You get a CSV file that opens in Excel or Numbers.

Still stuck?Talk to a real person on the robot team, or ask Sophie any time.

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