Time Tracking Summary
A better understanding of the actual time and labor that goes into scheduled work can only start with accurate time tracking of the employees assigned to given jobs. Time tracking features within Housecall Pro allow you to better track the time your employees are spending on travel or working on the job site! This ultimately leads to insight into your field employees' efficiency and a more accurate sense of how labor impacts your job profitability.
To ensure that your employees can track their individual time on jobs, you'll want to start out by turning on this feature in your Housecall Pro account. We'll cover how to do that in this Help Article, and we'll also provide other information to make sure that you get the most out of Time Tracking with Housecall Pro.
Setting Up Time Tracking
To enable Time Tracking, first, click on the My Apps icon (3x3 square) next to the gear icon in the top right corner of your HCP screen.
Next, click on the 'Go to App Store' button at the top of the app menu.
From the App Store, scroll down until you see the Time Tracking app, then click on the app directly, or click the 'View Details' button.
On the Time Tracking App Details page, click on the blue 'Settings' button, which will take you to your Time Tracking settings.
Alternatively, you can navigate to your Time Tracking settings by clicking on the Account Settings gear icon and selecting 'Time tracking' from the menu on the left.
From here, you can enable your Time Tracking features by clicking on the toggles for each one:
'Total clocked-in time and timesheets'
'Travel and time on jobs'
'Total clocked-in time and timesheets' Feature
With this feature enabled, the clock in/out widget will be available to employees on the mobile app dashboard. This allows your employees to clock in and out of their workday to track how many hours they are on the clock, which tracks total clocked-in hours on a timesheet. Enabling this option gives your employees access to timesheet reporting.
Clocking In/Out
Once you've enabled the 'Total clocked-in time and timesheets' setting, your employees will see the clock in/out and timecard widgets at the top of their Dashboard in the HCP Mobile app.
Please note: Employees can only clock in/out via the HCP Mobile App.
To clock in or out:
Tap on the time tracking box on the main Dashboard of your HCP Mobile App.
The Time Tracking box will be gray when an employee is clocked out.
When clocked in, the Time Tracking box will turn green and show a running timer.
Tapping it again will clock the employee out again and stop the timer.
|  |
Viewing Your Timecard
Tapping on the Timecard box to the right of the Time Tracking box will show your employee their total hours clocked for the week.
To view your Timecard:
Tap the Timecard widget on the right of your HCP Mobile App Dashboard.
Scroll through to view your hours, which are broken down by each day.
Each day will also show Clock-In and Clock-Out times.
 | 
|
'Travel and time on jobs' Feature
This feature allows all employees assigned to a job to track their individual travel time and time on the job from the HCP Mobile App. Each employee assigned to a job can individually indicate when they are on their way, and when they start, pause, and stop their work on a job.
Housecall Pro will track both Travel Time and Job time. From the HCP Mobile App, whenever you or an employee presses 'On My Way,' 'Start,' or 'Finish,' we date and time stamp when this action was taken so that we can track the time a job takes.
Enabling this option will also give your company more accurate reporting on total labor.
Tracking Travel and Time on Jobs
To track travel time:
To track time spent on the job:
| 
|
Pausing Time on the Job
This functionality ensures that if job time needs to be paused before marking the job as finished, employees on the job can do so. This also ensures that, if multiple employees are working on a job at different times, they can all track their start and stop times independent of finishing a job.
To Pause Time on the Job:
| 
|
Finish a Job and Stop Tracking Job Time
To Finish a Job and Stop Tracking Job Time:
| 
|
Viewing Time Tracking History on Mobile
To view time tracking history on the mobile app, anyone assigned to the job can:
| 
|
Anyone who can see a job on the mobile app can also view the status and total time metrics for assigned employees right below the schedule widget.
|
|
Viewing Time on Jobs You're Not Assigned To
When an employee is not assigned to a job but is able to view it from the mobile app, they’ll see the job workflow along with timestamps for on my way, job started, and job completed events. If they want to trigger these events, they can as well.
They can then see specific status updates for each employee on the job below the schedule. | 
|
Location-Based Prompts
As long as you have enabled location sharing within the HCP app, we'll send reminders to start and stop your time when you arrive or leave a job site! |  |
To enable location sharing for Time Tracking notifications:
| 
|
Managing Employee Timecards
Once Time Tracking is enabled for your account, you can easily view your employees' time cards and clock-in/out locations, and edit their times as needed.
View & Edit Employee Timecards
First, navigate to My Apps (the 3x3 square icon), then click on the 'Timesheet' app icon.
You will now be directed to the Timesheets app where you can view and edit employee timecards.
From here, click the corresponding time between the date (on the left) and the employee name (at the top) that you'd like to edit.
Next, click directly on the 'In' or 'Out' time. A dropdown will appear for you to select a time, or you can manually type the time into each box.
If you need to add a new time entry, click '+ Time Entry' and adjust the in/out times as needed.
Click 'Save' once you're finished!
View Clock In/Out Locations
To view the locations where your employees have clocked in/out:
Click on the shift you'd like to view the clock in/out locations for.
Your employees' clock-in/out locations will be displayed in the Timecard window, as long as their location was enabled for the Housecall Pro mobile app and their device upon clocking in/out.
NOTE: If clock-in/out locations are not being recorded, make sure your employee's mobile device has location settings turned on for the Housecall Pro mobile app and for the device itself.
Delete a Time Entry
To delete a Time Entry, click on the one that you need to delete in the Timesheets app.
In the Timecard window that pops up, click the checkbox next to the Time Entry you need to delete. You can select more than one Time Entry here if needed. If you'd like, you can also click on the checkbox to the left of the word 'Hours' to select all time entries if they all need to be deleted.
Next, click the trash can icon in the upper right side of the Timecard window.
Click the red 'Delete' button in the confirmation window to delete the time entry.
Mark Hours as Paid/Unpaid
If you're manually tracking payroll through HCP and you need to mark hours as Paid or Unpaid:
First, select your employee's hours/shift in the Timesheets app.
Next, click the checkbox for each time entry in the Timecard window.
You can also choose the hour type under the Type column by clicking on the dropdown for each time entry.
You can select either, 'regular hours,' 'overtime,' or 'double overtime.'
Once the time entries and hour types are selected, click on the Paid/Unpaid icons (dollar signs) in the Timecard window, to the left of the trash can icon
The dollar sign icon with a slash through it is the Unpaid button, and the dollar sign icon with no slash is the Paid icon.
Upon clicking the Paid icon, you'll see the word 'PAID' above each time entry in the Hours column.
Finally, click the blue 'Save' button at the bottom right of the Timecard window.
You'll see the changes reflected on your employee's hours for that shift with the word 'Paid' and hours in red.
Repeat this process for each shift you need to mark as Paid or Unpaid, and you're all set!
Time Tracking Metrics on the Job Page
Our system can track the time from when an employee taps 'On my way,' to the time they tap 'Start job,' to the time they tap 'Finish job.' This is available on the web portal and in the Housecall Pro mobile app.
On the Housecall Pro web portal, you can see the timestamps of each step under the 'OMW,' 'Start' and 'Finish' buttons.
Field Tech Status & Time Tracking History
Within the Job details page on the Housecall Pro web portal, you’ll be able to see the Field Tech status of each employee assigned to the job, which will give you a more accurate account of Total Labor Time.
From the Field Tech Status table, you can review:
The name of each employee assigned to the job
Each employee's Status on the job
Each employee's total travel time
Each employee's total time on the job
For a breakdown of each employee's Time Tracking history on specific jobs:
Click into each assigned employee's individual row in the Field Tech Status table.
This will bring you to the Field Tech Details page, which gives a more detailed Time Tracking history per employee.
If necessary, you can edit the Total Travel Time and Total Job Time by clicking on the 'Edit' button in the top right corner of the Field Tech Details page.
Under Time Tracking, manually adjust the Total Travel Time or Total Job Time by entering the hours and minutes into each gray box. If you'd like to notate the reason for the time adjustment, you can also leave a note in the notes section.
Once the adjustments are made, click on the blue 'Save' button in the top right corner of the Field Tech Details page.
To exit out of Editing mode without saving changes, click 'Cancel' in the top right corner of the screen, to the left of the 'Save' button.
To leave this page without saving any changes and be taken back to the Job Details page, click on the 'X' icon in the top left corner of the screen.
Export your Timesheet Report
A Timesheet report gives you a detailed view of your employees' time entries and total hours and is available from the Housecall Pro web portal.
To export your Timesheet Report:
First, navigate to My Apps by clicking on the 3x3 square icon in the top right corner of your Housecall Pro account, then select the Timesheet app.
From here, you can select the time period for the report by clicking the radio button for the options: 1 week, 2 weeks, Month, or Year.
Next, select your report dates by clicking the dates in the 'From' and 'To' section at the top of the Timesheet app. A dropdown calendar will appear where you can select the date for each one.
Once the time period and date range are set, click the Export button (downward arrow over a line) in the top right corner of the page to export your Timesheet report.
A small window titled 'Export time tracking data' will pop up to confirm the export and the email address that the report will be sent to. If everything looks good, click 'Export' on that window.
Timesheet Report Dash Widget
If the Dash page is available on your account, you can also add a Timesheet Report widget to your Dash with the time period selected by clicking 'Save Report' to the left of the Export button.
Upon clicking 'Save Report,' the Timesheet report will be saved as a widget on your Dash page.
If you don't see the Timesheet Report widget there, you may need to click on 'Show More' at the bottom of the Dash.
Please note: Multiple Timesheet Report Widgets will not populate on the Dash if the time period is updated and 'Save Report' is clicked in the Timesheet app, as the Timesheet Report Widget can only save one time period at a time. If you select a different time period in the Timesheet app and click 'Save Report,' the widget will be updated with the new time period selected.
Related Articles
Check out these tips on attracting great employees to your company.
Having trouble finding what you need?
Use the blue bubble to reach out to our chat team for live customer support. If you’d prefer to talk it out over the phone, call our support number at 858-842-5746.