Mobile Time Entry

From WikiTSheets

This page is part of the TSheets User Guide

Enter and track your time from anywhere in the world. TSheets allows you to clock in via phone call, text message, twitter, mobile web or iPhone. Learn more about each of these below.

Contents 1 Phone Call (Jott.com) 1.1 The Basics 1.2 How It Works 1.3 Getting Started 1.4 The Process 1.5 Want More? 2 Text Message 2.1 The Basics 2.2 How It Works 2.3 Getting Started 2.4 The Process 2.5 Want More? 3 Twitter 3.1 The Basics 3.2 How It Works 3.3 Getting Started 3.4 The Process 4 Mobile Web 4.1 The Basics 4.2 Getting Started 4.3 The Process 4.4 Extras 5 iPhone 5.1 The Basics 5.2 How It Works 5.3 Getting Started 5.4 The Process 5.5 Want More?

Phone Call (Jott.com)

The Basics

Jott.com is an innovative system that will take a recorded voice message and translate it into an SMS message. The idea behind Jott is to be able to create lists and schedules in print simply by saying them aloud. Almost everything can be done with this system from making a grocery list to clocking in to work - with some help from TSheets!

With the Jott Add-On an employee may clock in, update their job code throughout the day, record notes and clock out; all by making a few toll free calls.

How It Works

Jott translates your voice messages and sends the text to TSheets. TSheets then analyzes the message, determines actions based on personalized project codes and key-words, and then takes action for you.

Getting Started

1. As an administrator of the account, install the Jott Add-On from the Add-Ons list located under the Company Settings tab on your main menu.
2. By clicking on the Jott icon you will receive additional instructions to link your TSheets account to your Jott account - which, yes, you need to have an account set up for both programs.

Once an account administrator has completed these steps, any worker with the “Mobile Time Entry” permission can then link their accounts to Jott and start tracking their time. Jott will ask them who they want to Jott, confirm their answer, and listen for commands that tell TSheets what kind of action to take.

The Process

You - Call Jott (866.568.8123)

Jott - “Who do you want to Jott?”

You - “TSheets”

Jott - “TSheets, is that correct?”

You - “Yes”

Jott - Beep

You - “Hi TSheets, please clock me in under the project code, meeting external, and attach the notes: meeting with Jim Stevens about bathroom remodel and proposal. Thank you.”

Jott - “Got it”

Want More?

Written above are the basic steps that it will take to get your Jott account running in sync with your TSheets account. For more information, details, tips and tricks please visit Time Entry Using Jott.

Text Message

The Basics

We wanted to take a moment and introduce you to a feature of ours that has surprised us in its popularity. Sending a text message is something that nearly every cell phone owner on this planet has done at least once in their lifetime. And if you haven’t, I’ll bet that you’ve at least received a text message at some point.

Well now you can actually clock in and out, switch between (and keep track of) different projects/ job codes, and leave shift notes all via a simple text message.

Make sure you know that while using the texting service as a part of TSheets there is no extra fee, there might be by your service provider. Preempt a frightening phone bill by checking your texting capabilities with your provider before you start texting TSheets.

How It Works

Once you have linked up your mobile phone number with your TSheets account it will serve as an ID number for your incoming text messages. This means that by sending a coded text message to 68398 you can now manage your timesheets. TSheets will receive the text message, put your commands into action, then (depending on your settings) send you a confirmation text message and/or email.

Getting Started

1. For the texting process to work you must be located within the United States or Canada. (If you are in Canada please contact us for the specific Canadian text messaging number. If you are located in another country other options are available that could work for you, contact us if you are interested).
2. Make sure that an administrator for your TSheets account has installed the text messaging Add-On from the Add-On menu.
3. If you still can't see the Text Messaging Add-On icon on your menu, it means that your permissions haven't been changed to allow mobile time entry. Have an account administrator change employee permissions under the "Manage Employees" tab in "My Menu".
4. Now click on the Text Messaging icon under the "Add-Ons" section of the main menu ("My Menu").
5. Follow the instructions that pop up to guide you through setting up your phone.

The Process

There are many things that you can do via text message pertaining to TSheets; provided here is a list of the basics. (On the left is the command, the right is what your text message should say).

• To clock in - t in Insert Job Code Here; ex. Sales Meeting
• To clock out - t out
• To add notes - t notes Insert Notes Here; ex. Resolved client's problem
• To switch between projects/job codes - t switch Insert Job Code Here; ex. Highway 95 Renovation
• To check your status any time during the day - t status

Want More?

All of this is just the first step of course. For more information, details, tips and tricks please visit Time Entry Using Text Messages.
If for any reason our texting provider is down, or if your service provider doesn't allow a connection to our short code, try texting our back up number at 313131.

Twitter

Not just for the Twitter fan, this service allows people to clock on and off via a text message sent to twitter all across the globe. Those that felt forgotten because they could not use text messaging to clock on to TSheets: rejoice! Your time to tweet has come.

The Basics

For those of you that don't know, Twitter is a means of short blogging - all posts are kept at a 140 character maximum known as tweets. It's an easy, quick way to keep your friends (or "followers") posted on the small details in life - now that includes clocking on and off (among other TSheets functions).

By sending a direct message to the TSheets Twitter account you can effectively do all the same commands as text messaging (see above) but keep things simpler in your address book and personal life; you can now combine work and play - all at Twitter.com via TSheets.

How It Works

The TSheets / Twitter link is quite similar to our Jott and text messaging features in terms of simplicity and functionality. If you’d like to restrict certain employees from using the Twitter add-on we’ve got you covered there too. Simply enable the “authorization” feature and employees won’t be permitted to use Twitter for time tracking unless they are granted the “Mobile” permission.

Getting Started

1. Log into your TSheets account as an administrator

2. Click on Company Settings and then click on the "Add-Ons" button along the left hand side of the Company Settings box.

3. Scroll down to find the Twitter Add-On and click on the install button.

All employees that have the permission for mobile time entry will now have a button under Add-Ons labeled Twitter. They may log on and set up the Twitter Add-On to match their usernames.

4. Click on the new Twitter Add-On that has appeared.

5. Enter your Twitter username and click save.

6. Log on to Twitter and make sure that you are following TSheets.

7. Send a direct message to TSheets with a message like “start client meeting, note: they love us!”

8. TSheets will process your message and reply with a confirmation message.

The Process

The process is simple. You will be sending a direct message to the username TSheets and will be receiving a response to confirm that action. The codes are very simple and similar to our text messaging system for clocking in and out (see Time Entry Using Text Messages but replace the "t" with a "d tsheets").

Some common commands are:

• d tsheets in Insert Job Code Here
• d tsheets switch Insert Job Code Here
• d tsheets notes Insert Notes Here
• d tsheets out

• With Twitter, you can also replace the "in" and "out" with "start" and "stop" respectively.

Mobile Web

Here are some instructions on how you can access TSheets from your mobile device (after you have been authorized by your admin.) via the world wide web!

The Basics

Need to clock in from a remote location? Don't want to bother with texting, jotting or twittering? Want to know your time is being recorded in real time? Have web access from your phone? TSheets has two words for you: Mobile Web.

Getting Started

1. Pull up the web browser on your mobile device.
2. From here navigate to your customized URL http://companyURL*.tsheets.com/l/username**/password***

         Insert your own information in these spots, 

         for example if my company's URL* was http://demo.tsheets.com 

         my user name** was bob 

         and my password*** was rockstar 
 
         I would go to the URL http://demo.tsheets.com/l/bob/rockstar.  
         (Remember this is case sensitive as well.)

3. From here you can clock in and out, and change job codes.
4. You should add your URL to your favorites and you will not have to do a lot of unnecessary navigation, it'll be quick and simple (just the way we like it.)

The Process

1. After logging in, you will be presented with a screen that has your most recently used job codes (they will have a red box with an "R" in it next to them).
2. From here you can manually clock in and out by either choosing a recent job code or clicking through the files to find the job code you are looking for (like you do for the main TSheets web interface).
3. Once you clock in, you will be allowed to refresh your timecard to check your time, switch job codes, enter notes, or clock out.

Extras

1. If you are the manager of a group and want to clock all of your people in, simply click on the "My Employees" link at the bottom of the screen. You will then be allowed to click on one of your employees' names and then you will be working as them. This means that you may clock into the job code that they are working on and it will clock them in. You will always be able to know who you are clocking in as by looking at the top of the screen, it will say the name of the user. (NOTE: If you are clocked in it should say "My Employees (1)". The number will change as more employees are clocked on.
2. If you would like to make adjustments to your current timesheet, or one that happened within the past few days, simply click the link at the bottom of the screen that says "Manage Timesheets". This will take you to a page where you may click "edit" to make adjustments to your current timesheet. You can also navigate to past days and click edit for those timesheets if you need to adjust them. The adjustment screen will allow you to type in the time in and time out, but the day will be set for you.
3. From the edit page you will also be allowed to delete timesheets. And, in case somebody forgot to clock in, you can select the proper start time and check the "Currently Working" box.

iPhone

Our iPhone optimized web app, TSheets Touch. TSheets Touch presents a new, graphical way of looking at and interacting with traditional time tracking methods.

Starting, stopping and switching tasks is literally a touch (or click) away, saving time and making time tracking a little less arduous.

The Basics

Working on multiple projects throughout your mobile day? Often find yourself doing the ‘one thumb text’, or 20 different things at the same time? Keeping track of your time should be simple, easy, and painless. With this in mind, one word was at the forefront of our development process: Simplicity.
With the unique ‘One Touch Job Code Switching’ feature, you’ll never find yourself scrolling through multiple menus or jostling dropdowns just to find what you’re looking for ever again. Simply open the TSheets iPhone app, locate the job code you’re looking for, and give it a tap. You’re now on the clock. That’s it!

How It Works

By visiting the optimized version of your TSheets webpage you may log on, clock in, leave notes, switch job codes, clock out and log out all from your iPhone, iPod touch or other android phone. TSheets Touch uses the same style of sidesweeping interface that most iProduct users are used to, with very little required typing to make things easier on the user.

Getting Started

First, you will want to make sure that you have an applicable phone type (or iPod touch with internet access). The iPhone or other android phone (such as the HTC Magic or Dream) will also function perfectly with this web application and get you clocking your hours the easiest way yet.
Next, simply navigate to your url with one minor change - add a "/ip" at the end. For example, if your company's title was "IWorkHere" and the url for your company is "http://iworkhere.tsheets.com" then on your iPhone you will go to "http://iworkhere.tsheets.com/ip".
From here you can bookmark the page and it will bring you back to the login screen automatically.

The Process

1. After you have successfully navigated to your TSheets page you will be shown two lines and a green login button below them. The top line is to enter your username and the line below it is to enter your password.
2. Then tap "Login".
3. The page that you are presented with is the same timecard that you would see if you accessed the page from a standard computer.
4. To clock in to a job (like you do on the computer interface) simply tap the green play arrow next to the job code of your choice.
5. To clock out you would simply hit the red stop button.

Want More?

There are plenty more things to do from your iPhone on TSheets. For more information, details, tips and tricks please check out our additional pages about the iPhone web app at TSheets Touch.