Time Entry Using Text Messages

From WikiTSheets

This page is part of the TSheets User Guide

Text Messaging

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 know somebody who has.

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.

Installing the Text Messaging Add-On

To add the ability for users to clock in/out, switch job codes and add notes to their time entries all via text message, follow the steps below.

As the Administrator, click on "Company Settings".
Click "Add-ons".
Select the "Install" button next to "Text Messaging".

Assigning the Text Messaging Add-On

To allow your employees to clock in by text message or by Jott's integrated voice recognition system, follow the steps below.

As the Administrator, click on " Manage Employees".
Select the edit button next to the employee name.
In the permission's column, check the box next to "Mobile Time Entry".
Click on the "Save" button in the bottom right corner.

Assigning Short Cuts

Because texting is practical we created this feature, but because texting isn't the quickest means of communication we've also allowed for the set up of short cuts for each of your job codes. These are simple to set up and will save you a lot of button pushing time as well as drastically lower the risk of typos.

As an administrator, log into the TSheets account and open the "Manage Job-Codes" icon on the main menu ("My Menu").
Click on the edit icon (pencil and paper) across from the Job Code that you wish to assign an SMS code.
Type the SMS code into the box next to the name of the Job Code.
Repeat for as many job codes as necessary.

These codes can be whatever you like them to be; the initials of the project, location, or even just your lucky number. Because the names will be easier to remember if they pertain to the job code specifically we recommend using a shorthand version of the job code. For example, Job Code: Highway 95 renovation - SMS Code: Hghwy95. To help you remember the codes we've created a link called the "Printable Text Message Cheat Sheet" and we highly recommend printing out a copy for every employee (or attach it in an email, sticky note, text message - just make sure every employee gets a chance to see it).

To get to the "Printable Text Message Cheat Sheet":

As an administrator, log into the TSheets account and open the "Company Settings" link on the main menu ("My Menu").
Click on the "Add-Ons" tab and scroll through the list to find "Text Messaging".
Underneath the "Uninstall" button there is a "Preferences" button - click on it.
This will open a box that will have another link to create SMS codes (you can go here to edit them or review them directly before you print) and below it a link in red that says: "Printable Text Message Cheat Sheet".
Clicking there will open a whole new window with a black and white table of your job codes and their corresponding SMS codes that you may (and we restate: recommend) print.

Using the Text Messaging Add-On

Registering Your Cell Phone

To Register your cell phone with your TSheets account send a text message to 68398 with this message:

T register "your username" "your password" "company url for TSheets"

Here is an example of how it will look if John Freed, who's password is 1234, from GP Consulting (TSheets url: http://gpconsulting.tsheets.com) was registering:

T register jfreed 1234 gpconsulting

You will receive a text message back from TSheets confirming your registration. If for some reason you do not receive a confirmation message within 45 seconds try sending your message again to our backup number, 313131. If it still doesn't go through contact our customer support for assistance.

After you have registered your cell number you can immediately start texting to clock in/out, attach notes, check your work log and many other options. The following list simply shows a few guidelines for texting TSheets.

Make sure you know our number - 68398 (backup number: 313131)
Be sure to put a "t" (capitalization doesn't matter) at the start of your message

If at any time you would like to unregister your cell phone send a text to 68398 with this message:

T unregister

You will receive a text message back confirming that your cell phone number has been unregistered.

Confirmation Options

The confirmation options can be set by any user with permission quickly and easily.

Log into your TSheets account and open the "Text Messaging" icon under "Add-Ons" on the main menu ("My Menu").
At the bottom of the box that pops you will find different confirmation options available to you.
You may choose to have confirmation text messages or emails sent to you. (You may also choose both or neither).

Frequent Commands

To clock in:

t in Insert Job Code Here
t in Insert Job Code Here at Insert Time Here - Only if you're an administrator, manager or have the permission "Manage My Timesheets"
t in Insert Job Code Here @ Insert Time Here - Only if you're an administrator, manager or have the permission "Manage My Timesheets"
t clock in Insert Job Code Here
t clock in Insert Job Code Here at Insert Time Here - Only if you're an administrator, manager or have the permission "Manage My Timesheets"
t clock in Insert Job Code Here @ Insert Time Here - Only if you're an administrator, manager or have the permission "Manage My Timesheets"
t ci Insert Job Code Here

To clock out:

t out
t out at Insert Time Here - Only if you're an administrator, manager or have the permission "Manage My Timesheets"
t out @ Insert Time Here - Only if you're an administrator, manager or have the permission "Manage My Timesheets"
t clock out
t clock out at Insert Time Here - Only if you're an administrator, manager or have the permission "Manage My Timesheets"
t clock out @ Insert Time Here - Only if you're an administrator, manager or have the permission "Manage My Timesheets"
t co

To check status:

t status

To change job codes during a shift:

t switch Insert Job Code Here
t switch Insert Job Code Here at Insert Time Here - Only if you're an administrator, manager or have the permission "Manage My Timesheets"
t switch Insert Job Code Here @ Insert Time Here - Only if you're an administrator, manager or have the permission "Manage My Timesheets"

To create notes:

t notes Insert Notes Here

Specifying Times

This can only be done if you are an administrator, a manager or were given the permission "Manage My Timesheets" by an administrator.
Time will not be recorded in the future, so any time that you are typing is in reference to the past 24 hours.
Overall, the program is lenient and will recognize what time you are typing, but there are a few specifications that you should note in your text message.

the word "at" or the symbol "@" is required.
Either 12 hour or 24 hour format is accepted.
You do not need to put in a separator between the hours and minutes.

Tips and Tricks

This list of tried and true practices will keep things running smoothly for your TSheets account.

Yes, it's already been said, but it can't be emphasized enough! Make sure you check with your mobile service provider to be sure that you have texting capabilities included in your plan - make sure that you account for both the messages you will be sending and the confirmation messages you will be receiving.
Sign up for the confirmation text messages (the emails are optional as well). These will give you immediate feedback so that you can be sure the command went through as you intended.
Save 68398 to your contact list/address book so you will always have it programmed in your phone.
Keep a copy of the cheat sheet with you; in your wallet or purse, your desk at home and the office, maybe even a copy in your glove box so you're never without it when you may need it.
Clocking in, out or switching job codes can only be done in the past or present; i.e. if it is 2:00 pm you cannot text the command to be clocked out at 4:00 pm - it will just clock you out when it receives the text message.
- Keeping this in mind if you realize that you forgot to clock out the night before you can simply send a text with the time you should have clocked out and your timesheet will be adjusted.
  - Once again, the specific time entry features are only available if you're an administrator, manager or have the permission "Manage My Timesheets".
If no action is specified in the text message, TSheets will record it as a note.
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. Keeping this number saved in your phone or address book as a back up is a good idea too!