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You can use Replicon’s crew timesheet to record and allocate hours for your entire crew all at once. Crew timesheet is available in Replicon Mobile, for use on tablets or phones, and in Replicon’s web app. Note that the mobile version is optimized for use with tablets.
When recording time for your team:
Or, workers might record hours themselves, via punching. In this case, you'll only be responsible for allocating hours
Refer to the bottom of this page for FAQs on using the crew timesheet.
Refer to How crew timesheets work for more information.
To access your crew timesheet using Replicon Mobile, tap Dashboard, and then tap View Crew Time.
Crew timesheet does not support offline use, so you’ll need data or wi-fi to use this functionality via Replicon Mobile.
To open your crew timesheet, go to Team > Crew Time.
Each user in your view has a ‘card’, representing their timesheet for that day.
The circle displays the timesheet’s approval status.
The icon allows you to copy data from one user's timesheet to timesheets belonging to other users.
If a validation error or warning has been triggered for a timesheet, you’ll see the message here.
The Add Punch and Add Time Entry buttons that display on the cards allow you to enter time for this user (and select additional users to copy the entry to).
These icons show the total hours worked and break hours for the day.
If the worker has time off booked for the day, it will display on their card, so you can plan around it.
Some cards for the day may not fit on the screen. To view those cards, click or tap anywhere on any card, then drag right or left. Or, click the < or > arrow at either edge of the page. If no arrow displays, no more users are available at that side of the page.
Use this icon to add or remove users from the daily view, to reflect changes in team membership.
To hide the mass add and copy panel on the left, click the <. This can give you more space when you’re not mass adding.
To hide the hours summary and any validation messages, click the ^ for that section. This can give you more room to work on allocations.
Similarly, to hide Add Punch and Add Time Entry buttons on cards, click the ^ icons for those sections; this can give you more space.
As a crew manager, you’ve been given permission to manage timesheets belonging to certain users in your Replicon system. You may manage those you supervise, or some other group of users – often defined by location – for whom you are an assigned team manager.
From this sub-set of Replicon users, you can choose who appears on your crew timesheet. You might want to change which employee cards are visible based on who's working at your site or on your team each day.
When you first access your crew timesheet, no user timesheet cards will display. To add users to your team:
Members you select will display on your Crew Time view.
If your team membership changes, either rarely, or from one day to the next, you can update which members are available on your crew timesheet. Your selection will update the view for all days, but will not affect the data that is saved each day.
Only visible users will be available in mass actions.
To update your team:
There are a few ways to add time entries using your crew timesheet. You can add entries for multiple users you select, or for a single user.
A quick and accurate method for recording time is to:
You can only mass add or copy data if timesheets use the same timesheet format. For example, all of the timesheets must use the In/Out + Allocation format, or all must use the Punch Timesheet format.
For project users, the crew timesheet assumes each worker has the same projects, tasks, and activities assigned to them. If you make an entry against a project the user isn’t assigned, that entry will be added successfully to the user's timesheet, with no validation error.
To add time to timesheets:
All employees are enabled by default if you used the Add Time Entries button; If you selected Add Time Entry for a single user, only their name is enabled by default.
You can add as many entries as need to a card.
You can edit an individual entry by clicking it. Mass edit is not available, though you can mass add and overwrite existing entries.
To save time when adding entries, you can copy:
Copy options aren’t compatible with punch format timesheets.
Copying a user's entries to others
All entries from the card you selected will be copied to that day's cards for the user's you select, overwriting any previous entries.
Copying a user's past entries to their own timesheet
To copy entries:
You can choose whether to copy just projects and tasks, or to copy projects and their time entries.
These options will overwrite existing data. Look at the warning notes, and ensure you want to carry out the copy action before clicking Copy.
If you record work durations, instead of recording in and out times, then you can allocate hours to projects, tasks, or activities when you enter the hours.
However, if you record in and out times, or workers punch in and out themselves to record their work hours, you'll have to take an additional step to allocate hours worked.
To allocate hours:
All employees are enabled by default if you used the Add Time Entries button; If you selected Add Time Entry for a single user, only their name is enabled by default.
You'll know allocation is complete when the hours distributed matches the total hours recorded.
Once you've allocated some time on a card, you can click the icon and you'll be allowed to update the hours recorded against that project, task, or activity. This allows you to quickly fix allocation errors.
You can use the Submit Timesheets button located on the left panel to submit an entire timesheet for all workers with cards visible at that moment. You can submit timesheets with different formats and timesheet periods.
This button will submit entries for the whole current timesheet period, not just entries displayed for a single day. You can check the confirmation dialog to see the timesheet period for each user.
You can also deselect any timesheets you don't want to submit, because they're incomplete, or if you need to correct or confirm something before submitting.
The owners of timesheets that appear in your crew timesheet may have access to their timesheets, as might another crew managers, supervisors, payroll, cost, or billing managers. Individuals assigned any of these roles may have permission to add entries and edit timesheets.
No, if you have the correct permissions, you can edit individual entries, but you can’t mass edit them. You can mass add entries, however.
There is no fixed maximum. However, ease of use and system performance may decrease if you’re working with over 100 users on one timesheet.
If you can’t add certain employees you supervise or who belong to your team manager groups, they might be using an unsupported timesheet format. Only configurable timesheets can be used with the crew timesheet.
To submit a single timesheet, either add only that user to your crew timesheet view before clicking Submit Timesheets, or deselect all other users after clicking that button. Or, you can go to Team > Timesheets, and submit the timesheet from there.
If you have reopen permission, you can reopen items at Team > Timesheets.
Mass edit functionality is only available if all of the workers you've selected use the same timesheet format (e.g. all in/out or all punch timesheets.)
Entries will only be copied to selected team members, and only members added to your team view are available to select.