Summary
Timecard Autofill pulls information from worker timecards into Smart Forms automatically, so crews don’t have to re-enter them.
Quick Start
Add Timecard Autofill to a Smart Form template.
Select filters like project or cost code.
When the form is opened, matching timecards automatically appear in the form.
Submit the form - no need to re-enter hours.
Team members will see their own timecard or their crew’s timecards depending on permissions.
This feature works whether your organization is set up using manual project time or automatic project time rules.
What you'll learn
In this article you'll learn:
What Timecard Autofill does
When to use it in Smart Forms
How to add it to a template
How workers and managers use it in the field
How timecard updates appear in form submissions
How Timecard Autofill works with automatic project time
What is Timecard Autofill?
Timecard Autofill is a Smart Forms feature that generates form entries directly from worker timecards.
Instead of manually copying hours into reports, the form automatically pulls labor information from timecards.
Timecards remain the single source of truth, helping keep labor hours and cost codes consistent across reports, payroll, and job costing.
Why teams use Timecard Autofill
Timecard Autofill helps teams:
Reduce time spent filling out forms/reports
Avoid copying hours from timecards into forms
Keep labor hours and cost codes aligned across systems
Maintain accurate records for payroll and compliance
How Timecard Autofill replaces manual entry
Without Timecard Autofill, teams often need to manually copy labor hours from timecards into forms.
Before
Workers clock in and out in timecards
Foremen open a daily report
Labor hours must be manually re-entered
Errors or mismatches can occur
With Timecard Autofill
Workers clock in and out in timecards
A form pulls the matching timecards automatically
Labor hours and cost codes appear in the form
Reports stay aligned with timecard data
When to Use Timecard Autofill
Timecard Autofill works best in forms where crews need to report who worked, how long they worked, or which cost codes were used.
Common examples include:
Daily reports
Work orders
Service tickets
Toolbox or safety attendance sheets
Field activity logs
Labor tracking or production reports
Common Use Cases
Teams commonly use Timecard Autofill to streamline reporting and documentation.
Generate daily labor reports
Foremen can automatically pull their crew’s timecards into daily reports without re-entering hours.
Track attendance at toolbox talks or safety meetings
Managers can quickly see which workers were on-site and include them in attendance forms.
Create work orders or service reports
Labor hours and cost codes from timecards can automatically appear in service documentation.
Capture labor for project documentation
Forms can reflect exactly who worked on a job and how long they worked.
Who Can Use It
Timecard Autofill can be used by:
Workers
Workers can pull their own timecard into forms to complete individual entries.
Foremen, supervisors, or managers
Team members with manager timecard access can generate entries for their entire crew.
Admins
Admins customize Timecard Autofill when building Smart Form templates.
Timecard Autofill is permission-aware, meaning team members will only see timecard data they have access to.
How Timecard Autofill Works
1. Add it to a template (Admin/Manager)
Open your relevant form template (or create a new one).
Add the Timecard Autofill field
Customize filters and columns
Publish the template
2. Generate entries during form fill (Workers)
Select the required filters (such as Date, Project and/or Cost Code)
Timecard Autofill generates entries from matching timecards
Review the entries and submit the form
Depending on permissions, the team member may see their own timecard or their crew’s timecards.
View
Timecard Autofill uses a single view that works for both workers and managers.
Worker submission
Workers can pull their own timecard into the form to quickly complete individual entries.
Examples include:
Personal daily logs
Worker activity reports
Individual safety check-ins
Manager or foreman submission
Foremen or supervisors with manager timecard access can generate entries for their entire crew.
Examples include:
Daily construction reports
Toolbox talk attendance tracking
Project labor summaries
The same form works for both workers and managers, depending on who fills it out and what timecard access they have.
Filters
Filters determine which timecards appear in the form.
Date filter (mandatory)
Selected by default so timecard information can be pulled in by date.
Project and Cost Codes (optional)
The form creator can also turn on these optional filters. If an optional filter is enabled in the template, the person filling out the form must select it.
Tip: Pre-selected Filters from Daily Clock
If the form is launched from the Daily Clock screen, filters such as date, project, and cost code can be automatically pre-filled.
This reduces the number of selections workers or foremen need to make when completing the form.
Auto-Filled Fields
Depending on how the form is setup, Timecard Autofill can pull:
Project
Cost code(s)
Start / finish time
Total hours
OT / DT
Break duration
Drive time and miles
Timecard Rows vs Timecard Cost Allocation Rows
How timecards appear depends on the columns in your Timecard Autofill question.
Without a Project or Cost code column, each timecard pulls in as a single row covering the full shift.
Add either column and the same timecard splits into multiple rows - one per cost allocation - so each project's hours stay separated.
Same timecard data, different level of detail based on what you're collecting.
Can I edit Timecard Autofill fields?
No. These fields come directly from timecards and can’t be changed in the form. If something is incorrect, update the timecard, then refresh the form.
Timecard Autofill with automatic project time
If your company uses automatic project time, Workyard tracks each worker's project, non-project, and driving time based on your assignment rules. There's no manual project clock-in or clock-out, so the timecard isn't broken into project segments until after the worker clocks out.
While the worker is still clocked in
The form shows only the worker's clock-in time - projects, cost codes, and hours aren't yet finalized. The worker can still apply Project or Cost code filters if the template requires them; those selections take effect once the timecard closes.
After the worker clocks out
The form populates the next time it's viewed, with:
One row per cost allocation
Total hours, OT, and DT for each allocation
Drive time and miles, if configured
A separate row for break time
Every row on the same timecard shares the same start and end time (spanning the full shift), because Workyard can't determine the exact start and end of each individual allocation. Use that matching time range to identify which rows belong to the same timecard.
How breaks appear
Because cost allocations are calculated after clock-out, breaks aren't tied to a specific project or cost code. Both paid and unpaid breaks appear as a separate line item with a dash (—) under Project / Geofence and Cost code - paid breaks still count toward total paid hours, unpaid breaks don't. The break row shares the same start/end time as the other rows on that timecard.
If a Project or Cost code filter is applied, the break row is not filtered out - filters aren't editable at form-review time, so the break time stays visible alongside the rest of the timecard's allocations.
Updates from Timecards
Timecard Autofill pulls the latest information from timecards.
If a timecard changes later, the form will show the updated information the next time it’s viewed.
For example:
A worker clocks out after the form was started
A supervisor updates a cost code
A timecard is edited later
Why Timecards May Not Show Up
If the form is filled out offline
If a form is filled out while the device is offline, Timecard Autofill can’t load timecard data right away. The timecard entries will appear after the form is submitted and the device reconnects to the internet.
If no timecards match the filters
If no timecards match the selected filters, the form will show no results. Check the selected date, project, or cost code.
If you don’t have access to certain timecards
Timecard Autofill only shows timecards you have permission to view. You may need to adjust the filters or ask a project admin for access.
If Timecard Details Change
Timecard Autofill pulls data directly from timecards.
If hours or cost codes change, update the timecard first, then refresh the form to see the updated information.
Quick Answers
Why don’t I see any timecards in the form?
Check the selected filters (such as date, project, or cost code). If no timecards match those filters, the form won’t show any results.\
Can a foreman generate entries for their whole crew?
Yes. If they have worker timecard access, foremen or supervisors can pull in timecards for their entire crew.
Can workers use this too?
Yes. Workers can pull their own timecard into the form when completing individual entries.
What if a timecard changes later?
The form reflects the latest timecard data when it is viewed again.
Does Timecard Autofill edit timecards?
No. It only reads current timecard data.
Can I use Timecard Autofill in multiple templates?
Yes. It can be added to any Smart Form template.