To set up automatic project time rules go to Settings > Company. Under the Time tab, select the Project Time menu item.
Project time rules allow you to configure how you would like to capture time spent by your team time on projects and cost codes.
By selecting the automatic mode option, all time your team spends within project geofences, other locations and driving will be automatically recorded based on their activity and assignment rules. This eliminates the need for your team to manually clock in/out of projects.
Project Time Assignment Rules
Within this section, you can specify how you want time to be assigned to active projects on Workyard when someone is detected at a location that is not a geofence.
Assign time spent at locations that are not projects: Determines how time will be assigned when someone is not within a project geofence. An example may be, a stop at Home Depot.
Assign driving time: Determines how time and miles will be assigned while someone is driving.
Assignment Options
There are 3 options that are available within each rule:
The next visited project: Assigns time to the next visited project. If there is no next project, it will look for a previous visit.
Split evenly across all visited projects: Evenly splits time across all unique projects visited
Leave as unallocated time: Creates an empty project time record for that time
Cost Code Time Assignment Rules
Within this section, you can specify if you require cost codes to be assigned to project time by your team or for any driving activity.
Require team members to assign time to cost codes on clock out: Enable this option if you require your team to select cost codes for every visited project when they clock out. If more than one cost code is selected for a project, the available time can be split.
Automatically assign a cost code for all driving activity: Enable this option if you require a cost code assigned for any driving time that is attributed to a project.
Rule Examples
Below are examples of common rule configuration options and their expected outcomes:
Example A: Assign to the next visited project
Example A: Assign to the next visited project
In this example, we have the assignment option the next visited project for both locations that are not projects & driving time.
Time Card Activity:
Project A: 1h
Driving: 10m • 5miles
Home Depot: 30m
Driving: 10m • 5miles
Project B: 1h
Project Time Auto Assigned:
Project A: 1h at project
Project B: 1h 50m (1h at project, 30m outside location, 20m driving • 10miles)
Example B: Split evenly across all projects
Example B: Split evenly across all projects
In this example, we have the assignment option split evenly across all projects for both locations that are not projects & driving time.
Time Card Activity:
Project A: 1h
Driving: 10m • 5miles
Home Depot: 30m
Driving: 10m • 5miles
Project B: 1h
Project Time Assigned:
Project A: 1h 25m (1h at project, 15m outside location, 10m driving • 5 miles)
Project B: 1h 25m (1h at project, 15m outside location, 10m driving • 5 miles)
Example C: Auto assign a cost code for driving activity
Example C: Auto assign a cost code for driving activity
In this example, we have the assignment option assign to next project for both locations that are not projects & driving time and auto assign a code for driving activity. The cost code 'Travel' has been selected.
Time Card Activity:
Project A: 1h
Driving: 10m • 5miles
Home Depot: 30m
Driving: 10m • 5miles
Project B: 1h
Project Time Assigned:
Project A: 1h at project
Project B: 1h 30m (1h at project, 30m outside location)
Project B - Travel: 20m (20m driving • 10 miles)