Timesheets For Maintenance Technician Payroll

Supervisors using the EliseAI Maintenance App can view and export technician timesheets for payroll directly in the AI Portal. 

EliseAI's Maintenance product suite brings together maintenance for property management, technician scheduling, and mobile time tracking for payroll in a single, unified system. No other property management product offers this combination of features. Other maintenance management and technician time tracking platforms live in separate, siloed systems, or in systems not designed for property management. 

Reach out to your CSM or Contact Support to enable edit access for Maintenance timesheets page. 

Navigate to each section of this article with the links below: 

• Timesheets Overview and Benefits
• Timesheets Page
• Timesheet Contents
  • Work Events
  • Calculating Work Time
  • Overtime and Total Time
  • PTO and UPTO
  • Flagged Events
• Add and Edit Time
  • Add Work Event
  • Add Time Off
  • Edit Work Event
• Calendar View
• Event Change Log
• Export for Payroll

 

Timesheets Overview and Benefits

You can use the timesheets feature to: 

• View geo-fenced time tracking and daily time worked for maintenance technicians.
• Track work order times to individual properties and bill different property owners.
• Edit timesheet entries and add new entries/PTO.
• Calculate overtime automatically based on clock-ins and timesheet edits. 
• Download timesheet CSVs to run payroll across different providers. 

This feature can greatly enhance your organization's maintenance payroll if it currently uses: 

• Separate platforms for time tracking and billing
• Centralized maintenance operations that require accurate billing per property
• Manual tracking processes that are error-prone. 

 

Timesheets Page

Once you launch maintenance timesheets, you can view them in your Maintenance Supervisor Portal. Click Maintenance in your AI Portal's left sidebar. Then, click Timesheets at the top of the page. 

The page lists technician timesheets for a selected community and date range. Each timesheet displays the total number of hours worked. 

Use the menus at the top of the page to filter timesheets by specific communities and date ranges. 

Click on a timesheet to view its contents. Each timesheet lists technician clock-ins, work orders, and breaks. See the Timesheet Contents section below for details. 

 

Timesheet Contents

Work Events

Each timesheet displays the total number of hours worked during a specified date range. Our system calculates this number based on three types of work events: 

1. Daily Clock-Ins: The time a technician clocks in and out for the day.  
   • Example: In the screenshot below, the clock-in time is 9:01 AM, and the clock-out time is 2:18 PM. Therefore, the total time worked is 5:16 (5 hours and 16 minutes).
   • NOTE: We determine the property listed for each daily clock-in based on the first property where the technician completed a work order that day. 
2. Work Orders: The time a technician spends on a specific work order. 
   • Example: A technician starts working on bath tub clogged at 1:11 PM, and stops working at 1:34 PM. The system logs this as 23 minutes of regular work time. 
   • Click a work order name to view a details page that includes resident information, technician notes, and completion status. 
   • Click the Track button to open a map view, which includes work order start/end times and technician location tracking. 
   • Work order time is subtracted from a technician's Daily Clock-In time. See the Calculating Work Time section for details. 
3. Break: A technician's break time. 
   • Example: If a technician clocks in from 9 AM to 5 PM, and takes a break from 12 PM to 1 PM, the technician has worked 7 total hours for the day. The one hour break subtracts from the technician's 8-hour clock in time. 
   • Break time is subtracted from a technician's Daily Clock-In time and Work Order time. See the Calculating Work Time section for details. 

 

Calculating Work Time

Clock-in times automatically deduplicate overlapping time or breaks. This means that: 

1. A technician's daily clock-in time includes all time NOT spent on work orders. This ensures that the system avoids double-counting a technician's work time. For example: 
   • A technician clocks in for 8 hours, from 9 AM to 5 PM. The technician starts a work order at 1:00 PM, and stops working at 1:30 PM. 
   • In this case, the daily clock-in time displays as 7 hours and 30 minutes because it tracks 8 hours worked minus the 30 mins spent on the bath tub clogged work order. 
   • Another example: If a technician spends time on work orders straight through 9 AM to 5 PM, the daily clock-in displays as zero hours: 8 hours of daily clock-in minus 8 hours of work orders = zero hours of daily clock-in. 
2. A technician's total time subtracts breaks. For example: 
   • A technician clocks in for 8 hours, from 9 AM to 5 PM. The technician starts a work order at 1:00 PM, and stops working at 1:30 PM. Then, the technician takes a one-hour break from 2 PM to 3 PM. 
   • In this case, the technician's total time for the day is 7 hours: 8 hours of daily clock in plus work order time minus the one-hour break. 

 

 

Overtime and Total Time

The system calculates overtime based on your Building Work Schedule Settings.

By default: 

• Daily time over 8 hours counts as overtime.
• Weekly time over 40 hours counts as overtime.

Regular time is any time that is not overtime.

Total time is all time worked: regular time plus overtime. 

 

PTO and UPTO

PTO is Paid Time Off. This displays as a Paid Time Off entry on a technician's timesheet. 

UPTO is Unpaid Time Off. This displays as an unpaid time of entry on a technician's timesheet. 

The system uses these entries to calculate total time worked. See the Add and Edit Time section for instructions on adding time off entires. 

 

Flagged Events

The system flags certain events on technician timesheets: 

• Time overlapping with another event
• Clock-ins outside of geolocated zone
• Work orders over 8 hours long

Review flagged events to resolve any issues and ensure timesheet accuracy.

Flagged events display an orange flag directly on a timesheet or calendar entry.

Hover your mouse over the flag to view a description. 

 

 

Add and Edit Time

Follow these steps to add work events and time off directly in the timesheets page. 

 

Add Work Event

1. Click Add Time at the top right of the page
2. Click Work Event at the top of the Add Time window. (This may already be selected by default.)
3. Use the dropdown menus to select a community and technician. 
4. Use the Work Order dropdown menu to select a specific work order, if applicable. 
5. Set a start time and enter the number of hours worked. The system automatically calculates the end time. 
6. Type in any notes, if needed. 
7. Click Save at the bottom of the window. This creates a new entry in the selected technician's timesheet. 

 

Add Time Off

1. Click Add Time at the top right of the page
2. Click Time Off Event at the top of the Add Time window.
3. Use the dropdown menus to select a community and technician. 
4. Set a start time and enter the number of time off hours. You can enter hours for Paid Time Off or Unpaid Time Off. 
5. Type in any notes, if needed. 
6. Click Save at the bottom of the window. This creates a new time off entry in the selected technician's timesheet. 

 

Edit Work Event

You can edit a work event's start and end time directly on a timesheet: 

1. Click on a start or end time to open an Edit Start Time/End Time window.
2. Set a new start or end time.
3. Click save. The system saves the new time and automatically adjusts the event duration. 

To remove a work event from a timesheet: 

1. Click the red trash can icon on the right side of a timesheet entry.
2. Click Save at the bottom of the timesheet page. 

 

Calendar View

Click the Calendar tab on the right to switch to a Calendar View of your technician time tracking. 

• NOTE: The calendar view can only display one week at a time. Adjust your date range to ensure you view the correct information. 

The calendar view displays: 

• The hours each technician worked per day and their total hours for the whole week.
• The number of work orders each technician worked on per day and their total work orders for the whole week. 

 

Event Change Log

Your Event Change Log lists all newly added and updated entries for a selected community and date range.

Click Change Log in the top right of the page to view your community's change log. 

For each update, the change log lists:   

• The updated event
• The user who created or updated the event
• How much time was changed
• The technician the time was changed for

 

Export for Payroll

Click Export in the top right of the page to export a CSV file of your timesheet data for payroll. 

Ensure that you select the correct pay period before exporting your data. 

You can choose between three export options:  

• All Rows: Creates a CSV of all hours each technician worked per work event (Clock-In, Work Order, or Break) during the selected pay period.
• Daily Summary: Creates a CSV of all hours each technician worked per community during the selected pay period. 
• ADP Day Format: Creates a truncated CSV of hours worked mapped to each technician's payroll ID and each property's unique ID for ADP (requires custom setup).