The Time Log report shows every clock-in and clock-out event recorded by your staff. Each row is one work session — when a technician started working, when they stopped, how long they worked, and what they were working on. Use this report to verify hours worked, check who worked on a specific job, or investigate a discrepancy between time worked and hours billed.
Filters
| Filter | Default | What it does |
|---|---|---|
| Time In (Date Range) | Last month — the previous full calendar month. If you open the report at the start of a new month and it looks empty or incomplete, this is why. Change the date range to "This Month" or pick a custom range. | Shows only time entries where the technician clocked IN during the selected period. The date filter is based on when your tech clocked IN, not when they clocked OUT. If a tech started a job just before midnight, that entry belongs to the day they started — even if they clocked out after midnight. |
| Technicians | All technicians (including former employees, shown with a "(Deleted)" label). | Narrows the report to show only selected staff members. |
| Activity Type | All types shown. If you want to compare time to your invoiced labor, filter to "Labor" only. | Filters by the type of work the tech clocked into: General — not tied to any specific job (e.g., cleaning, meetings, admin) |
| Activity (Order Search) | - | Narrows the report to entries linked to a specific work order. Search by order number or name. |
Understanding Each Number
Hours Tracked (top of page)
What it means: The total hours your staff worked during the selected period, based on the difference between each technician's clock-in and clock-out times.
What it doesn't include: If a technician is currently clocked in and hasn't clocked out yet, their current session is not counted here. You'll see their entry in the table, but it won't add to this total until they clock out.
Average Hours Per Service (top of page)
What it means: The total hours tracked divided by the number of individual clock sessions in the filtered results.
When it's useful: To understand your shop's average session length — helpful for spotting unusually long or short clock sessions.
Common confusion: This is the average per clock session, not per job. If a technician clocks in and out three times on the same job, that counts as three sessions. Multiple short sessions on the same job will lower the average.
Duration (per row)
What it means: How long that specific clock session lasted — shown as hours:minutes:seconds (e.g., 2:15:30).
If it shows --:--:--: That technician is still clocked in and hasn't clocked out yet. Duration will update once they clock out.
Total (per row)
What it means: The dollar total of the work order linked to that time entry. Blank or $0 for general (non-order) clock sessions.
What it doesn't include: This reflects the order total as of the last time the report was updated — not necessarily the live current total. If you updated an invoice recently and the number looks off, check the "Last Updated" time shown at the top-right of the report.
Hourly Rate (per row)
What it means: The technician's hourly rate at the time they clocked in.
If it's blank: That technician is set up on a flat-rate pay structure, not hourly. This is normal.
Activity Name (per row)
What it means: The specific thing the technician clocked into — a labor item name, service name, or job name. General clock sessions just show "General."
Clock-In Location / Clock-Out Location (per row)
What it means: Where the technician was (based on their phone's GPS) when they clocked in or out. Click the link to see the location on a map. Shows "No Location" if they didn't share their location.
If it shows a distance: The distance shown is how far the technician was from your shop when they clocked in. GPS can vary by a few hundred feet — if it shows a small distance (50–200 feet) but they were at the shop, that's within normal GPS accuracy.
"At Location" badge: If this badge appears, the system confirmed at the moment of clock-in that the technician was at your shop location.
Method (per row)
What it means: How the technician clocked in and out — "Web" means they used a computer browser, "Mobile" means they used the app. Shows as [Clock-in method] / [Clock-out method] (e.g., "Mobile/Web").
If it shows "null": This means the system didn't capture how the technician clocked in or out — usually for older entries. It's not an error.
Common Questions
Q: Why is Hours Tracked lower than I expected?
A: The most common reason is that one or more technicians are still clocked in and haven't clocked out yet. Their active sessions don't count toward the total until they clock out. Check the Duration column — any row showing --:--:-- is still in progress.
Another reason: the default date range is "Last Month." If you're looking at this month's hours, change the date filter to "This Month."
Q: Why doesn't the time log match my invoiced labor hours?
A: They measure two different things. The time log tracks actual clock time — how long a technician was physically working. Invoiced labor hours are what you billed the customer, which you enter manually on each labor line item. A technician can clock 2 hours on a job but you invoice 1.5 hours — both numbers are correct, and they're intentionally independent.
To compare time to invoiced labor, filter the report to Activity Type = "Labor" and look at only the clock entries tied to labor line items.
Q: Why is an entry missing?
A: A few things to check:
- Date range — the filter applies to when the technician clocked IN. If they started before the date range starts, the entry won't appear even if they clocked out within the range. Expand the date range to look further back.
- Technicians filter — if you're filtering to specific techs, make sure the right person is selected. Former employees are listed with "(Deleted)" in the filter.
- Activity Type filter — if you have a type filter active, the entry might not match it.
Q: Why does an entry show the wrong total for the linked job?
A: The job total shown in the Total column is a snapshot from when the report was last updated, not the live current total. If you recently changed the invoice, the report may not reflect that yet. Check the "Last Updated" time at the top-right of the report.
Q: Why does the export file download as "Time Clocks" instead of "Time Log"?
A: The exported file name is "Time Clocks" — both names refer to the same report. This is a minor labeling inconsistency in the system.
Tips for Getting the Most Out of This Report
- Filter by Labor type when reconciling with invoices. The Time Log includes all clock types — General, Order, Service, and Labor. When you want to compare clock time to billed labor, set Activity Type = "Labor" to focus on entries tied to specific labor line items.
- Check clock-out status before calculating totals. Any row showing --:--:-- in Duration is still in progress. If you're totaling hours for payroll, confirm all technicians are clocked out first.
- Use the Activity (Order) filter to audit a specific job. Search by order number to see every clock-in and clock-out associated with a particular work order — including who worked on it, how long, and in what order.
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