Timesheet entries are always recorded against Work. Optionally they can also be recorded against Work Categories and/or Jobs. These three facets of time allow a lot of Flexibility in FlexiTime, but it can be difficult to know how to best use these to fit with the structure of your business.
Two similar sounding businesses can have subtly different requirements that necessitate a different FlexiTime set up. This article gives some examples and considerations that will hopefully guide you as you get started.
Note that Jobs are only enabled by default if you have the Billing plan. If you want to track employee time by job and the Jobs tab is not available on your plan please contact FlexiTime support.
Sarah is in charge of rostering the staff for a restaurant bar. She has staff who may be working in different departments such as front of house, bar, kitchen, security or duty manager. She wants to clearly indicate to staff the area that they have been rostered to work and she also wants to track the labour cost ratio for each department.
In this case Sarah creates separate Work for each department and on the work, under the productivity tab, she can enter the budgeted revenue for each day of the week. Sarah also sets the Timesheet color for Work differently for each department so that it clearly shows in the Timesheet. In the Time Summary tab Sarah can easily see the Labour Cost Ratio for the employees she has rostered in each department against the budgeted daily revenue set on the Work.
Mike runs a construction company. He works at 10 different sites in a month. He's using FlexiTime for his payroll, but also wants to track the labour costs for each site from FlexiTime.
In this scenario, Mike should create Work for each site. He might also want to split the work done at each site into tasks such as preparation, flooring, framing, lining, roofing and finishing. In this case he can create Work Categories for each of these tasks against the Work. When he creates additional Work for a new site he can use the 'Copy Categories From' feature on the Categories tab to set-up all the standard tasks from a previous site.
Gillian does the accounts for a company of surveyors that uses FlexiTime for payroll and time billing. They work at many different sites, but they may work on one of a hundred different tasks at each site, each of these tasks may have a different charge out rate.
As in the previous example, the best place for all the different tasks performed at a site is the Work Category. Work categories can have different charge rates associated with them for the billing.
Gillian could set this company up in the same way as Mike did, using different Work for each of the sites, but since she could have hundreds of sites with hundreds of tasks at one site it would become a little unmanageable.
In this case Gillian is best to use Jobs for each site. She can have one main Work with the various tasks set up as Work Categories. She can then set up a FlexiTime Job for each of the sites the surveyors are working at. She's best to ensure that her employees have the main Work set as their default work (on their Employment tab) so that when they record time they only need to choose the Category and the Job. She should also tick Job Mandatory on the Work to ensure all time gets assigned to a Job.
Jobs Assigned to Employees
Arthur is setting up a recruitment company. He'll have temps and contractors in various white collar assignments, entering their time online so it can be approved by the clients and then used to generate payroll and invoices.
Arthur can set his company up using Jobs in a similar way to Gillian. However he doesn't want his candidates to have to search through a list of all assignments to choose the one they're assigned.
Arthur would set up one main Work and then a Job for each assignment. On the Job he chooses the appropriate employee under Assigned To.
On the Work he also ticks Requires Assigned Job. This way, the employees will only see Work for which they have an assigned job. Most of the time there will only be one and this will default, making time entry nice and easy.
Xero Tracking Categories
Dexter runs an event management company and has FlexiTime set up to integrate with Xero. He has a tracking category set up in Xero that allows him to analyse the profitability of each event. In FlexiTime he can add each event as a Job. The Job Summary field is sent through to Xero as the tracking category and allows the wages expense to be split and reported for each event.
Dexter may then want to create a Work structure that splits work up by site or business area and possibly Work Categories for the different tasks performed.
For more information on using jobs to link to Xero tracking categories see this article.
Lily looks after accounts for a web design company. They use WorkflowMax for providing quotes and for their complex time and materials billing. But Lily imports the time from WorkflowMax into FlexiTime for payroll.
Lily needs to have Work Categories in FlexiTime to match Tasks in WFM. This is the main link between the two systems. She might also add Jobs in FlexiTime that match the WorkflowMax jobs if she wants additional labour cost breakdown or is using Xero Tracking Categories. For more information on the WFM import see this article.
We're always keen to ensure people get off on the right foot so if you're unsure about the configuration that suits you contact FlexiTime support