Every business needs to track how its resources are allocated. At Connecteam we have got you covered! With the Time Clock and Job Schedule, you can manually compare the hours planned in the job schedule with the hours that were actually worked in the time clock. Comparing these will help your company make more informed decisions about the shifts being scheduled and how to allocate resources more accurately.

In this article we will go over the following:

The Ways to Compare Hours Planned to Worked Hours

There are two ways to compare the hours planned with the hours that were actually worked, this depends on what you are looking to compare:

  1. Hours planned to hours worked for employees - This option is great if you need to get a detailed insight into your employees and the hours that they worked vs the hours you planned for them to work.

  2. Hours planned vs hours worked for jobs - This option is great, if you need to compare the time you planned for a job vs the hours that were actually spent on that job. This option will help you understand where your resources are spent and manage them with ease.

Now let's go over how to compare each of these step by step!

How To Compare Hours Planned vs Worked for Employees

To compare the total hours worked to planned for employees you will need to use the the "Job Insights" in the Time Clock and the hours scheduled per employee through the "List View" of the Job Schedule. Below, we will go over how to do so step by step

Step 1: Export the Job Insight Report From the Time Clock

The first step is to gather all the hours which were worked by your employees. This can easily be done by exporting the Users view in the Jobs Insights.

To do this:

  1. Access the relevant Time Clock

  2. Go to the "Timesheets" view

  3. Scroll down to "Job Insights" and click on "View All Jobs"

  4. Click on "View by Users" on the top left

  5. Select the relevant date range

  6. Click on Export on the top right

Pro Tip: To learn more about the Time Clock: The Power of Job Insights and How To Use Them, click here.

Step 2: Export the List View from the Job Schedule

After exporting the Job Insights Users view, you'll need to export the List View from the Job Schedule. This will enable you to see all hours planned, meaning schedule per a user.

To do so:

  1. Access the relevant Job schedule

  2. Click on the "List view"

  3. Click View by Users

  4. Set the same date range as the Job Insights

  5. Click on Export on the top right

Step 3: Compare Both Reports

After exporting everything you can easily put the reports side by side and compare hours which were planned in the schedule to the hours you employee actually clocked in for in the time clock.

For example, below we can see both reports side by side.

We can see that Miranda had worked 8 hours on "Customer 1" and 10 hours on "Project A", a total of 18 hours. However, she had 16 hours planned, which means that Miranda worked two hours that were not planned. Comparing these hours allows us to know that Project A took more time than planned. As an admin next time when scheduling Miranda’s hours I can make an informed decision and schedule Miranda more hours on project A.

When exported: The Job Insights Report, Users view, should look like this:

When Exported the List view report, Users view, should look like this:

Now you finished comparing worked hour to planned hours for employees.

How To Compare Hours Planned to Worked for Jobs

If you want to check the hours that were planned for a specific job in comparison with the hours worked on that job, than this can easily be done by using the Job Insights in the Time Clock and the List View in the Job Schedule.

Below, we will go over how to do so step by step.

Step 1: Export the Job Insight Report From the Time Clock

The first step is to gather all the hours which were worked for each job your company has. For example how many hours were worked on Project A or or at Work Site 1.

This can easily be done by exporting the Users view in the Jobs Insights.

To export your hours worked per a job

  1. Access the relevant Time Clock

  2. Go to the "Timesheets" view

  3. Scroll down to "Job Insights" and click on "View All Jobs"

  4. Click on "View by Jobs" on the top left - this is the most important step because it will job you the hours worked per a job, not by an employee as we previously saw above.

  5. Select the relevant date range

  6. Click on Export on the top right

Step 2: Export the List View from the Job Schedule

After exporting the Job Insights Jobs view, you'll need to export the List view from the Job schedule:

  1. Access the relevant Job schedule

  2. Click on the "List view"

  3. Click View by Jobs - this is the most important step because it will enable to to see the hours planned per a job and not per a user as done previously.

  4. Set the same date range as the Job Insights report

  5. Click on Export on the top right

Step 3: Compare Both Reports

After exporting everything you can easily put the reports side by side and compare hours which were planned in the schedule for a specific job, to the hours which were actually clocked into for that job on the time clock.

In the example below, we can see both reports, side by side. We can see that 28 hours (14+10+4) were spent on "Project A" while, in the List View report we can see that there were 32 hours planned for that job, meaning we are missing 4 hours on Project A. Comparing these hours allows us to know that Project A took less time than planned overall. As an admin next time when scheduling I can know that I don't need to schedule as many shifts on Project A and those shifts can be scheduled for another Job.

The Job Insights Report, Jobs view, should look like this:

The List view report, Jobs view, should look like this:

Great, now you have finished reaching.

Need more guidance? 🙋 Our LIVE support team (at the bottom right corner of your screen) replies in under 5 mins to ANY question.

Did this answer your question?