Time Clock: Understanding Resources(Jobs, Clients, Projects, Sites) and How to Use Them

Resources provide an additional layer of information to track your employees' work hours. Depending on how you run your business, jobs can represent different things. Resources may represent positions such as manager, waiter, hostess, or cook. They could be clients or projects like cleaning, roofing, or delivery services. They might also be worksites representing the specific locations where your employees are working. Using resources in the Time Clock helps you track exactly where your time and labor are being allocated.

Not familiar with our Time Clock feature? Check out our Starting Guide to the Time Clock.

To add a new Resource, first enter the Time Clock and click on the Resource button at the top right of the schedule (Resources can be jobs, clients, sites, or any other categories you decide to name them.)

If you named your resources Jobs, then to add a new job, click 'Add job' ( or add client, etc.)

You now have two options: choose from unassigned jobs or choose to create a new job. Unassigned jobs are jobs that have already been created but not yet assigned to this time clock. Creating a new job enables you to create an entirely new job.

If you need to create a new job, fill out the job details, choose which users are qualified, and which time clocks and job schedulers to assign the job to.

Through the Resources button, you can edit an existing resource and control the resource settings. Click on the Settings icon to edit the resource details.

Please note: Editing the resources here will affect other Time Clocks and Schedulers to which this resource is assigned to.

💡 Tip: When adding a job (client\ site) be sure to set the Qualified Users, these will be the users who are able or “qualified” for this job. For example, if I have a restaurant and I create a job called 'Waiter', I may select only the Users who are waiters or if I have created a Smart Group for waiters then I can select that group. Please note that users will only be able to clock in to jobs they are qualified for.

If you use the Time Clock to track your clients, projects, or sites, you can now rename the "Jobs" resource to better match your business needs. This customization allows companies to reflect what this resource actually represents in their operation, whether it's types of work employees perform, entities the company bills for (like Clients or Projects), or physical assets assigned to people or shifts (such as Trucks or iPads).

To make this change, head to the Jobs tab from the left sidebar, click on 'Rename' in the top right corner, and select from the dropdown menu what best suits your business.

Sub-Resources give you the option to create Resources that are aligned and connected to the main Resource . Sub-Resources can be created inside the parent Resource and can be used in a variety of ways. For example, if you have a Resource that is a client with multiple locations, the sub-Resource can be this location. Another example is if you have a main Resource which is the location of a project, but have multiple jobs at that project, such as roofing, flooring, or painting, these can be set up as sub-Resources.

To set up sub-resources, enter the Time Clock and add a Resource as described above. If you named your resources jobs, while creating the Resource , scroll down, click on 'Add sub job' and add the relevant sub-jobs.

When creating sub-Resource it is important to make sure you qualify the relevant users. The default option for the sub-resource settings is to be the same as the parent resource . This means that the users who are qualified for the parent resource will also be qualified for the sub-resource . You can change this by un-checking the option 'Use same settings as parent resource' and selecting the relevant qualified users or smart groups.

In the image below, you'll see this example where resources have been named 'jobs'.

In the example below you can see I created a Job which is the location 678 Parker Ave with two sub-jobs Demolition and Roofing.

💡 Tip: Sub-Resource can't be added to existing jobs. They can only be added when creating a new Resource .

When entering the Today tab or the timesheets, the sub-resource will appear next to the parent resource. Take a look at how this looks below, In this example, resources were named jobs.

In the Today Tab

In a User's Timesheet

Un-assigning a resource from the Time Clock should be done if the resource is no longer needed for the Time Clock, but is used elsewhere on the platform for other time clocks or schedules.

To unassign a resource from the Time Clock, click on the Jobs\clients\site button, hover over the relevant job, click on the three dots, and choose Unassign.

Deleting a resource entirely from the platform should be done if the resource is no longer in use anywhere on the platform. Meaning, that users don't need it for tracking time or for scheduling purposes.

To delete a Resource , click on the Jobs (or client) button, hover over the relevant job, click on the three dots, and choose Delete.

How to Manage Your Jobs

Time Clock: Qualifying Users to Jobs

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