How to Use Time Tracker Plus

By |2021-07-23T14:11:40-05:00November 30th, 2020|Comments Off on How to Use Time Tracker Plus

Basic Operation

Time Tracker Plus™ is a super easy to use app that adds timesheet entries to Total Office Manager. The app is installed on a mobile device and that device is used as a fixed position or mobile time clock for any or all of your employees. When the app is started, it will always display a keypad. The user enters their PIN. The app will automatically clock the user in or out, depending on their current In or Out status. Users can enter notes that explain what happened. The app will return to the keypad for the next user.

Install the App

  1. Contact your Aptora Account Manager and purchase a license for each mobile device you wish to use the app with.
  2. Go to Apple’s App Store or Google’s Play Store. Search for Time Tracker Plus from Aptora. There is a $4.99 fee to download the app.
  3. Download and install the App on the device you wish to use as a time clock. This should be done by the person who will be the Admin.
  4. Open the app. You will be presented with a form that requires two pieces of information.
  5. Enter your Aptora Mobile II website URL. This is the same value as you may remember adding to your Aptora Mobile II app, when it was first installed. Tip: If you can open Aptora Mobile II in a browser, the URL that you see at the top of the browser is the value you want to enter.
  6. Enter your Admin PIN. The PIN must be ten numbers. Do not lose this PIN. Aptora will not be able to tell you what this PIN is.

Add Users

Time Tracker Plus™ users are added and edited in Aptora Mobile II. The employees you wish to add must first be setup in Total Office Manager as Users. If needed, first go to User List/Security and set them up. They do not need any Total Office Manager related permissions.

  1. Log into Aptora Mobile II as Admin. Go to More > Settings > Time Tracker Plus Settings
  2. Select the “Users” from the dropdown list at the top of the form.
  3. Select one or more employees to add as users.
  4. Click the “Add Selected Users” button.
  5. Click the Edit button to the right of the user.
  6. Enter a user PIN. PINs can be four to nine numbers. Decide on permissions. See “Work Order Filter Types” below for an explanation.
  7. Click the Save button and continue as needed.

 

Time Clock Settings

There are no Aptora Mobile II permissions needed to use the app.

Work Order Filter Types

Users have the option of selecting a WO when clocking in. This feature allows you to control what work orders are available to select from.

All: All work orders for that day that are not void or completed.

Employee: Work orders that are assigned to that employee.

Reports To: Includes work orders that are assigned to that employee’s Report To. Note: The Report To is a selection box found in the Edit Employee form in Total Office Manager.

 

Report Too

 

Time Clock Report To

Deactivate Devices

The app is licensed by the device and not by the user. You are limited to how many devices they app can be used on, but you are not limited by the number of users. In order to release a device from the license, you must deactivate it.

  1. Log into Aptora Mobile II as Admin. Go to More > Settings > Time Tracker Plus Settings
  2. Select the “Devices” from the dropdown list at the top of the form.
  3. Deactivate the mobile device that you no longer wish to use Time Tracker Plus on.

Admin Functions

If you need to change the URL or the Admin PIN, enter your ten number Admin PIN.

The Admin account cannot be used to clock in/or or edit time clock records.

Key Points to Remember

  1. This an app. There is no browser version. We offer both iOS and Android versions.
  2. The app is licensed by the device and not by the user. You are limited to how many devices they app can be used on, but you are not limited by the number of users.
  3. This app was primarily designed to be used as a fixed time clock. It can be used in the field, but it was not designed to replace GEO Time Tracker.
  4. It does not have offline mode or tracking the user with GPS like GEO Time Tracker does.
  5. There is no En-Route like GEO Time Tracker has.
  6. Users should not clock other users in or out. One user cannot select the name of another user.
  7. Users are set up in AMII with permissions to edit users and deactivate devices.
  8. Four to nine number PINs are used to clock in and out. Admin PINs are always ten digits. PINs are numbers only.
  9. Users are never logged in like GEO Time Tracker. Each clock in /out action takes the app back to the home screen with a number only keypad.
  10. PINs can be changed in TOM if given permission by the Admin. Go to User List/Security and enter your new pin in the “Enter Time Clock Pin” and “Re-enter Time Clock Pin” box.
  11. Timeclock
  12. Users can select a work order, even if they have not been assigned to that work order.
  13. Work orders that are available for selection will be those assigned to the employee, assigned to the employee’s Reports To, or all work orders for that day.
  14. Users can select a Topic and add Notes – like they can in TOM’s Timesheets/Time Tracking form, so the notes on the timesheet entry show up in Tom. This eliminates double data entry.
  15. weekly TimeSheet Timeclock
  16. Users can select a  Topic and Work Order when clocking in. They can add notes when clocking out.
  17. The app does not include any reports. Use Total Office Manager for reporting.
  18. You can create more log topics by going to Company > Lists > Log Topic List in Tom.

 

timeclock Schedule Profile List

17. When creating Log topics for employee timesheet entry, remember to check the following box.

 

timeclock edit log topic

Basic Requirements

  1. Must own Total Office Manager and Aptora Mobile II and have a current support plan
  2. The buyer will need to provide a modern Android or Apple device to serve as a time clock
  3. The app requires an internet connection via Wi-Fi or cellular. There is no offline mode.
  4. Wall mount, floor stand, or tabletop tablet holder is recommended

General Installation Recommendations

We recommend that a tablet be mounted on a wall or placed in a tabletop cradle. You might consider a floor stand. The device will need a reliable internet connection (Wi-Fi or cellular) and should be connected to a power source. Employees will walk up to the tablet to clock in and out, so we recommend that the device be placed at a common access point. You may have two or more devices running the app for better accessibility.

Tips

  1. Use this app to track shop time on jobs. For example, sheet metal workers and fabricators could clock in and out as they build duct work.
  2. You could mount a mobile device at a long-term job site. Workers could clock in and out each day.
  3. Consider buying software that prevents users from getting access to any other screens on your mobile app. There are apps that “lock down” you mobile device and limit usage. You could prevent users from getting into anything but Time Tracker Plus.

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About the Author:

HVAC Electrical Plumbing Software

Aptora delivers a true All-In-One services software solution including CRM, accounting, payroll, inventory, vendors, sales, marketing, dispatch, flat rate pricing, and more. NO 3rd party plugins or integrations required. Created by contractors for contractors, we know what it takes to grow your services-based businesses.

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