The jobs feature is used to track hours worked by employees and performing Cost-Centre analysis on those hours. 

Why track hours with Jobs?

Tracking hours within different departments, locations, projects etc. by using the Jobs feature will allow you to successfully analyze how your workers time is being spent split by departments.

Employees will be able to clock onto Jobs which will assign the hours of work to a specific Job when evaluated this can demonstrate which areas of the business are profitable.

Turning Jobs Settings On

To enable jobs go to  Menu >Settings > General > Global > System Settings > select the Jobs setting

Global Settings Turning Jobs On

Adding a new Job

Menu > Jobs > Jobs 

To create a new job click the Add New Job button to open the New Job window. 

create a new job window

Once you have completed the form click the Add Job button to confirm your new Job.

Details or a description of the Job can be added by clicking the   button to open the Job Details window.

edit job details window

To enable the Job for use, set the Status of the Job as Active.

status of job active

Managing Jobs 

Menu > Jobs > Jobs

Edit Jobs

Clicking Edit brings up the Add Job form, which will allow you to modify the Job. 

Hours Tracked

To analyse the hours spent on a job, click the grey Hours button to the right-hand side of the screen whilst on the Jobs page. 

To start, select the period of time to be reviewed on the left of the page. When the correct range is selected just click the blue Search button

Search results when managing Jobs

Additionally when clicking Search without entering any information the search then automatically restricts from when the job was started to when the last time hours were assigned to it. 

The Top of the screen will give you Job Details, so the title, Start Date, and Deadline and on the right will be the total hours worked on this job for the selected period.

The Employee Breakdown on the left consists of all the hours each individual employee has spent on that Job during the specified period. 

The right has all of the notes that have been attached to the shifts.

Employee Breakdown Description Breakdown

At the bottom is a full shift breakdown of every shift that job has been assigned to.

Job Tracking Methods

There are multiple methods for tracking hours:

No.Tracking optionDetails
1Fingerprint Scanner You can specify directly into the Fingerprint Scanner Software which job is to be assigned to the employee’s that clock on with that Scanner

2Rostered Job Tracking If the location that an employee is rostered onto has a job assigned to it, the employee’s hours for that shift will be assigned to that Job

3Employee Job TrackingWhen clocking on the employee will manually select which job they are clocking onto

4Manual Job EntryThe job is entered manually into the time-sheet once the shift is complete. 

Each of these methods will require set-up as described below.

If you're unsure of what to select contact Microkeeper for assistance.

Default Job to Timesheet entries

A default job can be setup on an Employee's Profile to allow the system to automatically track their Timesheet hours to a specific Job if no Job is detected by the system.

Default Job tracking needs to be enabled in the Global settings.

Navigate to Menu > Settings > General > Global.

Under the Timesheet Settings, select the Default Job to Timesheet option.

A Default Job can then be set on the Employee's Profile. 

Navigate to Menu > Settings > Employees > Edit the selected Employee.

Under the Payment and Employment settings, select a Job under the Default Job setting

Setting the Default Job on an Employee's Profile

Fingerprint Scanner Job Tracking

When setting up the Fingerprint Scanner, you can enter a Job ID. This is best for when you have multiple fingerprint scanners at multiple sites or departments.  

You can only track a single job from a single fingerprint scanner.

To set it up click on the hamburger menu in the top left of the Microkeeper Timesheet Software installed on your device.

Fingerprint Scanner Menu

Click Settings, which will bring up the below window, you can then enter the Job ID.

This will assign all hours clocked with this device to that Job. 

Fingerprint Scanner User Settings Jobs

To find the Job ID, you can go to Menu > Jobs > Jobs. 

Then in the list of jobs, hover the mouse over the ID number of the job you wish to track, and a small box containing the Job ID will appear. EG The below Job ID is 1234.
Job ID

Roster Job Tracking

When tracking jobs via the roster, you will assign a Job to the Locations within your roster.

Then when rostered onto the Location that has a Job assigned to it, all clocked hours by that employee will be automatically assigned to that Job. 

To set up, go to Settings >General > Locations. Click the grey edit button to the right of the Location you wish to add job tracking to.
Then using the drop-down next to the Job Title, select the job you wish to assign to the location.

update location with job

Then roster onto your locations as normal, and the hours clocked at each location will be assigned to the corresponding job automatically. 

Dynamic Roster Job Tracking

Sometimes, a Location may be assigned multiple jobs, and it needs to be assigned on the Roster dynamically.

Firstly you'll need to set up the Jobs and Client they are assigned to. 

  1. Go to Jobs > Jobs 
  2. Click add a new Job.
    add new client to job settings 
  3. Select the Add button to create a new Client if you don't haven't got any setup and complete the New Client Form other use the drop down box and select the Client the job is assigned too.
  4. Click Add Job.
  5. Go to Settings > General > Locations
  6.  Edit the Location that needs dynamic Job assignment and assign the client to the Location
    add client to location
  7. Then go to the Roster (Payroll > Rosters) and you will be able to assign the Jobs that have the Client to those shifts. 

Selecting Job for a shift

Employee Job Tracking

In Employee Job Tracking, the employee has the ability to select which Job they want to clock onto, this can also be restricted by location.

 For example, they can only clock on to jobs they are at the corresponding location too.

Once logged into the Employee Console, your employee will see a drop-down box in the middle of the screen, they will be able to select which job they need their hours to be assigned to.  

Selecting a job when clocking on

NOTE: If you are using the Location Restricted Clocking, employee’s will only be able to clock-on to the jobs where the location they are assigned to is within the GPS Radius.  

Manually adding Jobs to the Timesheet

To add a Job to a shift in the timesheet, modify the shift by clicking on the Date, or Time of the shift.

Adding jobs to the timesheet

Then add a job in the Edit Shift form.

 Adding a job to a shift

Clicking update will complete assigning the Job to the shift

Job Cost Reports

Tracking hours may not be enough, the business may need to also track the costs of those hours. For example, Overtime, Penalty Rates etc.  

Enable Job tracking to Payslips

Menu > Settings > General > Global > Feature Settings and under Job titles on Payslip, select Jobs to Payslip

Jobs Reports settings

Then click Update at the bottom of the page to save the change. From the time this is updated, the Payruns will now have the job displayed on the payslip. 

Jobs appearing on the Payslip

Job Costing Report Formats 

Menu  > Study > Reports

On the left select the time period, employee group etc that you wish to obtain a report for. 

Selecting Time period for reporting


Then select the drop down box to the right of the Report format you wish to view and select the format you wish to receive the Report in. 

The report format options are:

Payroll Breakdown by Job:

Payroll by Jobs By Employees:

Informs you how much each employee is costing each job. 

Payroll by job by employee report

Super Breakdown by Job:

Super Breakdown by Job Report Display