Jobs
The jobs feature is used to track hours worked by employees and performing Cost-Centre analysis on those hours.
Navigate
Menu > Settings > Manage > Jobs
What are Jobs?
The Jobs feature is designed to track hours worked by employees, enabling Cost-Centre analysis for organisations. Jobs are commonly used for:
- Hour Tracking: Monitoring the time employees spend in various departments, locations, projects, etc.
- Cost-Centre Analysis: Evaluating how employee hours are distributed across different sections of the organisation.
- Productivity Insights: Determine which parts of the business is most profitable based on time allocation.
- Variable Pay Rates: Different rates can be applied to different jobs using Payroll Rules.
Turning Jobs Settings On
The Jobs module must first be enabled in the Global Settings.
Navigate to Menu >Settings > General > Global > System Settings, Jobs
Adding a new Job
Navigate to Menu > Manage > Jobs
To create a new job click the Add New Job button to open the New Job window.
The Job Settings
Once you have completed the form click the Add Job button to confirm your new Job.
New Jobs will be set as a Quoted status. When they are ready to be used, set the Status of the Job as Active
Adding Job Details
Job Details can be used to add a detailed description of the Job. Click the Details edit button to open the Job Details window.
Job details can be viewed by employees when reviewing their rosters.
Job Tracking Methods
There are multiple methods for tracking hours:
| No. | Tracking option | Details |
| 1 | Default Job | A default Job can be applied to automatically track hour costs to a specific Job. This method will be overridden by any of the other options. |
| 2 | Fingerprint 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. |
| 3 | Rostered 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. |
| 4 | Employee Job Tracking | When clocking on the employee will manually select which job they are clocking onto. |
| 5 | Manual Job Entry | The 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 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
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.
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.
To find the Job ID, Navigate to Menu > Manage > 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.
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.
Navigate to Menu > Settings > General > Locations > edit the Location you wish to add Job tracking to.
Change the Default Job value to the selected Job you want to track the rostered shifts of that Location to.
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
A Location can be assigned multiple jobs to allow for dynamic job tracking when Rostering. A Client is used to associate and group up Jobs together.
Set up a new Client
Navigate to Menu > Manage > Clients
Setup a new Client by clicking the Add Client button
Fill in the Add Client form. Only a Business Name or Contact Name is required.
Click Add Client to complete the form.
Attach Jobs to the Client
With a Client now created, we can start to assign Jobs to our new Client.
Navigate to Menu > Manage > Jobs
Edit a Jobs Settings and assign a Client to the Job.
The Jobs are now associated to the Client
Attach the Client to the Location
Now that we have the Clients associated to our Jobs we can attach this to our Location.
Navigate to Menu > Settings > General > Locations
Edit the Location that needs dynamic Job assignment and assign the client to the Location
Now when we roster to that Location, multiple jobs can be selected from and assigned to the rostered 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.
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.
Then add a job in the Update Shift form.
Clicking update will complete assigning the Job to the shift
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
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.
At the bottom is a full shift breakdown of every shift that job has been assigned to.
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
Navigate to Menu > Settings > General > Global > under Payroll Settings, configure Payslip Display and enable Job
Then click Update at the bottom of the page to save the change. From the time this is updated, the Payrus will now have the job displayed on the payslip.
Job Costing Report Formats
Navigate to Menu > Payroll > Reports
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.
Super Breakdown by Job:
