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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:

Turning Jobs Settings On

The Jobs module must first be enabled in the Global Settings.

Navigate to Menu >Settings > General > Global > System Settings

Enable Jobs under the Jobs settings.

Global Settings Turning Jobs On



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 

create a new job window

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

status of job 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.

edit job details window

Job details can be viewed by employees when reviewing their rosters.

an image of a roster shift with job details




Job Tracking Methods

There are multiple methods for tracking hours:


No.Tracking optionDetails
1Default 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.



2Fingerprint 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.



3Rostered 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.



4Employee Job TrackingWhen clocking on the employee will manually select which job they are clocking onto.



5Manual Job EntryThe job is entered manually into the timesheet 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 > Timesheet Setting - Default Job to Timesheet

Select the Default Job to Timesheet setting.

1709253191028-437ad.png


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 - Default Job, select the Job to be default.


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, 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.
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. 

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.


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

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

image of Add Client button on Clients page

Fill in the Add Client form. Only a Business Name or Contact Name is required.

Add a new client form

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 Job's Settings and assign a Client to the Job. Update Job to confirm changes.

Image of Job Setting with user selecting a Client.

Image of Jobs with Client attached

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. Update Location to confirm changes.
add client to location


Now when we roster to that Location, multiple jobs can be selected from and assigned to the rostered shift.


a rostered shift with a location setup with a client to allow for dynamic rostering




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.


Image of the timesheet entry with details highlighted


Then add a job in the Update Shift form.

 image of update shift form and user changing the attached Job


Clicking update will complete assigning the Job to the shift

image of timesheet entry with a job attached





Hours worked on Jobs


Hours can be reviewed and analysed through the Hours Report located on the Jobs page.

Navigate to Menu > Manage > Jobs > click the "Hours Report" button to generate a Hours Worked on Job report.


an image of the "Hours Report" button on the Job page to open up the Hours Worked on Job report


Select a period of time to view the Hours Worked on Job report using the Date selection and then click "Search for Jobs" to generate the results.


an image of the date selection for the Hours Worked on Job tool.


The Hours Worked on Job page will display a list of all Jobs and Clients that were recorded for the period searched. 

Select the Client or Jobs to be displayed by using the check boxes located to the left. Click the "Display"  button to view the selected options.


an image of the Jobs and Clients selection of the Hours Worked on Job page. A blue "Display" button is located underneath the Jobs/Clients list


The Hours on Jobs Reports Breakdown

There are 4 reports available to be viewed.


Job Hours Report This report displays the total hours for each job selected.

JobJobIDClientHours
Melb - Back of House
Melbourne Restaurant30
Melb - Front of House
Melbourne Restaurant60


Employee Hours Report This report details individual employee total hours for each job selected.

EmployeeJobJobIDHours
Amy ThorntonMelb - Front of House
30


Notes Report This report groups unique notes and the total hours with the same note on the timesheet.

NoteHours
Started Late60


Full Shift List Report This report lists the comprehensive shift information for each employee's shift.

EmployeeJobJob IDClientDateClock OnClock OffBreaks Taken (min)NotesHours
Amy ThorntonMelb - Front of House
Melbourne Restaurant26/06/202309:0017:0030Started Late7.5
Bree HoltMelb - Front of House
Melbourne Restaurant26/06/202309:0017:0030Started Late7.5
James AdamsMelb - Back of House
Melbourne Restaurant26/06/202309:0017:0030Started On Time7.5





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 select Job.

Image of enabling job to payslips


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. 

Image of payslip with Jobs associated


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:
1569373779398-1e69a.png



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