Data-Basics Training & Support Time Anywhere 2.0 (for v9.0+)

Overview TimeAnywhere is a browser-based module that allows your Employees to log time, breaks, and expenses, and view Documents at any time. Designed to run on PCs and tablets, the layout allows easy time entry with a few clicks of a mouse or taps of a finger. All data entered can be easily uploaded to SAMPro with one touch. A user logging in to TimeAnywhere must first be assigned an Employee Id in SAMPro and be defined as an Individual or Foreman. Foremen have the ability to add time for other employees/Crews. TimeAnywhere 2.0 requires an internet connection, unlike previous versions.

Login Enter your Username and password, then click the Login button to sign on. It’s highly recommended to bookmark the link for easy navigation later.

Login Upon login, you’ll see the newly-designed TimeAnywhere Dashboard. Tabs along the top let you select Time Entry, Documents, Breaks, Expenses, Crews or Toolbox, each of which uses a two-pane display to enter and edit your data. The Submit Data button in the top right-hand corner can be used any time to upload all pending data to SAMPro.

Resize Panes Resize any of the panes by clicking and dragging the gray divider between the left and right panes.

Time Entry On the Time Entry tab, you can review time that has been entered and saved on the left. Click a day to expand and review lines individually. Submitted data lines have a green checkmark to the right and can’t be edited from TimeAnywhere. On the right are search options to find Jobs and Work Orders to post time to. By default, your most recent Jobs and Work Orders will be listed. You can also search by Job and Work Order specifics. Click My Work Orders to see all open Work Orders assigned to you (if your Employee record is linked to a Technician record).

Time Entry Click Job on the right pane to search and filter all open Jobs in your firm’s system. Search by Job Id, Job Name, Site Id, or Site Name. Click Search to return all matches.

Time Entry Click Work Order on the right pane to search and filter all open Work Orders in your firm’s system. Search by WO Id, WO Name, Site Id, or Site Name. Click Search to return all matches.

Time Entry If your Employee record is linked to a Technician record in SAMPro, click My Work Orders on the right pane for a list of all Work Orders assigned to you, with the most recently-created on top. Click a Work Order to select it and add time.

New Labor Entry Once you have selected a Job or Work Order to add time to, you will see this screen. Depending on your firm’s settings, hours can be logged in varying increments of minutes or measured by Start and Stop time calculation. If you are designated a Foreman in the Employee record, you will see “Select Employees” in the Employee field and can click to select a Crew or Employees. The Date field either remembers the last date that time was attributed to or the current date, depending on your firm’s settings. Click the field to open a calendar and choose the correct date. The date highlighted in yellow on the calendar is today’s. Dates are pre-defined to show the current date and a number of days into the future or past as determined by your firm. When entering a future date (e.g. vacation time), changing the pay period is not necessary. The Employee defaults set in SAMPro will be used to determine Labor Rate and Pay Types visible. These can be changed and updated in SAMPro as needed. Click Save to add this record.

Labor Settings Click the Settings cog on the upper right-hand corner of the left pane of the Time Entry tab to access Labor Settings. Retrieval Options are the same on the Toolbox page. The Display Options allow you to show or hide Daily Totals, Blank Days, and Blank Weekends. Click Save to keep your changes.

Documents Click the Documents tab to view all documents attached to your employee record. This includes password-protected Payroll checks. Enter or modify Start and End Dates (or click Include All Dates) as well as Category, then click Retrieve Documents to view a list of documents from that range. The right pane displays the selected document. All employees can view documents with the document category “Time Anywhere” whether or not they are attached to the Employee record.

Breaks The Breaks tab is set up much like the Time Entry tab on the left. Click a day to expand it and view any breaks logged previously. In the right pane, enter the correct Date, Start (the current time defaults as the Start Time unless changed) and Stop Times, select a Common Breaks option (if your firm uses them), and add a Description if necessary. Click the Save button to log your Break. Like on the Time Entry tab, select a day to expand it and view previous entries. NOTE: Your firm may have disabled the Breaks screen. It can be turned off for firms that don’t use Breaks.

Breaks Settings Click the Settings cog on the upper right-hand corner of the left pane of the Breaks tab to access Break Settings. Retrieval Options are the same on the Toolbox page. The Display Options allow you to show or hide Daily Totals, Blank Days, and Blank Weekends. Click Save to keep your changes.

Expenses Reimbursable Expenses can be added to a Job or Work Order. Search Recent, Job, Work Order, or My Work Orders as you would to log time. NOTE: Your firm may have disabled the Expenses screen. It can be turned off for firms that don’t use Expenses. If you have a new Expense to enter that shares a WO or Job with a previously entered Expense, click the plus sign on the right-hand side of the Expense bar to edit and add a second instance.

Expenses Once you have selected a Job or Work Order to add an Expense to, you will see this screen. Choose an Employee, then select Cost Code, Billing Item, Date, Other Rate, and enter a Description and Quantity. Enter either Unit Cost or Extended Cost (the other will be calculated) and click Save to add the Expense to the record.

Expense Settings Click the Settings cog on the upper right-hand corner of the left pane of the Expenses tab to access Expense Settings. Retrieval Options are the same on the Toolbox page. Click Save to keep your changes.

Crews If you are marked “Foreman” in SAMPro, use the Crews tab to create groups of workers and log time entries for multiple people at once. From the Time Entry tab, Foremen can select multiple Employees or a Crew and log hours for people working with them.

Crews To create a Crew, start by selecting the workers that should be included from the list. TimeAnywhere will display all employees whose Employee records have the TimeAnywhere Type field completed. Once you select your workers, click the Add> button.

Crews Fill out the Crew Name field and choose a Default Labor Type, then click Save to create your Crew. If you selected the wrong worker by mistake, click and highlight that name from the Selected Employees list and click the Remove< button. Click Save to keep your changes.

Crews Click the name of a Crew on the left pane to expand a list of Crew members and the Crew Settings button.

Crews Settings Click the Crews Tab Settings cog to set Display Options. Sort Employees by first or last name and show crews created by you or anyone. Click Save to keep your changes.

Crews After expanding a Crew to display its members, click the small settings cog to Rename the Crew, modify its members, or Delete the grouping.

Crews To limit the Technicians a Foreman can view, put on Crews, and enter information for from the field, customize the Employee User fields on the Employee tab, then use a User registry on the Foreman’s User record.

Crews On the Registry tab of the Foreman’s User record, indicate the fields you would like to use to narrow down the amount of Techs a Foreman can view from the field. Use any of the following fields in the Key column: TimeAnywhereEmployeeType TimeAnywhereEmployeeBranch TimeAnywhereEmployeeUser1 TimeAnywhereEmployeeUser2 TimeAnywhereEmployeeUser3 TimeAnywhereEmployeeUser4 TimeAnywhereEmployeeUser5 TimeAnywhereEmployeeUser6 TimeAnywhereEmployeeUser7 TimeAnywhereEmployeeUser8 TimeAnywhereEmployeeUser9 TimeAnywhereEmployeeUser10 The Value column should list the field values your Foreman will be able to see. Field values should be separated by commas (i.e. East,West). If a Foreman, for example, has a customized field placing him in the East district, he will be able to enter information for himself even if his User registry is set to West. For the Foreman to be able to enter information for other Techs in the East and West districts, his User registry should list both- East,West.

Toolbox The Toolbox tab allows you to change a number of settings, submit and retrieve data, and view the number of pending data entries by category. On the left pane, click Labor Settings, Break Settings, or Expense Settings heading to adjust the Pay Period, Start and End Dates, and Recent Entry Count. Global Settings allows you to set these things globally as well as Font Size. Crew Settings allows you to sort Crew Employees by first or last name and display Crews created by you or anyone. Click Retrieve Data to retrieve new Data (such as Pay Types, Other Rates, new Work Orders, etc.) without logging off TimeAnywhere. There is a Submit Data button on the Toolbox tab, but remember that the button in the top right-hand corner of the screen will also submit all unsubmitted data at any time. The Submit Data button in the top right-hand corner of the screen can be used to send all unsubmitted Data to SAMPro at any time. The number in parentheses is the number of pending uploads.

Submit Data Click the Submit Data button from either the Toolbox tab or the top right-hand corner of any screen. After a moment, TimeAnywhere will show you a summary of what was sent. Lines that have been sent can’t be further edited in TimeAnywhere. The Submit Data button (either from the top right-hand corner of any screen or from the Toolbox) will send all unsubmitted Data, so be sure that your entries are correct and complete before submitting.

Foreman-Exclusive Employees marked as Foreman in SAMPro’s Employee record have the ability to view and log time for other workers in TimeAnywhere. To do so, begin by navigating to the Toolbox Tab and clicking Global Settings to open the menu. Click the Employee button to select any and all workers you’d like to be able to submit time for. You can adjust this daily or whenever you log time or include all Employees at all times. You will not be able to submit time for an Employee who is not selected in the Toolbox. If you select a Crew to enter time for and are not set to view all of the Crew’s members, anyone missing will have a Labor Entry created, but it will not appear in your unsubmitted data count and it will not be posted to SAMPro until that Employee is included in your Settings.

Foreman-Exclusive Setting your TimeAnywhere dashboard to monitor multiple Employees will affect the Total hours count on the Time Entry tab. To view a breakdown, click the Total hours. You will see the hours broken out by Employee, Labor Rate, Pay Type, and Cost Category.