Knowledge Base
Tradentrix's knowledge base walks you through everything from signing up your account to running your day-to-day work from the dashboard, covering jobs, customers, calendar, invoicing and more.
Dashboard guides
Need help using the dashboard?
Useful information
Other questions about the service?
Timesheets
A record of hours worked, optionally tied to a job, with a weekly overview so you can see who worked when.
Who can see what
The owner and Admins can add, view and edit timesheets for anyone on the team. A regular team member's access is controlled by the Timesheets permission in Settings, under Access: "No access" hides it entirely, "View only" lets them see their own entries, and "View & edit" lets them log their own too. Either way, a team member never sees anyone else's timesheets, only the owner and Admins can.
Logging a timesheet
"Log time" opens a form with:
- Team member: only shown to the owner or an Admin, defaults to yourself, or pick anyone else on the team. Regular team members always log for themselves.
- Date, start time and end time, hours worked are worked out from these automatically.
- Job (optional): search and link the job this time was worked on.
- Note (optional): anything worth recording, like a lunch break or travel time.
You can log as many entries as you need in a day, for example one per job, and they stack in the weekly view. The only rule is that a person's times can't overlap. Entries that only touch, like 09:00 to 12:00 followed by 12:00 to 13:00, are fine. If a new entry overlaps one that's already logged, you'll be asked to adjust the times. Rejected entries don't count, so that time can be logged again.
Approval
A team member's timesheet can need sign-off before it counts as confirmed. While it waits it shows as Pending in grey, and the owner and Admins are notified. Open the entry and choose Approve (green) or Reject (red). When rejecting, you need to type a reason, which is sent to the person.
Entries logged by the owner or an Admin, whether for themselves or for someone else, are approved straight away.
Whether approval is needed is set for the whole team in Settings, under Timesheets, and it's on by default. The owner can override it for an individual person on their team profile.
When the owner or an Admin approves or rejects an entry, the person it belongs to gets an email and a notification, so they know straight away. A rejection always includes the reason. They aren't told again if it's set to the same thing twice.
A rejected entry shows in red and isn't counted in job costs or Team Hours. If it's yours, open it to see the reason, make any changes and save, and it goes back to Pending for approval. The owner and Admins are notified again, by email as well as in the app.
Where timesheets show up
The Timesheets page
A weekly view with one row per team member and one column per day, so you can see the whole team's week at a glance. The owner and Admins get a filter to narrow it down to one person, use Previous, Today and Next to move between weeks.
On a job
Any timesheets linked to a job appear on that job's page, so you can see exactly who worked on it and for how long.
On a team member
A team member's own page lists everything they've logged, alongside their Absences, and lets the owner or an Admin add, edit or delete entries for them directly.
On the owner's dashboard and in Reports
The owner's dashboard shows how many timesheets are waiting for approval, and the Team Hours tab in Reports totals approved hours, labour cost and charge for the week or month.
Editing and deleting
The owner and Admins can click any entry in the weekly view to edit it, approve or reject it, or delete it.
Team members can edit or delete the entries they logged themselves while they're still Pending or Rejected. Once an entry is approved it's locked, and only the owner or an Admin can change it, so ask an Admin if an approved entry needs fixing. Entries an Admin logged for you can't be changed by you.
Timesheets and job costs
On a job's Financial card (owner only), once someone has logged time against the job, their labour is worked out from their approved timesheets instead of the job's estimated hours. Pending and rejected entries aren't counted, so a person whose time is still waiting for approval shows no labour cost on that job until it's approved. Recurring jobs aren't affected and keep using their per-visit estimate.
Hourly team members are costed as approved hours x their rate. Day-rate team members are costed per day worked, with each day capped at one standard day however long it ran.