Creating Custom Timesheets in ClickTime Australia

Create & Setup Custom Timehseet & Shift Questions

In ClickTime Australia, a custom timesheet lets you add targeted questions and fields to capture exactly the information your organisation needs — from job details and materials used to site‑specific compliance checks. You can assign these questions to all staff, specific teams, positions, sites, or clients, and choose whether they appear at clock‑in, clock‑out, or both. Supported field types include text, numeric, dropdowns, yes/no toggles, file uploads, and more, ensuring accurate and relevant data collection for payroll and reporting. 


Overview

Custom fields for timesheets allow organizations to tailor their timesheet forms to collect specific information relevant to their operations. These fields can be configured to be either mandatory or optional, ensuring that essential data is captured while providing flexibility for less critical information. Organizations can assign custom questions to all employees, specific teams, or particular positions, and target specific job sites or clients they service. This feature enhances the accuracy and relevance of the data collected, making it easier for organizations to manage their workforce and operations effectively.

 
Feature Availability
This feature is only available for the premium subscriptions

What is a custom timesheet & Shift Questions
When you create a custom timesheet by adding additional questions for your staff, these questions are displayed when an employee clocks in or out from their shifts. This can be useful to capture information from your field staff such as:
  • Add more information about the job to be completed
  • Get a feed back from your staff if specific jobs or tasks have been completed
  • Track and know the materials that were used during the shift
  • Know the employee’s current state of health
  • Track kilometres or miles travelled
  • Any other needed information that might be beneficial for your organization

Custom Fields for Timesheets
For each question you add to the custom timesheet, you can select the following options:

Mandatory or Optional:

Specify if the question is mandatory or optional. This allows you to control whether the employee must answer the question before proceeding.

You can choose who in your organization will answer the custom question and the specific job sites they work at. You can choose to:

  1. Assign it to all employees: The question will be visible to every employee in your organization.
  1. Assign it to specific teams within your organization (e.g., Sales, Operations, Guards, Cleaners): This option allows you to target specific teams with relevant questions.
  1. Assign it to specific positions within your organization (e.g., Drivers, Security Guards, Cleaners, Construction labor): This ensures that only employees in certain positions see the question.


Furthermore, after specifying the employees who will answer the question, you can specify the job sites these specific employees work at. You can choose to:

  1. Assign it to all sites: The question will be applicable to all job sites.
  1. Assign it to specific sites: If you select this option, you can specify the employees that work at specific sites (choose one or more sites). This is useful for site-specific questions.
  1. Assign it to specific clients: If you select this option, the question will be directed to all employees who clock in at a site that belongs to specific clients of your organization. This helps in gathering client-specific information.

When the Question Will Appear:
  1. At clock in: If you select this option, the question will appear when the employee tries to clock in for the shift. This ensures that the question is answered at the start of the shift.
  1. At clock out: If you select this option, the question will appear when the employee tries to clock out. This ensures that the question is answered at the end of the shift.
  1. Both when clocking in and out: The question will appear both when the employee clocks in and clocks out, ensuring comprehensive data collection.


Note

If you include any of the following types of fields in the custom timesheet questions (File Upload, Photo Upload, and Signature), the system will display these questions to the employee only after they clock in for the shift or during the shift. The employee will need to go to the shift details and upload the documents or images. If the employee tries to clock out, the app will ask them to first upload the images or files, then the app will proceed to allow the employee to clock out. This ensures that all necessary documentation is collected before the shift ends.

What is a custom field

You can add a new custom fields to your organization current timesheet. These custom fields can be any of the following types:

Description or Content Field. 


A description or content field is used to display a read-only text.
This can be used to deliver and display any kind of text or message or instructions to you employees. Employees will not be able to add thing to this field.

A good example for this field might be  a message to let your employees be aware of certain things before they start or finish their  shift. such as COVID-19 awareness message, another good example is you might want to list an instructions to your employees prior to starting their shift.

Drop down list Field

You can create your won drop down list  . Set values and and wrap them under a pick list as your business needs. Enter valid data items that employees see on the list.


Text Input Field.
Create a general purpose text field where user can enter text & numbers.


Numeric Input Field

Create a number field value where user can enter numbers only.
You can further decide if you need to collect a whole number or a decimal number.

Limits. For numeric fields you can specify a minimum & maximum value that can be entered by the employees


Logical Yes/No  or True/False Field.


This field allow you to specify Yes/No or True/False response.
You can even further specify a third option that can be displayed for the employee to choose from such as  'N/A'. 
When you select to create a Yes/No custom field the mobile app will display this as a toggle. See below example


Upload Photo/Image

You Shift attachment are information pieces that users are asked to add to their timesheet during after they start their shift. These could be the equipment that was used, mileage covered, who was the manager on the worksite, and much more. 
You can ask your staff & users to capture images/ photos on all Apple and Android devices. 
Any captured images are uploaded to the ClickTime servers and can be viewed on the time attendance screen & reports. 


Upload Document

With ClickTime, you can request document uploads from staff during their shifts. Documents can be submitted after staff clock in for their scheduled shifts. All uploaded documents are securely stored on ClickTime servers and can be conveniently accessed via the time attendance screen and reports.

To maintain data consistency, administrators have the ability to restrict the types of documents staff can upload. ClickTime supports the upload of various file formats, including PDF, Microsoft Word, Text Files, Excel, and CSV.



Steps to create a custom timesheet
1. Go to :   Setting > App Setting > Timesheet Setting > Custom Timesheet
2. On the top of the displayed screen, Click on the Toggle   
    
3. On the left side panel, Select & drag the field type you want to display and/ or ask your staff to answer, place the field into the middle panel.
4. New popup dialog will appear
5. Add your question, set & configure all the necessary information on the dialog.
6. Save. Click on the save button to save the custom timesheet
 

Example of Custom Fields that was created and how it looks on the mobile app



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