Setting up Tasks & Activities
Overview
In ClickTime Australia, tasks and activities define the specific work items employees can log time against — whether linked to a project, a site, or a general operational category. By setting up clear task lists and controlling which employees or roles can access them, you can improve reporting accuracy, streamline billing, and meet compliance requirements. This guide explains how to create new tasks, edit existing ones, assign them to projects or sites, and manage visibility so staff only see relevant options when completing timesheets or activity logs.
What Are Job Tasks & Activities?
Employees
clock in into their shifts and will be able to select the job or task that they will be doing during their job. A Task corresponds to a specific activity
task or a job code that can be performed.
For example, a security business might use tasks such as "Patrolling", "Roofing", "Paving", "Steel Erection", “Cleaning”, some other companies might have a task as job number or job code such as "ABS 1001", "203100"…etc.
You may
want to add tasks to your projects or sites to:
A. Sub-divide the work into specific and manageable piecesB. Assign a cost and billing rate for each task within the job or project
Benefits of Tasks & Activities with a jobs
& projects
Each task & activity can have
can have a cost & billing rate. Tasks cab be associated with sites or jobs
and projects.
On timesheet and time attendance you can limit your users & employees to record their time against any tasks or against tasks and activities that are only associated with the site or the project. Check timesheet template setting or time attendance setting.
On timesheet and time attendance you can limit your users & employees to record their time against any tasks or against tasks and activities that are only associated with the site or the project. Check timesheet template setting or time attendance setting.
When Employees clock time in ClickTime™ or online Timesheet, they will select a site and optionally a task to associate the time to. This recorded job and task info can then be used for various purposes such as generating reports, job costing and client invoicing
Add & Define new task
1- Go to setting > Set up Tables >Tasks & Activities
2-Click on [+New task] button
3-A new window will pop up to allow you to enter and select the new task
4-Name the task
5-Tick billable if the task is billable to clients & customers
6-Enter and select the hourly cost rate & billing rate
Associate & Assign task & activity to a site
Associating and assigning tasks and activities to specific job sites allows your employees to select only the activities relevant to the site they are working at. This streamlines their workflow by avoiding the need to sift through a long list of all tasks and activities defined in your organization.
For example, if your organization has a wide range of tasks and activities, some job sites may only require a specific set of tasks. By associating these tasks with the relevant job sites, employees can easily find and select the tasks they need to perform at their specific location
1- Go to sites page
2- Select and click on the site to add the tasks & activities for.
3- Click on Billing Structure Tab
4- Click on [+ New Billing] Button
5- Name the task
6- Select a task or activity from the drop down list
7- Tick billable if the task is billable to clients & customers
8- Enter and select the hourly cost rate & billing rate or select the default task cost & billing rate
How to Configure the System for Employees to Select & Enter Tasks or Activities
Navigate to Mobile App Fields:
- Go to Settings > App Settings > Time Attendance Settings > Mobile App Fields tab.
- Ensure the option for Tasks/Activities is turned ON.
- Select how you want your employees to see the tasks and activities list when they clock in for their job.
FAQS
Do we need to add tasks to the project or Job?
No, tasks aren’t required. Resources can enter time against the sites or project instead
Do we need to add tasks to the project or Job?
No, tasks aren’t required. Resources can enter time against the sites or project instead
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