Infusion Job Timer - User Support Manual

Designed specifically for workshops and manufacturing environments, Infusion Timeclock provides your business with a centralised time-logging terminal. This allows multiple staff to quickly log in and out of jobs, with time processed directly to your Infusion Accounting Software package for reporting or billing.

Setup of Staff:  

• In Infusion:
• Create a new Product code for a current Staff member, e.g.:
  • Code: JSL
  • Description: John Smith Labour
  • In the Settings tab select “Staff” as the Job Management Type
• In the Staff module open this Staff Member and in the Product Map tab double click the Labour code(s) in the “Available Labour Codes” list so it appears in the “Selected Labour Codes” section.
• In the Details section make sure you have “Activate for Schedule” selected.

Now when you open the Job Timer you should have the Staff Member show up in the Staff List on the left and when you save their Job Task you should be able to choose the required Labour code from the drop-down list:

How to use the Application

Main Selection Buttons (Left column):

• All – will display a list of all Jobs or all Timers (so not filtered on any Staff members)
• Staff Button (eg. Ted Thompson) – will display all Jobs or Timers for Ted Thompson

Filter Options

• All Jobs / Timers toggle button (the text toggles each time you push it) at the top of the screen. Select this to toggle between a list of All Jobs or Timers
• Sort By drop down box – select the desired option from the dropdown list to sort the displayed list by Name, Customer or Job ID)
• Filter text box – type in text about the Job to narrow down which jobs get displayed in the main window. Data in all three columns will be used
• All Jobs check box – When unchecked, only Jobs assigned to the selected Staff Member will show in the Jobs view. When checked all Jobs for all Staff Members will display

NOTE: If the All Jobs/Timers toggle button displays All Jobs then it’s the Timers that are being displayed. If its text is “Timers” then you are in the Jobs view. You click that text to get that view.

Main Window

Based on the main selection buttons and the filters the main window will display a list of Jobs and currently in progress job tasks:

Example 1:

In the following view, we have selected the “All” button in the left-hand menu and in the Filter text box typed “Ali”. This results in a list of Jobs and current timers for any customers with the letters “Ali”. We can see that two different Staff Members have just started working on tasks associated with two different Jobs for Alice Smith.

If we click the Timers button, then we filter out the list so it only shows the Jobs with a Timer attached:

Example 2:

Here is a view of Jobs either assigned to John Smith or Jobs where John Smith has a Timer running to track a Job task in progress. To get this view we first select John Smith on the left-hand menu then click All Jobs. Note that “Timers” is now displayed due to how text on the button always toggles when you click it. Finally, the “All Jobs” check box on the right has been unchecked so we only see Jobs associated with John Smith.

We can see that John Smith is currently working on Job 10107. Job 10246 is also assigned to him but he isn’t currently working on it.

Starting a New Timer

For John Smith to add start a timer for a Job, he does the following:

Select John Smith from the left-hand menu

Clicks anywhere in the Job row of the Job he wants to start work on.

Select the Start button on the dialog box that pops up:

If John starts a Timer against another Job the first Timer is paused (and shows with a red background) while the new timer shows as being in progress:

Finishing a Timer

To complete adding time to a Job:

Select the Finish button on the timer you wish to finish

Click the save button.

The Job will now show inside the Job in Infusion:

with the Notes being written to the Tech Notes tab in Infusion.

Entering Time from the Past Against a Job

To enter time into a Job prior to the current Date / Time:

Select the Staff member and click the Job that you wish to log their hours against

Choose the Date in the past for when the task was started.

Select the Start Time:

Click the Start button.

Select the Finish button and enter the End Time.

The time will appear against the Job in Infusion (4 hours for the 26^th of May):

Other Features

You can have different instances of the Time Clock application running at the same time.

You can disable the ability to edit start and end times per instance of the application.

You can restrict a Time Clock to a Schedule Centre so that only Staff who belong to that centre are listed in the application.

Please contact support for additional help with setting up, or read the “Time Clock Installation and Setup” document.

RULES FOR USING THE TIME CLOCK

• A timer cannot span days, in other words, the task must start and end on the same day.
• Although you can leave a timer running overnight when you save a task, the end date must be wound back to the same date as the starting date.
• You can have multiple timers started for a job. That is, several staff members can start timers on the same job.
• If there is a current timer running on a job the job cannot be invoiced until that timer has been ended. If the job is invoiced and marked as completed before the timer is ended, the job will no longer appear in the Time Clock and the staff member will not be able to end that timer. If they try to create a new timer they will see a message at the bottom of the Time Clock screen “Please save your current job task before starting a new one”. To resolve, the job will need to be changed from ‘Completed’ to ‘Active’ and the Time Clock closed and reopened for the timer to become visible for ending.