This article will explain how to set up and use time registration for work orders in FM.
Time registration can be used to keep track of time spent on different types of work orders.
Table of contents
How to set up time registration
User rights
Activation and setup for time registration need to be done by a FM administrator or by a user with administration permission for work orders.
Time registration needs to be activated in the settings before it can be used.
Activate time registration
To activate time registration, go to Settings
Operation & maintenance
In the 'Add functionality' area locate time registration
'Activate':
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Add time accounts
Time registration is based on time accounts. You can add multiple time accounts to keep track of time registration for different tasks or teams.
To create or manage time accounts go to:
Settings
Operation & maintenance
'Time accounts':
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At the top of the window you can:
- Toggle on 'Time account is required'. If this is activated time registrations must select a time account before they can be saved.
- Set a 'Default time account'. When setting a default account it is automatically selected in time registrations.
Further down in the window you can:
-
Add: Add new time accounts. Time accounts must have a name. You can add an optional description
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Edit: Edit existing accounts. This lets you change the name or description
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Delete: Remove the account. This action cannot be undone
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Search: Use the search bar to locate a specific time account
Enable time registration for work orders
You can use time registration for work orders, but it will need to activated in the work order template(s).
It is also possible to set time registration as a required part of completing a work order.
To change the work order template, go to:
Settings
Operations & maintenance
'Work order template'
Select the work order template
Edit.
This opens the template and you can toggle for:
- Time registration enabled - Allows time registration for this type of work order
- Time registration required - Requires time registration before the work order can be completed
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Set a default time account for teams
You can set a default time accounts for each team. This is done
Settings
Operations & maintenance
'Teams'
Click on a team to open the edit window. You will see an area where you can set the 'default time account for team'. Select a time account from the drop-down menu and remember to click to 'Save'.
The system will automatically choose the default time account once the team finishes a work order, but it can also be manually adjusted if needed.
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How to use time registration with work orders
When a work order is marked as completed, on desktop or mobile, the user will see the time registration screen.
From here you can:
- Report hours and minutes spent on the work order
- Select a time account
- Date of completion (will automatically be set)
- Add a description (desktop only)
- Add images (mobile only)
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When you click 'Save' the work order will be closed and the time registration logged on the work order. This data is also added to the time registration columns in the list view.
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Internal time is when time is registered by a user in the FM instance. External time is when time is registered by an external user via the supplier portal.
Seeing time registrations in the list view
You can use the list view to add time registration columns. This allows you to create and save filters, such all time registrations for a time account. You can see the total at the bottom of the list view.
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Read more
If you want to learn more about setting up work order, read this article: How to set up Work orders.