Purpose
Schedule-based time tracking eliminates the complexity of manual job selection during clock-in by pre-assigning employees to specific work through daily schedules. This workflow reduces time tracking errors, simplifies labor cost allocation, and provides better project visibility while streamlining field operations. Field personnel benefit from clear daily work assignments, immediate access to relevant project information, and a simplified time tracking process that requires no complex job selection during clock-in. The result is improved accuracy and efficiency for both office administrators and field workers.
Field Operations Setup
TRUE Field
- Configure “Status” and “Resource” filters in Company Preferences > “Calendar / Events / Schedules” section (for Calendar users, this is done directly in the Calendar).
- Create “Users" in the “Users/Access” module.
- Note: If TRUE Field is enabled, all users automatically gain TRUE Field access. A username and password is all that is needed to access TRUE Field.
- Locate the “Client ID” (found in “Gear” icon > “System Information”).
- Provide user logins to users and app information to download TRUE Field on their device.
TRUE Time
- Ensure each field employee has a “Personnel” record in TRUE. Located in the “HR” workflow.
- Ensure there is an assigned 4-digit PIN and that the “Time Clock” checkbox is enabled.
- Install TRUE Time app on employee devices.
How to Use TRUE Time with Schedules
Clock-In
- Open the TRUE Time app on your mobile device.
- Enter your 4-digit PIN on the sign-in screen.
- The Weekly Summary screen displays your total hours for the week.
- Tap the "Punch In" button on the Weekly Summary screen.
- Instead of selecting individual jobs, tap the "Schedules" button.
- The app automatically displays schedules assigned to you for today.
- Select the appropriate schedule from your assigned work.
- Your time entry begins, linked to the correct Cost Center.
Clock-Out
- Tap the "Punch Out" button when ready to end your time entry.
- Select the specific activity you worked on from the Activity Selection screen.
- Add any necessary notes about the work performed.
- Tap "Complete" to finalize the punch.
How to Use TRUE Field with Schedules
- Open the TRUE Field app on your mobile device.
- Enter your username and password.
- Check "Remember Me" to avoid repeated login.
- Access the Main Menu with available options.
- From the Main Menu, tap the "Schedules" button.
- View all schedules assigned to you with relevant details.
- Select a specific schedule to access associated features.
Module-Specific Features
The features available depend on the type of record linked to your schedule:
"Contract" Schedules:
- Daily Reports
- Change Orders
- Punch List items
- Expense entry
- Contact information
- Activity logging
“Work Ticket” Schedules:
- Stage adjustment
- Complete button to mark finished
- Task management
- File viewing
“Job” Schedules:
- Task completion
- Progress tracking
- File access
Schedule Setup Requirements
| Field | Purpose | Setup Location (Without Calendar) | Setup Location (With Calendar) |
|---|---|---|---|
| Status Filter | Defines schedule types and enables color coding | Company Preferences → Calendar/Events/Schedules | Locate the magnifying glass icon and the “Status” filter section to add a new Status. |
| Resource Filter | Defines people and equipment available for scheduling. Resources must be entered as exact text matches to the TRUE user it represents. | Company Preferences → Calendar/Events/Schedules | Locate the magnifying glass icon and the “Resource” filter section to add a new Resource. |
Troubleshooting Common Issues
Schedule Not Appearing
- Verify the employee is assigned as a Resource to the schedule
- Check that the schedule date matches the current date
- Ensure Resource names match exactly between Personnel records and schedule assignments