How to Set Up Mechanic Time Cards (Desktop)

In order to utilize Mechanic Time Cards the best possible way for your organization, you need to set up time cards rules, roles and rates in a way that will best reflect the needs of your organization. This article outlines the steps necessary to complete your setup.

Permission Requirements: Power Users are responsible for setting up features into your account. Other users may also have access to set up the account depending on their permissions. Specific permission requirements are listed below.

See Permissions Codes Part 1: How to Configure Permissions (Desktop) and Permissions Codes Part 2: How to Configure Notification Permission in Permission Codes (Desktop) for additional information on setting up permissions and notifications.

💥 Mechanic Time Cards is a premium product and requires a separate license. Please contact your Account Manager for more information on premium product licenses or reach out to Customer Support at [email protected] or call 888.836.6269.

Time Card Rules

Permission Requirements: Users with the “Manage Configurations” permission have the ability to create and edit time card rules.

The Time Card Rules page allows you to set up rules that will apply when an actual mechanic time card is created, not when time is added to work orders or maintenance requests.

Here you can select a day for a weekly reminder to be sent to remind users to complete any outstanding/unfinished time cards, reminders to review time cards, and submission reminders- this will only pertain to time cards that were created, not time entries added to work orders or maintenance requests.

Day, time, and time zone can be customized for these reminders.

Time Types

Permission Requirements: Users with the “Manage Time Types” permission can create and edit the time types for the entire organization.

Time Type is a mandatory field on a time card. The Time Types page allows you to customize the options that can be selected for time types. The time types of Straight Time, Overtime, and Double Time are the default types included, however up to 30 custom types can be created.

Set a default time type to accelerate data input.

The Time Type(s) will be added to the Time Types page.

On the Time Types page, you can also make the following actions:

• Edit a Time Type by clicking the pencil icon next to the specific time type.
• Delete a Time Type by clicking the trashcan icon next to the specific time type.
• Reorder the Time Types by dragging and dropping the lines using the block icons on the left side.
• Search for specific Time Types using the search bar at the top.
• Filter the list by clicking on the filter icon on the right side.
• Export the list by clicking on the download icon on the right side.

Class Code

Permission Requirements: Users with the “Manage Class Codes” permission can create and edit the class codes for the entire organization.

Class Codes can be created to differentiate various roles in the field and can also be assigned to a specific part of your organization. There are no default codes included.

The Class Code(s) will be added to the Class Code page.

On the Class Code page, you can also make the following actions:

• Edit a Class Code by clicking the pencil icon next to the specific class code.
• Deactivate a Class Code by clicking the deactivate icon next to the specific class code.
• Search for specific Class Code using the search bar at the top.
• Filter the list by clicking on the filter icon on the right side.
• Export the list by clicking on the download icon on the right side.
• Assign primary class codes to individual users for faster time entry.

Costing Rate

Permission Requirements: Users with the “Manage Cost Rates” permission can create and edit the cost rates for the entire organization.

Cost Rates can be set up for each class code to show how much you are paying each job type in the field.

The Cost Rate(s) will be added to the Costing Rate page.

On the Costing Rate page, you can also make the following actions:

• Edit a Cost Rate by clicking the pencil icon next to the specific cost rate.
• Deactivate a Cost Rate by clicking the deactivate icon next to the specific cost rate.
• Search for specific Cost Rate using the search bar at the top.
• Filter the list by clicking on the filter icon on the right side.
• Export the list by clicking on the download icon on the right side.

Billing Rate

Permission Requirements: Users with the “Manage Billing Rates” permission can create and edit the billing rates for the entire organization.

The Billing Rate is the rate you are charging for your services.

The Billing Rate(s) will be added to the Billing Rate page.

On the Billing Rate page, you can also make the following actions:

• Edit a Billing Rate by clicking the pencil icon next to the specific billing rate.
• Deactivate a Billing Rate by clicking the deactivate icon next to the specific billing rate.
• Search for specific Billing Rate using the search bar at the top.
• Filter the list by clicking on the filter icon on the right side.
• Export the list by clicking on the download icon on the right side.
• Assign primary billing rates to individual users for faster time entry.

Assigning Roles

Permission Requirements: Users with the “Contacts” and “Contacts Details” permissions can create and edit users. Only users with the “Time Card Approval – Supervisor” or “Time Card Approval – Global” permission can be assigned as Time Card Supervisors.

Time Card Default Selections

Permission Requirements: Users with the “Contacts” and “Contacts Details” permissions can create and edit users. Only users with the “Time Card Approval – Supervisor” or “Time Card Approval – Global” permission can be assigned as Time Card Supervisors.

Time Card Filters

Filter and sort time cards by using the Rolodex style filter. Click "Show Contact List" to utilize this search feature.