Manage crews with Manual Timekeeping in the ServiceTitan Field Mobile App

Overview

If your company uses Flexible Timekeeping and you have the required permissions, you can create, edit, and review timesheets in the Field Mobile App for yourself and other technicians. Add multiple technicians to a single entry, update as needed, and keep records organized in one place. This simplifies managing work hours and ensures accurate, up-to-date timesheet information across the crew.

Things to know

• A crew is all the technicians on an appointment working under a lead technician. As the lead technician, you can manage your crew through expanded actions.

• When you bulk create timesheets, the system synchronizes them. This means the timesheets can be edited or deleted together.

• Editing or deleting one timesheet entry automatically updates all linked entries.

• You can add timesheets while offline. If two conflicting timesheets are created offline, the first one to sync when online is saved, and the second shows an error message.

• As a lead technician, you can also take job actions for other technicians, like Dispatch, Arrive, and Closeout. For more, see Manage crew job actions with Flexible Timekeeping in the ServiceTitan Field Mobile App.

Access crew timesheets

1. Tap Time in the navigation bar or on the Job Details screen.

2. On the Time screen that opens, tap Crew Timesheets. 

View timesheets for other technicians

On the Crew Timesheets tab Time screen, tap a technician's name to view their timesheets.

All timesheets for the selected technician appear.

Note: If you access crew timesheets from a job, all technicians assigned to that appointment and other appointments within the job appear. If you access crew timesheets from the navigation bar, technicians appear based on the selected filters and grouping.

Group and filter technicians

If you access crew timesheets from the navigation bar, you can group and filter technicians to narrow down what you see.

Tap the first dropdown to choose how you want to group technicians.

Note: The label of the dropdown shows the currently selected option.

You can group technicians by:

• Team (default): Groups technicians based on their assigned team. You can filter by technician name, team name, timesheet activity, job, project, job address, or project address.

• Business Unit: Groups technicians by their assigned business unit.

• Zone: Groups technicians by the zone where they work.

• Crew: Groups all technicians assigned to the same appointment, including the lead technician.

  Note: Account configuration is required to see and use the group by crew option. Please contact your office for details.

When no group is defined, use filters to narrow the list of technicians and their timesheets. Available filters include:

• Date: Select a custom date range or a payroll period. One of these is required.

• Technician: Select specific technicians.

• Team: Filter by team assignment.

• Business Unit:

  • When you group by Job/Project, this filter uses the business unit assigned to the job or project.

  • When you group by Technician, this filter uses the business unit linked to the technician's profile.

• Zone: Filter by the zone where the technician performs work.

• Crew: Filter by crews assigned to appointments.

• Project #: Filter by project number.

Tip: You can apply multiple filters at the same time.

After selecting your filters, tap Apply to update the view or Reset All to clear your selections.

Tip: You can sort the results by Date (Newest), Date (Oldest), Activity (Most Recent), Activity (Least Recent), Name (A to Z), or Name (Z to A).

Create timesheets in bulk for the entire crew

If you access crew timesheets from the navigation bar, select the technicians you want to create a synchronized timesheet for.

Tip: Tap Select all if the same action applies to everyone.

If you access crew timesheets from the job, just tap Add Crew Timesheet.

Tip: When you create a timesheet from a job, the Technician field automatically includes all technicians on the current appointment.

1. After you tap Add Crew Timesheet, on the Add timesheet entry screen that opens:

   1. Tap the Technician field to review or adjust your selection. If you accessed crew timesheets from the job, use the available filters to refine your technician list:

      • Current Job: Shows all technicians assigned to the job, not just the current appointment.

      • Other Appointment: Shows technicians from a different appointment.

      • Outside of Job: Shows all technicians not currently assigned to any job.

   2. Select the Timesheet Activity: These options are set by your office and may vary.

   3. Set the Date and Time.

      Note: An end time is required when creating a synchronized timesheet for multiple technicians.

2. Fill in any additional fields. These can vary depending on the selected timesheet activity.

3. When finished, tap Add Entry.

Create a timesheet for an individual technician

1. On the Crew Timesheets tab of the Time screen, tap the technician's name then tap Add Timesheet. 

2. On the Add timesheet entry screen that opens, fill in the relevant fields.

3. When finished, tap Add Entry.

Edit timesheets for other technicians

Note: You can't edit timesheets within a locked pay period. Locked pay periods are shown with a Lock icon.

1. On the Crew Timesheets tab of the Time tab, tap the timesheet you want to edit.

2. If it's a synchronized timesheet, choose one of the following:

   • Edit individual entry: Editing and saving this entry will convert it into an independent timesheet. It will no longer be linked to or updated with the rest of the group.

   • Edit synchronized entries: Changes will apply to all timesheets within the synchronized group.

     Note: The Technician field is disabled when editing synchronized timesheets to prevent adding or removing technicians.

3. When finished, tap Save.

Tip: If you access crew timesheets from the job, you can duplicate a timesheet by tapping the Copy icon. If you're duplicating from another appointment, the current appointment is pre-filled on the new timesheet to ensure proper mapping.

Note: The Technician field is left empty on duplicated timesheets to prevent overlap errors.

Want to learn more?

• See Manage crew job actions with Flexible Timekeeping in the ServiceTitan Field Mobile App