Create timesheet activities

Overview

Timesheet activities are what you log time against in order to accurately track your time.

Things to know

• If your company is still in Onboarding status and not yet live, you can deactivate timesheet activities. After your company is live, you can only archive an activity. You can’t deactivate any timesheet activities that have time logged. Archived activities are displayed in reports, while deactivated activities are not. For more, see Archive Timesheet Activity. 
  

Create a timesheet activity

1. Go to the top toolbar and click Settings .

2. In the side panel, go to People > Payroll.

3. On the Payroll Settings screen that opens, click Edit next to Timesheet Activities.
   

4. On the Timesheet Activities screen that opens, click Create Timesheet Activity.
   The Create Timesheet Activity section has five sub-sections:

• General Settings

• Visibility

• Associations

• Additional information

• Pay

General Settings

In the General Settings sub-section, define the timesheet category, code, and description. You can also define how the business unit for this activity appears in reporting.

• Timesheet Category: Select a timesheet category. Timesheet categories help organize timesheet activities. Click Add Timesheet Category to add a new category if the one you want to use isn’t listed.

• Timesheet Activity Code: Label the timesheet. The timesheet activity code is displayed on all reports and indicates what that time tracks.

• Icon: Select an icon to use for the activity.

• Description: Add an optional description. The description is used when you want to learn about the timesheet activity code when selecting it.

• Business Unit: Whenever time is tracked, ServiceTitan places a business unit on the master pay file. If a job is associated with a timesheet activity entry, the business unit will be the same as the job selected. However, if a job isn’t associated, you should indicate which business unit you want the system to place in for reporting.

  Note: ServiceTitan can track the business unit listed in the employee or technician profile or the option you selected in this field.

  When you’re finished, click Next.
  

Visibility

In the Visibility sub-section, you can select all roles that log time against the activity. If you select the role here, all employees and technicians with the role listed in their profile have this activity to log time against the time they add.

Note: If an employee has enabled the Allow to view and edit user timesheet activities permission, they can see and log time against all timesheet activities, regardless of visibility selection.

If this timesheet activity is only tracked for employees with the Allow to view and edit user timesheet activities permission, you can skip selecting roles. For example, if the timesheet activity is Vacation, only the payroll administrator is likely to pay vacation time instead of an employee clocking the time themselves.

When you’re finished, click Next.

Associations

In the Associations sub-section, you can indicate what additional data associations this timesheet activity can be connected to. For each association, you have three options:

• Do Not Allow: If you select this option when tracking time, this time entry can never be associated with the data point.

• Allow: If you select this option, the employee can optionally choose to add this data point but can save time entry without the association.

• Require: If you select this option, the employee can’t save time entry without the association.

Set the job, project, and labor type associations for this timesheet activity.

• Job Association: Select this option if you want a job number to be indicated when this time is tracked.

• Project Association: Select this option if you want a project number to be indicated when this time is tracked.

  Note: The project number is displayed by default if a job is selected, regardless of the setup selection. Also, if an employee selects a job not associated with a project, the project number can’t be selected.

• Project Label: Select this option if you want a project label to be indicated when this time is tracked.

  Note: You can only select a project label when a project number has been selected, and project labels exist on the project number selected.

• Labor Type: Select this option if you want a labor type to be indicated when this time is tracked. If you enable the Set default to labor type on the technician profile toggle, the system automatically prefills the labor type on the technician profile when time is tracked. Alternatively, if you select the Default labor type option from the dropdown, this type will always be associated with this timesheet activity.

When you’re finished, click Next.

Additional Information

In the Additional Information sub-section, you can indicate if you want a tag and/or memo to be displayed on this timesheet activity. There are three options:

• Do Not Allow: If you select this option when tracking time, this time entry can never be associated with the data point.

• Allow: If you select the option, the employee can optionally choose to add this data point but can save time entry without the association.

• Require: If you select this option, the employee can’t save time entry without the association.

Default Tags: You can select one or more default tags that appear on the timesheet activity. 

Memo: You can write a default memo that appears on the timesheet activity.

Note: Select the Don’t allow the user to change the tag or memo option if you don’t want these edited by those tracking times against this timesheet activity.

When you’re finished, click Next.

Pay

In the Pay sub-section, indicate how you want to pay for this activity. There are three options:

• Pay the user the base rate that is set on their profile: Select this option to always pay all employees for all time tracked to this activity at the rate assigned on the employee or technician profile.

  Note: If you pay for an activity, you must set earnings codes. When you select this option, the option to select earnings codes appears. These earnings codes show on your master pay file and can be used to map to your payroll provider to indicate what kind of time is being calculated. For more information, see Assign earnings codes.

• This is an unpaid timesheet activity: Select this option if you never pay for this activity for any employee. For example, you can select this option for Meal or Unpaid Time Off. 

• Enable custom pay rule for this timesheet activity: This option allows you to create a custom rule.

  • Click Create Custom Rule and indicate a custom rate. This rate is paid instead of the rate set on the profile. Set up the custom rule, select employees, and select earning codes. At the end of the setup, you are asked to click Submit and Complete or Submit and Create New Rule. You should select the Submit and Create New Rule option if you haven’t selected custom rates for all employees. If you select the Submit and Complete option, any employee not selected under the created custom rules is paid based on the default rule of pay users set in their profile. You should indicate earnings codes for this default rule.

• Select the earnings code for the default rule:

  • REG Pay Code: Select the earnings code that matches your standard pay

  • OT Pay Code: Select the earnings code that matches your overtime pay

  • DT Pay Code: Select the earnings code that matches your double overtime pay
    

Note: When the time is tracked against a category or activity, you can’t edit it.

When you’re finished, click Finish.

Who uses this feature

• Visit ServiceTitan Academy to enroll in Flexible Timekeeping Payroll Settings

• See Review default activities and categories

• See Create a new category