Flexible timekeeping Home

Flexible Timekeeping is ServiceTitan's time tracking system, designed for both office staff and technicians. It integrates seamlessly with ServiceTitan and ServiceTitan Mobile, allowing you to track time against various features such as jobs, projects, project labels, and labor types. Additionally, it supports configuring timesheet activities to apply different pay rates based on the type of activity. At this time, Flexible Timekeeping is currently for Commercial Service and Replacement business types.

Setup

What you need to get started & how it works

With the Flexible Timekeeping feature, you are no longer locked into just the driving and working activities for costing time to projects and jobs. This helps ensure you not only capture more of the job costs and get more accurate margins but also get better insights into how the time was spent. For example:

You can allocate office labor to a job or project for activities like pulling permits or other back-office activities associated with a job or project.
Technicians can allocate time spent picking up parts from a warehouse or supply house to a job or project.
Technicians and office employees can freely add time entries to any job or project without needing to schedule a job or appointment.
You can set up more robust timesheet pay rules to pay different rates for different employees or technicians doing the same activity.

Prior to setting up timesheet activities, make sure to:

Define technician and employee roles. It determines who can log time against a given timesheet activity. You can also break roles into groups.
Define business units
Set up labor types
Set up earnings codes
Set up employees and technicians
Set up timesheet tags
Note: When setting up timesheet tags, make sure to enable the Allow to use on timesheet activity setting. This allows the tag to appear on timesheets.

You can still proceed if you don't have the above set up. However, you should save each activity in the Draft status until you finalize all processes.

Required permissions

The following permissions are required to set up and manage Flexible Timekeeping. Administrators have these turned on by default. To have these enabled, please contact the account administrator on your team:

Administrators
- Create timesheet activities
- Allow to view and edit user timesheet activities
Office employees and technicians
- Employee can edit their own timesheet entries

Onboarding

Before starting onboarding, keep in mind:

Enabling Flexible Timekeeping hides past timesheets from job records, but the data remains in the system. You can still access timesheets through the Timesheet Detail Report and Master Pay File. Historical payroll data remains locked and unaffected.

When you're ready to set up Flexible Timekeeping:

First, review default activities and categories. Flexible Timekeeping comes with several commonly-used activities and categories set up for you. You can choose to keep these defaults or deactivate or archive them.
Then, create new categories and activities to use for timekeeping. Categories are used to organize related activities, so they should be set up first.
Finally, you can set up ongoing time entries. This allows for continuous timekeeping, so your employees or technicians can create new time entries without needing the office to close out existing entries.

To learn more about Flexible Timekeeping, visit ServiceTitan Academy to enroll in the following courses. This helps you master this feature and use it to its full potential.

Key workflows

Timesheet management

Office employees who have enabled the Allow to view and edit user timesheet activities permission can view and edit timesheets. They can access and edit timesheets from the Time Clock, Dispatch board, or the Job sections.

Timesheet Reporting

You can use the following templates to create custom reports for timesheet reporting:

Office timekeeping

The Time Clock feature lets office employees track their time with timesheet activities.

Use the Time Clock to track your time with Flexible Timekeeping

Bulk timekeeping

Create and manage timesheet entries for a group of employees with the Bulk timekeeping feature.

Track time in ServiceTitan Mobile

Technicians can track their time directly in the ServiceTitan mobile app. Use key actions like dispatching, creating timesheet entries, and making edits to record time in the field:

Track your time in ServiceTitan Mobile

Track time in the ServiceTitan Field Mobile App

Office Setup for Timekeeping in the Field Mobile App

Manage settings for timekeeping for the Field Mobile App:

Timekeeping in the Field Mobile App for technicians

Manage your time in the Field Mobile App: