Overview
If you have employees who work past midnight, or if your employees forget to clock out of their last timesheet of the day, you can use ongoing time entries to automatically close time entries past midnight.
Who uses this feature
Administrators
Primarily for Commercial Service and Replacement business types.
Things to know
The Duration Threshold doesn't apply to time entries with start and end times. It only applies to time entries that do not yet have an end time.
Set up ongoing time entries
Go to the top toolbar and click Settings
. In the side panel, click People > Payroll.
On the Payroll Settings screen that opens, click Edit next to Ongoing Time Entry Settings.
On the Ongoing Time Entry Settings screen that opens, use the toggle to turn the Enable ongoing time entry setting on or off.
Note: This is turned on by default.
Set the Duration Threshold. This setting automatically closes time entries without an end time after the amount of time, in hours, you set. By default, this is set to 12 hours.
Note: The Duration Threshold doesn’t apply to time entries with start and end times. It only applies to time entries that don’t have end times.
When you’re finished, click Save.
Ongoing time entry FAQs
What happens if my employee forgets to end their time entry?
When using ongoing time entries, a time entry automatically closes after the time passes the duration threshold you set. For example, if a technician has a time entry with a start time of 8:00 AM but forgot to close their time entry when they left, the system automatically closes the time entry 12 hours after 8:00 AM, so at 8:00 PM.
What happens if my employee is working past midnight?
When using ongoing time entries, when the current time reaches 11:59:59 PM, the system will automatically close the existing time entry and create a new time entry that starts at 12:00:00. AM. The system doesn’t allow time entries with start and end times on two different days.
If a time entry starts on the prior day and reaches the duration threshold, the system breaks up the time entry into two separate entries and closes both of them. For example, a technician has an ongoing time entry that started at 3:00 PM on a Wednesday. The duration threshold is set for 12 hours. The technician’s job ended at 1:00 AM on Thursday, but they forgot to close their time entry when they left. At 3:00 AM, the time entry reaches the duration threshold and does the following:
The time entry created on Wednesday at 3:00 PM automatically closes with an end time of 11:59:59 PM.
A new time entry is created for Thursday with a start time of 12:00:00 AM and an end time of 3:00 AM to account for the remaining duration.
How can I see which time entries were closed by the system?
You can use the Timesheet screen filters or view the time entry in the audit trail.
Use filters
On the Timesheet screen, use the Only show entries closed by the system filter to show only time entries the system closed.
Use audit trail
On the audit trail screen, time entries that were closed by the system show with the User Type System.
Want to learn more?
Visit ServiceTitan Academy to enroll in Flexible Timekeeping Payroll Settings