The Time registration module

In the Time registration module, you can keep track of all the worked hours of your crew members. You can either link their worked hours to crew member functions on a project, or register their worked times separately. Crew members can be given rights to register their own hours, and the hours of other people. This is done by assigning them a different user role in Rentman.

The sum of all registered hours appears in the Actual costs column in the Financial tab of your project. This provides a better indication of actual crew costs of a project. You can also export data from the Time registration module to a .xlsx file, so you can process your crew's worked hours in your preferred accounting software.

Rentman does not support payrolling. We recommend exporting your data from the Time registration module and use accounting software for further processing.

Available for: Lite Classic Pro

Add a new time registration

You can register your hours in the webversion of Rentman, and in the app Rentman Mobile (iOS & Android). Below, we provide instructions.

Webversion

  1. Go to the Time registration module.
  2. Click Add.
  3. Select the crew member(s) that this registration applies to.
  4. Select the From / until times and choose the break length.
  5. Fill in the rest of the options. 
  6. Enter one (or more) activity that describes the tasks carried out in this period. 
  7. Save.

Rentman App (iOS & Android)

With Rentman Mobile, you can register your own hours while you’re on the road. In the app, you can do this manually or by clocking in and out.

You need to have sufficient rights to register your own hours.

Manually

  1. Go to the Options menu Options_menu.png.
  2. Choose Time registration.
  3. Choose Register hours.
  4. Select the From / until times and choose the break length.
  5. Fill in the rest of the options. 
  6. Enter one (or more) activity that describes the tasks carried out in this period. 
  7. Save.

Clocking in and out

  1. Go to the Options menu Options_menu.png.
  2. Choose Time registration.
  3. Choose Clock in.
  4. You will see your timer running on this screen. Note: The timer will continue running in the background when you close the app.
  5. To end the timer, click Clock out.
  6. Fill in the rest of the options. 
  7. Enter one (or more) activity that describes the tasks carried out in this period. 
  8. Save.

Available options

When creating a new time registration, you need to configure the following information:

  • Crew member(s) - The crew members that this time registration applies to.
  • From / until (date and time) - Enter the time period for this registration.
  • Break - Will be subtracted from the total number of worked hours.
  • (optional) Hour registration type - Read this section.
  • (optional) Travel time - Will be subtracted from the total total number of worked hours. This field is optional.
  • (optional) Distance -The travel distance that was covered in this time period. This field is optional.
  • (optional) Lunch - Select the box if lunch should be included in this period. This field is optional.
  • (optional) Activity - Description of the task that was carried out in this period. You can either:

Link activity to a crew function - If your registered hours correspond to a planned crew member function, you can link this activity to it by choosing the function from the list.

Add as free text - If this registration does not correspond to a planned crew member function, you can simply enter an activity in this field. You can always add multiple activities to one registration.

Hour registration types

You can assign a type to the hours that you register. The type that you choose determines whether the registered times should be added to or subtracted from the total number of worked hours.

  • Worked - The default option. Will be added to the total number of worked hours.
  • Holiday - Will be added to the total number of worked hours, and is shown separately in hours holiday.
  • Correction - Allows to you add or subtract time from the total number of hours worked.
  • Sick leave - Will be added to the total number of worked hours, and is shown separately in hours sick leave.
  • Compensation - Is not added to the total hours worked.
    For example: Your employee John has already worked extra hours, and will therefore not work on Friday. John will take Friday off, as a compensation day. This type provides a reason for why the crew member was not there on Friday.

Configure the overview

In the Time registration module, you'll see all your registered hours in the time period that you've selected.

You can filter the registered hours, add different columns and group the hours by column to have a more focused overview.

Configure permissions for crew members

Crew members can be given rights to register their own hours and the hours of other people by assigning them a different user role.

Export your time registration

You can export the registered times to a .xlsx file, so you can process your crew's worked hours in your preferred accounting software.

The Activities tab

Reporting activities is optional, but highly recommended. You can either link an activity to a project function or add it as a free text.

In the Activities tab of the module, you find an overview of all the activities registered. Here you can easily compare each project function and the corresponding registered hours for that function.

You can filter the activities, add different columns and group the activities by column to have a more focused overview.

Enter the invoice reference

Select one or more activities and click on Enter the invoice reference to assign them an invoice reference. This way you can keep track of the activities for which your crew and freelancers already invoiced you, and make sure you don't get invoiced twice for the  same activity.

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