The Time registration module

Available for: Lite Classic Pro

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.-

Add a new time registration

You can register your hours in the webversion of Rentman, and in the Rentman App (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.

    Adding_crew_members2.gif

  4. Select the From / until times and choose the break length.

    From_until_time.png

    Break.png

  5. The following information is optional to fill in:

    Hour registration type 
    Travel time 
    Distance 
    Lunch 
    Remark
     
  6. Enter one (or more) activities that describe the tasks that were carried out in this period. This step is optional, but highly recommended. You can either link an activity to a crew member function of a project, or simply add it as free text.

    Activity.png

  7. Remember to save your changes.

Rentman App (iOS & Android)

With the Rentman App, 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.

    From_until_break.png

  5. Travel time and distance are optional to fill in:

    Travel_time_distance.png

  6. Enter one (or more) activities that describe the tasks that were carried out in this period. This step is optional, but highly recommended. You can either link an activity to a crew member function of a project, or simply add it as free text.

    Activities.png

  7. Save your changes.

Clocking in and out

  1. Go to the Options menu.
  2. Choose Time registration.
  3. Choose Clock in.
  4. You will see your timer running in this screen.

    Timer.png
    The timer will continue running in the background when you close the app.
  5. To end the timer, click Clock out.
  6. Travel time and distance are optional to fill in:

    Travel_time_distance.png

  7. Enter one (or more) activities that describe the tasks that were carried out in this period. This step is optional, but highly recommended. You can either link an activity to a crew member function of a project, or simply add it as free text.

    Activities.png

  8. Save your changes.

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.

The options below are optional.

Hour registration type
Read this section.

Travel time
Will be subtracted from the total total number of worked hours. This field is optional.

Distance
The travel distance that was covered in this time period. This field is optional.

Lunch
Select the box if lunch should be included in this period. This field is 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.

Period.png

You can group your overview by month to get a better overview of all hours, or sort the overview by crew member to view the hours of a single crew member. 

Read our article about grouping and sorting for more information. 

Your user role in Rentman determines whether you can see your own hours, or the hours of all crew members. Read more in the section below.

Configure permissions for crew members

Crew members can be given rights to register their own hours, and the hours of other people. You can give a crew member permissions to edit their own hours (and view the hours of others) by assigning them a different user role.

Read our article about User roles for more information.

Export your time registration

You can 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.

Read our article about Exporting data for more information.

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