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 and shifts 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 the actual crew costs of a project. You can also export data from the watch_later Time registration module to a .xlsx file, so you can process your crew's worked hours in your preferred accounting software.

You can also export data from the Activities sub-module, which displays the scheduled hours for each activity, allowing you to see any overtime.

In addition to Worked hours, you can keep track of your crew members' leave requests in the Leave request sub-module. Read more about leave management here.

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

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

Add a new time registration (Rentman Web)

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

From Time registration From Activities

Go to the watch_later Time registration module.
Click + Add time registration
Select the type of time registration.

Manual time registration vs Planned activities

Manual time registration - This option allows you to manually select the From and Until times. Later, you can link activities to the time registration.
Planned activities - This option shows a list of all the activities from the past 24 hours that you were scheduled on. If you select this option, the From and Until times will be filled automatically according to the activities you selected.
Select the From/until times if you selected Manual time registration or select the activities if you selected Planned activities.
Click on Continue
Select the crew member(s) that this registration applies to.
Choose the break length or select the From/until times for the break.
Fill in the rest of the available options.
Enter one (or more) activity that describes the tasks carried out in this period by using the ADD button next to the activities.
Note: All the functions/shifts happening on the selected day(s) show up here, and you can easily connect hours to these activities.
Save or (optional) Save and new

Open the Activities sub-module.
Select the crew member(s) for whom you want to register hours from the top right corner.
Select one or more activities for which you want to register hours and click on Open time registration.
Choose the break length or select the From/until times for the break.
Fill in the rest of the available options.
Add the duration of the activity.
Note: All the functions/shifts happening on the selected day(s) show up here, and you can easily connect hours to these activities.
Save or (optional) Save and new

If the function or shift for which you are registering time has a default break time, the break will be pre-filled in the time registration form.

Add a new time registration (Rentman App iOS & Android)

In the watch_later Time registration module there are two tabs:

To register: The activities that you still need to register hours for.
Registered: The activities that you previously registered hours for.

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

Note: The number of past days you can view and register hours for activities depends on your user role. If you role permits only 7 days of past activity, activities older than 7 days will not be visible here.

Register hours linked to functions

register hours linked to a function in the app.gif

Note: Activities without registered hours are marked with a dotted blue clock, while those with registered hours display a green clock icon.

Note: If you modify the start or end time, you must either adjust the activity duration to align with the updated time and break, or add a second activity.

Register hours manually

time registration in the app without a function.gif

Register hours using clocking in and out

time registration clock in clock out.gif

Available options

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

Options

Break: Enter the breaks' total length or the start/end of the break periods. The break will be subtracted from the duration of the function.
Travel time (Optional): Will be deducted from the duration of the function. It is displayed in a separate column in the time registration grid. The company can choose whether to compensate the crew member for it or not.
Note: Breaks and travel time are not included in the total number of worked hours.
Hour registration type (Optional): Read this section.
Distance (Optional): The travel distance that was covered in this time period.
Lunch (Optional): Select the box if lunch should be included in this period.
Activity (Optional): Description of the task that was carried out in this period. You can either:

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

Add as free text - If this registration does not correspond to a planned crew member function/shift, 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. This will be added to the total number of hours worked.
Holiday: Will be added to the total number of worked hours, and is shown separately in hours holiday.
Correction: Allows you to 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.

Time registration approval

In order to minimize the risk of oversight and payroll inaccuracies, you can enable approval for the time registrations entered by crew members.

Configure the overview

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

To get a clearer picture of your registered hours, including which ones are approved and which are still pending, add the Status column to the overview.

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 submodule

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

In the Activities sub-module 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 or shift.

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

As a freelancer the activities tab is also the tab where you can find the total rate that you agreed upon with your client for this particular job. This is useful as you can use it as a reference when creating invoices. You can find this rate under planned cost, which only shows when granted the right permissions to your particular user role.

Enter the invoice reference

Select one or more activities and click on post_add 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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Time Registration Module