Time Entry Method: Form-Based Time Tracking
🧾 Time Entry Method: Form-Based Time Tracking
✅ What This Covers
This article explains how to use Form-Based Time Tracking in Ontraccr, which allows users to submit time through a form that includes a Time Entry Table and a workflow that creates and optionally auto-approves time cards.
🧭 Where to Set This Up
To use this method, you’ll need to:
- Create a Form with a Time Entry Table field
- Add a Create Time Entry block in the form's workflow
- (Optional) Add Approval Blocks before time is created
📝 What Users See
When filling out the form:
- They’ll use the Time Entry Table to log time for themselves or their crew
- They can include multiple rows (per person or task)
- Each row captures:
- User
- Project
- Cost code (if enforced)
- Hours or start/end time (depending on form setup)
- Notes or additional form fields
🔧 Create Time Entry Workflow Block
This workflow block turns time entry rows into actual time cards.
You can configure it to:
- ✅ Auto-create time entries
- ✅ Auto-submit
- ✅ Auto-approve (bypasses standard approval hierarchy)
- 🚫 Prevent duplicates
- 🔁 Map extra form fields to custom time card fields by division
🔗 Features That Tie In
| Feature | Description |
|---|---|
| 🧠 Form Approvals | Use form logic to approve time before it’s created |
| 🧾 Custom Fields | Form answers can be mapped to custom time card fields |
| 📝 Summary Export | Designed to work with multi-signature forms |
| 🗺️ GPS Snapshot | Forms include GPS metadata when submitted (if on mobile) |
🧪 Best Use Cases
- Foremen submitting daily logs with time included
- Collecting job site details + hours in one workflow
- Attaching supporting docs (photos, slips, notes) to time entries
- Field workflows that require multi-step approval (safety, time, QA)
💡 Tips & Edge Cases
- ⏱ Best used with manual-style time reporting (no live punch in/out)
- 📸 Use this when users are expected to submit supporting info alongside hours
- 🔄 Time entries can still go through standard approval unless Auto Approve is enabled in the workflow
- ✅ Great for companies transitioning away from paper time sheets or daily reports