GPS Timesheets

Learn how to use the GPS timesheet feature in AroFlo Field

Updated on June 11th, 2024

Table of Contents

AroFlo provides a couple of different GPS tracking options that provide Field users with instant access to their daily tracking information. Locations captured are used to determine the duration of time spent on a job, and travel time between job locations.

A detailed timeline of the user's movements throughout the day can be viewed in a GPS timesheet on a Task or Quote, or via Menu > Timesheet. Users can choose to accept or edit start/finish times of GPS locations before adding to labor on a task or quote, or overheads such as travel time or personal leave.

The benefits of using this feature include:

Automated timesheet entries and job costings using GPS data.
Office staff have access to user GPS information within staff timesheets.
GPS tracking can be restricted to individual users.

Connecting GPS tracking

Connecting user GPS tracking is an administration function that requires access to Site Admin. Please contact your Site Administrator for assistance. For more information, see Setting up GPS tracking and AroPoint GPS.

Assigning asset to user

Before using this feature, you need to assign the asset doing the tracking to the user.

Field tracking

If using Field tracking, this should already be done for you. See Set up AroFlo Field tracking.

Device tracking

If tracking a GPS or mobile device, assign the asset to the user by:

linking the asset to the user via the user card, or
linking the user to the asset via the asset card.

Should I use GPS Timesheets via the Timesheets area or via a Task/Quote?

Which of the following best describes your workflow?

I record timesheet entries on the go

I record my entries at the end of the day

If you're doing timesheet entries as you go about your day, doing this via tasks or quotes would be the easiest way to do this.

This will also prefill the task information with the task or quote you're working on, when matching GPS entries.

On a Task, tap Labor > GPS tab.
On a Quote, tap Time Spent > GPS tab.

If you're doing timesheet entries at a later stage and matching up entries with past jobs, then doing this via the Timesheets area instead is ideal.

Working with Quotes?

If matching up timesheet entries for quotes, you will need to do this from the Quote worksheet.

Go to Menu > Timesheet > GPS tab.

View GPS locations

Access the GPS timesheets area either from the menu or via a task or quote (see above for instructions and the difference).
Tracking information for the current day and current user will be displayed as a timeline. Use the date arrows at the top of the screen to move back or forward to the day you need, or tap the calendar icon to display the date picker to choose a different day.
(optional) select a different user from the dropdown if necessary
(optional) select a different Asset (device that's doing the tracking) if necessary.

For example, you might predominantly use Field Tracking for tracking users, but you may also use GPS devices in vehicles which can be assigned to users.

Match a single GPS entry to a timesheet

If AroFlo finds a task/quote or client location that matches the user's GPS location, the job number and task name will be displayed in green.

Tap the location info (in blue) to open the location using your default Maps application.

To match a GPS entry to a task/quote labor timesheet:

Tap (plus icon).
The user on the previous screen will be selected as the resource. Tap Add Resource if you need to add additional resources. Edit the work type for each resource if necessary. See Timesheets - Overview for more information.
Task field:
1. if accessing via Menu > Timesheet, tap to select the relevant Task this entry belongs to
2. if accessing via a Task or Quote, this will already be filled in for you.
  
  For Quote timesheet entries, you will need to do this via the quote.
If necessary, edit the start and finish times
(optional) enter a note or tap Descriptions to use a description template.
Save.