IIn this article, we will explain the role of the Event Time Tracking Manager and how to use this feature to manage time punches for your workers.
What is an Event Time Tracking Manager?
The Event Time Tracking Manager is a trusted individual assigned to manage time punches on-site. This person does not need to be an admin but must have a Roosted account. They can handle time punches on the day of the event and the following day, including adding, editing, and deleting punches if necessary.
Assigning an Event Time Tracking Manager
To assign an Event Time Tracking Manager:
Go to the Main Event Page.
Click on the box to add a Time Tracking Manager.
Type the name of the worker you want to assign and select them from the list.
This will grant the selected individual the necessary permissions to manage time punches for the event.
Click the worker name from the dropdown, they will be assigned as the time tracking manager for this event. If you want to remove this worker, click the red X.
Managing Time Punches
On the Mobile App, the Event Time Tracking Manager can scroll to the bottom of the page & tap Manage Time Tracking.
From here, they can see a list of events that they have been assigned to review and to add/view time punches for.
From this page, they can see a summary of how many workers have punched in, punched out and how many workers have no punches.
Adding a time punch
Time punches can be added to a worker under their name and tap Add Punch.
From there, add the date and time and tap Done, followed by Submit Punch.
The submitted punch will appear as shown below.
Editing a time punch
Time punches can be edited by tapping the blue wrench, entering the new time and tapping submit change & confirm.
Deleting a time punch
Deleting a time punch is done simply by clicking the red trash can and confirming by clicking Delete Punch.
Client Approval
The Event Time Tracking Manager, Admins, and Owners can receive client approval at the end of the shift. This process involves getting a signature from the client to confirm the hours and time punches.
How to Obtain Client Approval:
Ensure Client Presence: Make sure a client is physically present to sign off on the time punches and hours worked.
Initiate Approval Process: Tap Client Approval in the system.
Confirm Locking Time Punches: The system will prompt you to confirm that you want to start the approval process. This action will lock all time punches for the event, preventing further modifications.
By following these steps, you can secure the client’s approval and finalize the event’s time-tracking details.
Once the Show Approval Screen has been tapped, you will be prompted to hand the device to the client. The client will then review the following on the screen:
List of Worker Names: All workers who were part of the event.
Time Punches: Detailed entries of each worker's punch in and out times.
Total Hours: The total number of hours worked, calculated at the top of the screen.
The client can then provide their signature to approve the time punches and hours worked.
When the client is ready to sign, they should follow these steps:
Click "Sign": This will prompt them to enter their name and add any additional comments (optional).
Click "Next": The screen will rotate to allow the client to write their signature in the designated box.
Enter Signature: The client writes their signature into the box.
Click "Submit": After entering their signature, the client clicks "Submit."
Once completed, the client should return the device to the Event Time Tracking Manager, Admin, or Owner.
Similarly, if you prefer a senior staff member to review and sign off at the end of an event instead of a client, and the client will not be physically present, follow these steps:
Tap "Show Approval Screen": The Event Time Tracking Manager will initiate the process.
Hand the Device to the Senior Staff Member: Provide the device to the senior staff member for review.
Review Details: The senior staff member will review the list of worker names, time punches, and total hours calculated at the top of the screen.
Click "Sign": The senior staff member will click "Sign," enter their name, and add any optional comments.
Click "Next": The screen will rotate to allow the senior staff member to write their signature in the designated box.
Enter Signature: The senior staff member writes their signature.
Click "Submit": After entering their signature, they click "Submit."
Return the Device: The senior staff member should return the device to the Event Time Tracking Manager.
This process will lock all time punches for the event and complete the approval process.
And this is how the Event Time Tracking Manager can be used through Roosted! 😝