Visit Timers

Visit timers track exactly how long each visit takes. This data feeds into job costing, client billing, and the P4P (Pay for Performance) bonus system.

Why Track Visit Time?

• Job costing - Know actual labour cost per job
• Pricing accuracy - Quote future jobs based on real data
• Performance tracking - Measure efficiency (P4P)
• Client transparency - Show time breakdown if needed

Starting a Timer

From Visit Detail

1. Open the scheduled visit
2. Ensure team is checked in for the day
3. Tap Start Timer
4. Timer begins for all assigned, checked-in team members

Quick Start

From the day's schedule:

1. Find the visit card
2. Tap the play icon
3. Timer starts immediately

Who Gets Timed?

When you start a timer:

• All team members assigned to the visit AND
• Who are checked in for the day

Must Be Checked In

Team members not checked in via Daily Attendance won't have time recorded. Check everyone in before starting visits.

During the Timer

Timer Display

While running, you'll see:

• Elapsed time (updating live)
• Team members being timed
• Expected duration from budget

Pause Timer (if enabled)

For interruptions:

1. Tap Pause
2. Timer pauses for all team members
3. Tap Resume to continue
4. Paused time is recorded separately

Switching Between Visits

If you need to switch to another visit:

1. Stop current timer
2. Start new visit timer
3. Return and start original timer again

Each segment is recorded separately.

Stopping a Timer

Completing the Visit

1. Tap Stop Timer on the visit
2. Timer stops for all team members
3. Duration calculated and saved

What Gets Saved

Each time entry records:

Field	Description
Visit	The visit being worked
Team members	Each person timed separately
Start time	When timer started
End time	When timer stopped
Duration	Total minutes
Hourly rate	Each team member's rate
Labour cost	Duration × rate (calculated)

Labour Cost Calculation

Each team member's cost is calculated:

Labour Cost = (Duration in hours) × (Hourly Rate)

Example: 2 hours at $45/hr = $90 labour cost

For a team visit:

Team Member	Duration	Rate	Cost
Alice	2.0 hrs	$45/hr	$90
Bob	2.0 hrs	$40/hr	$80
Total			$170

Visit Budget Comparison

Each visit has a budget (expected time):

• Set when scheduling the visit
• Based on job type and property
• Used for efficiency calculations

Budget vs Actual

After completing:

Metric	Value	Status
Budget	90 min
Actual	75 min
Variance	-15 min	Efficient

Efficiency Index (EI)

EI = Budget Minutes / Actual Minutes

• EI > 1.0 = Faster than expected (efficient)
• EI = 1.0 = Exactly as expected
• EI < 1.0 = Slower than expected (needs review)

P4P Integration

The Efficiency Index feeds directly into P4P bonus calculations. See P4P Integration for details.

Multiple Timers

Same Visit, Different Times

If the team returns to complete a visit:

1. Start timer again when resuming
2. Multiple time entries recorded
3. Total aggregated for the visit

Concurrent Visits (Advanced)

In rare cases, team members might work different visits simultaneously:

• Each visit has its own timer
• Team members assigned to each
• No overlap for same person

Manual Time Entry

If timer wasn't used or needs correction:

1. Open the visit
2. Go to Time Records
3. Click Add Manual Entry
4. Enter:
   • Team member
   • Start time
   • End time
   • Reason for manual entry
5. Save

Flagged as Manual

Manual entries are marked in reports. Excessive manual entries may need review.

Editing Time Entries

Before timesheet approval:

1. Open the time entry
2. Click Edit
3. Adjust times
4. Add reason for change
5. Save

All changes logged in audit trail.

Viewing Visit Time

Per Visit

Visit detail shows:

• Total time across all team members
• Breakdown by person
• Total labour cost
• Budget comparison

Per Job

Job detail aggregates all visit times:

• Total hours across all visits
• Total labour cost
• Overall efficiency

Per Team Member

Team member profile shows:

• Today's visit time
• Weekly summary
• Efficiency trends

Permissions

Role	Can Do
Owner	Start/stop any timer, edit any entry
Admin	Start/stop any timer, edit any entry
Office	Start/stop timers for their team, edit team entries
Team Lead	Start/stop timers for their team
Field	View own time entries only

Best Practices

1. Start on arrival - Not after setup
2. Stop when complete - Include pack-up in visit time
3. Use notes - Explain unusual times
4. Review daily - Catch issues before they compound
5. Check budgets - Are they realistic?

Troubleshooting

Timer Won't Start

• Check you're checked in for the day
• Check you're assigned to the visit
• Ensure visit isn't already completed

Wrong Duration

Edit the time entry or contact manager. All edits are logged.

Missing Time Entry

Create a manual entry with explanation.

Next Steps

• Managing Timesheets - Review and approve
• P4P Integration - Performance bonuses