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Advanced Tracking
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How to Set Up and Manage Advanced Tracking

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Advanced Tracking allows you to:

  • Track extra details on timesheets, like mileage, equipment, tasks, and more!
  • Assign specific fields to jobs/customers.
  • Make the fields required or optional.
  • Allow employees to enter the information as free-form text or select options from a drop-down list.

Notes:

  • Some integrations can import tracking options as Advanced Tracking fields in TSheets. These fields are enabled/disabled via that integration's Preferences menu, and the items within the field are edited within the integrated software. 
  • If employees are using an Android device, advanced tracking only works correctly on Android version 5.1 or higher.
  • Only six Advanced Tracking fields can be active at a time. 

To Install:
  • Go to SET UP Add-ons OR Feature Add-ons Manage Add-ons.
  • Under Get More, find Advanced Tracking and click Install.

How to:

 
 

How to Create a Field

To create a field:

  1. Go to SET UP > Advanced Tracking OR Feature Add-ons > Advanced Tracking.
  2. Click + Add a new field.
  3. Add a Field Name and, under Field Type, choose one of the following:
    • List: Use this when you have a list of items/options for users to pick from on their time card. This can be used for equipment or task lists.
      • Note: At least one item must be added before saving this field type. Click + Add Item > enter the item's name > Save
      • Note: If this field is required and only has one item in the list, the field will auto-populate on timesheets. 
    • Text: Use this when you need a free-form text field for users to enter their own text. This can be used for descriptions or explanations.
    • Whole Number: Use this for a numbers only text field (i.e., 42, 7, 10). This can be used for entering mileage or amounts. 
    • Decimal Number: Use this if you want a numbers only text field, but allow for decimal numbers (i.e., 3.14, 10.5, 34.06). This can be used for entering expenses or measurements. 
    • Note: If something other than a number value is entered in a number field, the user will get an error stating: "Problem saving timecard. Please enter only whole/decimal numbers for the "TITLE" field." 
  4. Make any other selections and click Save.
 
 

How to Add, Edit, or Delete Items (Options) in a List



As an example: an Equipment list could include: Excavator, bulldozer, loader, etc.

  1. Go to SET UP > Advanced Tracking OR Feature Add-ons > Advanced Tracking.
  2. Navigate to the field, and click Edit.
  3. Add, edit, or remove an item:
    • To add an item: Click + Add Item, enter the name, and click Save, or click Options > Import items, choose a .csv file, and click Import.
    • To edit an item: Click the three grey dots () > Edit item, make the change, and click Save.
    • To archive an item (hiding it from time cards): In the Edit Field window, click the three grey dots () >  Archive item > Save.
    • To unarchive an item (making it visible on time cards): In the Edit Field window, click Archived, and at the right of the item name, click the three grey dots () >  Unarchive item > Save.
  
 

How to Assign and Restrict Fields or Field Items to/from Jobs or Customers

As an example, if you have employees working at the Smith residence, they should only see the "Equipment" fields and only "Bulldozer" and "Excavator" to be selectable options within that field. This can help prevent accidentally selecting the wrong item or needing to fill out unnecessary fields.

To assign and restrict fields:

  1. Go to SET UP > Advanced Tracking OR Feature Add-ons > Advanced Tracking.
  2. Navigate to the field you want to be restricted, and click Edit.
  3. Deselect SHOW ON TIME CARD to remove the field from all time cards. 
  4. Next, go to Jobs or Customers.
  5. Click next to the job or customer to which you want to adjust the assignment.
  6. Under Advanced Tracking Fields, select any selectable field given. Once selected, that field will appear on a timesheet when this job is selected.
    • A field that can't be deselected means SHOW ON TIME CARD is enabled for that field. 

To assign and restrict field items:
  1. Go to Jobs or Customers.
  2. Click next to the job or customer to which you want to adjust the assignment.
  3. Under ADVANCED TRACKING FIELDS, click All items
  4. Assign or unassign items:
    • Click to move options from the Unassigned Items box to the Assigned Items box.
    • Click to move options from the Assigned Items box to the Unassigned Items box.
    • Note: Sublevel jobs, if not manually changed, will reflect the assignments for any top level job. Assign or unassign the associated sublevel jobs or customers, if needed. 
    • Note: If you only assign one item from a required list to a job/customer, that field is automatically filled in for timesheets with that job/customer.
 
 

How to Edit a Field

 
  1. Go to SET UP > Advanced Tracking OR Feature Add-ons > Advanced Tracking.
  2. Navigate to the field, and click Edit.
  3. Make your changes, and click Save.
 
 

How to Remove a Field from All Time Cards

Do one of the following:

  1. Go to SET UP Advanced Tracking OR Feature Add-ons > Advanced Tracking.
  2. Navigate to the field, and click Archive.
  3. To confirm, click Archive again.

Or

  1. Go to SET UP > Advanced Tracking OR Feature Add-ons > Advanced Tracking.
  2. Navigate to the field, and click Edit.
  3. Deselect SHOW ON TIME CARD, and click Save.
    
 

How to Restore a Field

Note: Field-to-job assignments will also be restored.

  1. Go to SET UP > Advanced Tracking OR Feature Add-ons > Advanced Tracking.
  2. At the top right, click the drop-down arrow, and select Archived.
  3. At the right of the field, click Unarchive.

Or, if the field was not archived, just hidden from time cards and needs to appear on all time cards:

  1. Go to SET UP > Advanced Tracking OR Feature Add-ons > Advanced Tracking.
  2. Navigate to the field, and click Edit.
  3. Select SHOW ON TIME CARD, and click Save.
 

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