Managing or Reporting on Timecards from inside BrightMove (Admin or BrightMove User)
Time and Billing Reports
The Time and Billing module is found in the Reports module. There are 3 reports available to manage Timecards: Billable Hours Report, Timecard Report, and Overdue Time Card Report
Billable Hours Report
The Billable Hours Report will give the user a snapshot of all of the billable hours within a specified time frame. Click here to visit the Billable Hours wiki to learn more.
The Time Sheet report is broken down by week, and gives you a summary of each Accepted Applicant's billable and non-billable hours for that week. If a time sheet is showing as open, that means the Applicant may still need to edit it and hasn't submitted it yet. If it is Submitted, that means they have entered all of their hours worked and finalized the time sheet. Click on a name to view the timecard for that employee.
Click here to visit the Timecard Report Wiki to learn more.
You will see a Summary at the top that includes Period, Billable Hours, Non-Billable hours, Total Hours, Total Expenses (If in use), and Status.
You can also see who approved the timecard and the date/time it was approved!
User Approve or Reject a Timecard
Sometimes the Hiring Manager does not approve the timecards and the BrightMove users approve on their behalf. In this case, you will see Approve and Return buttons at the bottom of the screen for you to Approve or Return timecards.
Unapprove a Timecard
In the event you need to unapprove a timecard that has already been approved, there is a security role permission to allow a user to do so by role. To enable this, go to Settings> Security> Timecards module.
When enabled, after a timecard is marked as Approved, there will be an Unapprove button in the bottom of the timesheet.
Overdue Time Card Report
Gives the user a quick way to view which Candidates have not submitted their time cards for the week. You have the option of viewing the Candidates unsubmitted timecard by clicking the link for the candidates name or you can email one or more candidates by selecting the check box next to the Candidate(s) you wish to email and select either Blank Email or an email template requesting they submit their timecard. See below for an example of the report. Click here to view the Overdue Timecard Wiki to learn more.
Managing Time Cards- Hiring Manager/Client Workbench Access
Hiring Managers/Contact can log in at https://app.brightmove.com/ATS/ and enter their assigned username/password.
At the top of the screen there is an "Approve Timesheets" option.
All timesheets submitted to the hiring manager waiting for approval will be shown there and can be filtered using the Timecard Start Date dropdown (top). Click on a name to view the timecard.
They will see a Summary at the top that includes Period, Billable Hours, Non-Billable hours, Total Hours, Total Expenses (If in use), and Status.
The Approve and Return buttons are at the bottom of the form. There is also an optional Comments box available for the Hiring Manager to make notes to the Employee or for the Employee to write comments to the Hiring Manager.
There is a comments history area underneath to show a record of the correspondence both ways.
Back Office Capability
BrightMove Back Office is a billing and timecard platform that allows staffing professionals to streamline their daily operations by providing one easy-to-use interface for all their staffing needs. This fully integrated back office functionality is accessible directly from BrightMove Staffing and is compatible with Quick Books.
Benefits of BrightMove Back Office include a completely responsive interface (changes made in the system are reflected in real-time) and easy configuration (set and manage payment terms, add and manage accounts and configure contract and other preferences).
BrightMove Back Office allows users to generate invoices & see a snapshot view of approved & non-approved time sheets, billable & non-billable hours, clients to invoice and total to invoice.
The system also has a “Health Check” that users must run before creating invoices to ensure that data has been imported correctly and all preferences have been properly set.
Applicant does not have a timecard
If the applicant doesn't have a timesheet for a specific job or a timecard for a week, check the following:
- That they are on a placement submittal status. (Hired, Start, Accepted)
- That they have a placement record
- Correct Dates are showing on the placement record.
- That the job was labeled as a Contract Placement.
Manager does not see timecard module
Go to Settings> Security. Choose the Client Contact security role and check that access is allowed next to each time module.
You can also restrict available timecard actions here as well by clicking the check box next to an item and an X will appear instead.
Please sign in to leave a comment.