Team, time and pay

What this page is for

Team holds your people: logins, roles, skills, working hours, time off, timesheets, expenses and pay runs. Open More, then Team. The tabs are Team, Timesheets, Expenses and Pay runs.

Do the common things

Add a person

1. Open Team and click + Add person.
2. Enter their name, email and role. Save.
3. Send them an invite so they can set a password. If they forget it, use Password reset link.

Pick a role

• Engineer: sees their own diary, their jobs and visits, their timesheet and the phone app.
• Office: sees everything for daily work.
• Admin: office, plus Settings, billing and team changes.

Set working hours and skills

1. Open the person and click Edit. Set their working pattern and skills.
2. Smart scheduling uses these when it suggests times.

Handle time off

1. A person clicks Request time off. The approver gets a notification.
2. The approver opens Team, then Time off, and clicks Approve or Decline.
3. Approved time off shades the diary. Use Team calendar to see everyone.

Choose who approves time off

1. Open Settings, then Holidays.
2. Under Who approves time off, pick Admins and office staff, Admins only or One person.
3. For One person, choose them from the list. Click Save. Engineers see who approves in their app.

Approve timesheets and run pay

1. Open Timesheets and approve each week.
2. Open Pay runs, create a run and approve it. Each person gets a statement, and you can download a CSV.
3. Pay rules and commission rules are under Settings, Pay rules.

Set how engineers are paid from jobs

Each job is charged one of three ways, and the engineer is paid from the same rule. Nobody works it out by hand.

• Hourly job: the engineer gets a share of the labour billed and a share of the profit on parts. Set the shares under Settings, Pay rules. Give one person their own shares on their team page.
• Fixed-price job type (for example a gas safety certificate): set What the engineer is paid for this job on the product.
• Fixed-price quote (for example a bathroom): set Engineer's amount for this job on the quote. It is copied to the job.

The job page shows an Engineer pay card with the rule and the amount. The pay goes on the next pay run as Job pay once the invoice is issued or paid.

Log an expense

1. Open Expenses and add the amount, date and a receipt if you have one.

What the statuses mean

• Time off: Requested, Approved, Declined, Cancelled.
• Pay runs: Draft, Approved, Paid.

If something looks wrong

• Someone cannot sign in: check their login is active and send a new reset link.
• An engineer sees too little: check their role.
• Timesheets or Pay runs are missing: the Pay and commissions module is switched off.