Jobs

A Job is what an employee's time is charged to, such as a project, a client's work or a function. This guide explains when to use a Job, how to add one and make it Active, who can clock onto it, and where you see the hours and costs for each Job.

What a Job is in Microkeeper

Every shift records three things: the Location where it was worked, the Role the employee worked, and the Job the time is charged to. Jobs are the one that changes most often. You add a Job when the work starts and finish it when the work is done.

Use a Job for:

• Projects or sites that come and go, such as a building job or a contract.
• Work for a client, so you can see what the hours cost and compare it with what you invoiced.
• Functions inside the business, such as "Private Functions", "Staff Training" or "Stocktake".

A Job adds to a shift's Location and Role rather than replacing them: the Location is the group of staff and its managers, the Role is what they do, and the Job is what the time is for. Locations and Roles are meant to be a fairly fixed list, because each one has its own staff group, managers and rows on the Roster Calendar, while Jobs come and go. So when new work starts, add a Job and record it on shifts at your existing Locations. A business that works at many short-term client sites can keep one Location, such as "Onsite", for that work, with a Job for each site. See Locations and Roles.

Jobs are on Menu > Manage > Jobs. You see this menu item if your access includes Jobs and Clients. See Managers and Access.

Jobs as cost centres

The Job on each shift carries through to pay, so you can see what each Job costs in wages and super as well as its hours. This is Microkeeper's 3D cost centre tracking. Location, Role and Job are its three dimensions.

A shift can get its Job in several ways: the employee picks it when they clock on, the rostered shift has one, the Role, Location or employee's profile has a Default Job, a kiosk is set up for one Job, or a manager sets it on the timesheet. Cost Centres explains which one wins, and Cost Centre Reporting covers where cost centres show up in pay runs, reports and your accounting export.

Jobs can also change what someone is paid. A Rate Rule can apply only to a Job or a Client, using its Job/Client field. See Rate Rules.

Add a Job

Navigate to Menu > Manage > Jobs.

1. Click Add Job. The Job Settings form opens.
2. Enter the Job Title, for example "Private Functions". This is the name employees and managers choose from.
3. Leave Start Date as today, Client as Inhouse and Employee Access as All employees, or change them as described below.
4. Click Add Job at the bottom of the form.
5. Reload the page.
6. In the new Job's Status column, choose Active.

The Details section of the form has these fields:

The first time you add a Job, Microkeeper ticks Job under Payroll Breakdown in Global Settings, so pay runs record the Job of each payment.

To add or update many Jobs at once, use CSV Transfer on the Jobs page. Export CSV gives you a file with the right columns to fill in, and Import CSV loads it back. The import doesn't set the Deadline or the employees for Individual access, so set those on the Jobs page afterwards.

Job status: Quoted, Active, Pending and Finished

A new Job starts as Quoted. Change it to Active before anyone needs to use it. Only Active Jobs can be chosen when clocking on, on a rostered shift, on the timesheet, as an employee's Default Job, or in Rate Rules.

To change a status, choose it from the list in the Job's Status column. It saves straight away.

The Jobs list doesn't show Finished Jobs. To see them, choose Finished in the Status filter at the top of the list. You can also filter by Client, and search by title, ID or 3rd Party ID.

Edit a Job and add Job details

Navigate to Menu > Manage > Jobs.

To change a Job's title, dates, Client or Employee Access:

1. Click Edit at the end of the Job's row. The Job Settings form opens with the Job's settings.
2. Make your changes.
3. Click Update Job.

Job details are a longer description of the work, such as the address, what to bring or who to report to. To add them:

1. Click the pencil button in the Job's Details column. The Job Details editor opens.
2. Type the details. The editor saves as you go, and shows Not Saved until your latest changes are saved.
3. Close the editor with the cross button.

Employees see the Job on their rostered shifts in the Employee Console, with a Job Details button when the Job has details. If the Job's Client has an address, a View Map link shows too.

Each Job also has an ID. Hold your mouse over the Job's number in the ID column to see it. You need it when you set up a kiosk or fingerprint scanner to charge all its shifts to one Job: see Clocking Options.

Group Jobs under a Client

A Client is the business or person a Job's work is for. Jobs that aren't for anyone outside your business use Inhouse, which is the default.

Navigate to Menu > Manage > Clients.

1. Click Add Client.
2. Enter the Business Name or the Contact Name. One of them is required.
3. Add the address and contact details if you want them. The address gives employees a View Map link on their rostered shifts.
4. Click Add Client.

Then choose the Client in each Job's Client field. You can also add a Client from the Job Settings form with the Add button.

Grouping Jobs under a Client lets you:

• Choose from that Client's Jobs on each rostered shift at a Location, by setting the Location's Client on its Logistics tab. All Jobs offers every Active Job. See Cost Centres.
• Report the hours for all of a Client's Jobs together in the Hours Report.
• Apply a Rate Rule to all of a Client's Jobs.

Choose who can clock onto a Job

Employee Access on the Job Settings form decides who can pick the Job when they clock on in the Employee Console from a phone or computer. It doesn't affect kiosks or fingerprint scanners, which are set up separately.

• All employees: everyone can pick the Job, including employees you add later.
• Location Proximity: employees can only pick the Job when they are near a Location that has it as its Default Job. The Location needs a Latitude and Longitude on its Geo-Fence tab, and "near" means within the GPS Radius in Timesheet Settings. Out of range, the Job shows but can't be chosen.
• Individual: only the employees you tick under Employees assigned can pick the Job. Use Select All to tick everyone. This is the most work to keep up to date.

The Employees column on the Jobs list shows the access for each Job: All employees, Locations, or an information icon listing the selected employees.

When an employee clocks on, the Job list shows the Active Jobs they have access to that have reached their Start Date, plus No Job. The Job on their rostered shift and their own Default Job are offered too, whatever the access. While clocked on, they can choose another Job and click Switch to end one shift and start the next on the new Job.

How the Job is chosen when the employee doesn't pick one is covered in Cost Centres.

See the hours worked on each Job

The Hours Report totals the timesheet hours charged to each Job, and to each Location and Role. It doesn't need a pay run.

Navigate to Menu > Manage > Jobs, then click Hours Report. The Hours Worked on Cost Centre page opens.

1. Choose the Year and a Period, or enter a Start Date and End Date, then click Display. The dates start as last month, and the range must be less than a year.
2. To see some Jobs only, choose them in Job, or choose a Client to include all its Jobs.
3. To see a total for each Job, untick Location and Role under Cost Centre columns.

The Cost Centre table shows the hours, employees and shifts for each Job, with its 3rd Party ID and Client. The page also has Employee, Note and Full Shift List tables, each with a CSV button. For what each one shows, see Cost Centre Reporting.

See what each Job costs in payroll

The Hours Report counts hours. To see what those hours cost, including penalty rates, overtime, leave and super, use the Job reports on the Reports page. They work from your pay runs, and appear for people with payroll access once Job is ticked under Payroll Breakdown.

Navigate to Menu > Payroll > Reports, then choose a format from the report's Export as... list.

For choosing the pay runs or dates a report covers, see Reports.

Show Jobs on employee payslips

Payslips can list an employee's pay separately for each Job they worked. This is useful when staff are paid a different rate on different Jobs.

Navigate to Menu > Settings > General > Global, then click Payroll Settings.

1. Under Payslip Display, tick Job. The payslip then has at least one line for each Job.
2. Check that Job is also ticked under Payroll Breakdown. Without it, pay doesn't record the Job.

Each box saves as soon as you change it. Payslip Display only changes how lines are grouped on the payslip employees see. It doesn't change the cost centre data or your reports.

Common mistakes with Jobs