How Automated Time Tracking Works

ServiceM8 Automated Time Tracking can automatically Check In and Check Out of Jobs, automatically Clock On at the start of the day, and automatically Check Out at the end of the day, helping to ensure that the data recorded in your account is accurate, without generating extra administration work.

ServiceM8 makes decisions about when to check in/out or clock on/off based on your location, the time of day, and the jobs that have been assigned to you. In order for Automated Time Tracking to work, you will need to set the GPS permissions of the ServiceM8 mobile app to "Always Allow" with "Precise Location".

Automatic Clock On/Off

ServiceM8 will automatically clock you on for the day when you arrive at the office or at a job site, or when you manually check in to any job.

You will be automatically clocked off when you leave the office at the end of the day, or when you leave the last job for the day. 

Note that the automatic clock on/off feature is not instant. It may take multiple GPS updates for ServiceM8 to gain confidence that you have arrived at or departed a given location, so the actual clock on/off event may be delayed by a few minutes. However, once ServiceM8 has determined that an automatic clock on/off should occur, the recorded time of that event will be adjusted to the time that you actually arrived or left the location.

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Automatic Check In/out

ServiceM8 will automatically check you in to a job when you arrive at the location of a Job that has been allocated to you, or scheduled to you for the current day, or when you arrive at the job after using the "navigate" function within ServiceM8. 

Note that if the actual location of the job does not match the location shown in the Map within ServiceM8, e.g. if it's a large site such as a university campus, then ServiceM8 may not be able to automatically check you in. The location does not have to be perfectly aligned though, there is a margin for error. Ensuring that the Job Address has been entered correctly will help to avoid this problem.

ServiceM8 will automatically check you out of a job when you leave the location at which you checked in. The automatic check-out feature will still work even if you have manually checked in to the job.

The automatic check in/out feature is not instant. It may take multiple GPS updates for ServiceM8 to gain confidence that you have arrived at or departed a given location, so the actual check in/out event may be delayed by a few minutes. However, once ServiceM8 has determined that an automatic check in/out should occur, the recorded time of that event will be adjusted to the time that you actually arrived or left the location.

Check In Time Adjustment

There may be times when ServiceM8 does not have the data points to automatically check you in to a job, such as when the address is not saved to the job correctly, or the job is not scheduled to you. However, it can still detect when you arrived at your current location. 

So, in these instances where ServiceM8 is unable to check you in automatically (and you haven't checked in manually), when you open the job card and tap 'Start job', ServiceM8 will offer to wind back the check in time to the time it detected your arrival on site. 

Off-site Trips with Automatic Time Tracking

ServiceM8 can also track time taken for trips away from the job address, for job-related purposes e.g. visiting a supplier for parts.

When you leave a job address, such as for a trip to a supplier, ServiceM8 will still check you out of the job, but will track your travel and time at each location before returning to the job address. You will then have the option of adding ‘Trip’ time to the job in the Check Out process.

If you made more than one stop away from the job address (e.g. you visited Supplier A for parts, then visited Supplier B for an unrelated task, then returned to the job address), then you will have the option of selecting which Trip/s you want to add time to the job. 

Trip time added to a job includes:

  • Travel time from your previous location (e.g. the job address), to the selected Trip destination;
  • Time spent at the Trip destination; and
  • Travel time from the last location you stopped at, back to the job address.

If you visited several locations but aren't adding all of them to the job's time:

  • Travel time TO each selected Trip destination will be calculated from the previous location you stopped at; and
  • Travel time BACK to the job address will be from the last location you stopped at, regardless of whether you're charging for time at that location or not.

Automatic Time Tracking Settings

Because Automatic Time Tracking needs to know your location in order to decide when to clock on/off or check in/out, it requires that you enable "Always allow" GPS access for ServiceM8 in your iOS Settings ("While using the app" or "Never" will not work). The ServiceM8 app will not share your location while you are clocked off.

To adjust this:

  1. Open the iOS Settings app
  2. Tap Privacy
  3. Tap Location Services
  4. Tap ServiceM8
  5. Select "Always".

NOTE: Precise Location must also be toggled ON.

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Can I deactivate Automated Time Tracking?

Yes — if you find that Automatic Time Tracking is not suitable for you, you can disable it. To do so, open the iOS Settings app, tap ServiceM8, and adjust the settings in the "Time Tracking" segment. If you choose to disable Automatic Time Tracking, please take the time to send a quick email to support@servicem8.com to provide feedback about why the feature wasn't suitable.

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