Time registration in FM

This article will explain how to set up and use time registration for work orders in FM.

Time registration can be used to keep track of time spent on different types of work orders.

How to set up time registration

Time registration needs to be activated in the settings before it can be used.

Activate time registration

To activate time registration, go to Settings Operations & maintenance Time registrations 'Activate':

Add time accounts

Time registration is based on time accounts. You can add multiple time accounts to keep track of time registration for different tasks or teams.

To create or manage time accounts, go to:

Settings Operation & maintenance 'Time accounts':

At the top of the window, you can:

• Activate 'Time account is required'. If this is activated, time registrations must select a time account before they can be saved.
• Set a 'Default time account'. When setting a default account, time registrations that are not linked to a specific account will be linked to the selected account.

In the toolbar, you have the following options:

• Add: Add new time accounts. Time accounts must have a name. You can add an optional description

• Edit: Edit existing accounts. This lets you change the name or description.
• Delete: Remove the account. This action cannot be undone.
• Search: Use the search bar to locate a specific time account

Enable time registration for work orders

You can use time registration for work orders if they are activated in the work order template(s).

It is also possible to set time registration as a required part of completing a work order.

To add time registration to work order templates, go to:

Settings Operations & maintenance 'Work order template' Hover over the work order templateEdit.

This opens the template and you can toggle between:

• Enabled and required - Requires time registration for this type of work order
• Enabled - Allows time registration for this type of work order
• Disabled - No time registration for this type of work order 

Set a default time account for teams

You can set a default time account for each team. To do this, go to

Settings Operations & maintenance 'Teams'

Click on a team to edit it. Here you can set the 'Default time account for team'. Select a time account from the drop-down menu and remember to click 'Save'.

After this, when the team completes a work order, the time account is automatically selected, but can be manually adjusted if needed.

How to use time registration with work orders

When a work order is marked as completed, on desktop or mobile, the user will see the time registration screen. 

From here you can:

• Report hours and minutes spent on the work order
• Select a time account
• Add date of completion (by default set to the current date)
• Add a description (desktop only)
• Add a file from your PC (desktop only)
• Take photos or add images (mobile only)

When you click 'Save' the work order will be closed and the time registration logged on the work order. This data is also added to the time registration columns in the list view.

Total time (internal) shows the time registration if the work order was completed by a user in the FM instance.

Total time (external) shows the time registration if an external user has completed the work order via the supplier portal.

Seeing time registrations in the list view

You can get an overview of all time registrations by going to:

Work orders More Time registration

You can create and save filters, and export the time registrations to Excel.

You can also use the main list view to get an overview of all time registrations. This allows you to create and save filters, such as time registrations for a specific time account. You can see the total of a column at the bottom of the list view.