10 ways to track time! Part 2

Good to see you back. In Part 1 of this blog, we explored the four ways in which you can track time inside Salesforce. Today, we’ll move on and explore how you can track time on the web and on the Time Tracker mobile app. Remember that in all these cases, all your time tracking data is still safely within Salesforce.One other thing to remember is that users who use the Time Tracker on the mobile or on the web, do NOT need to be Salesforce users.

On the Web
There’s two ways to track time on the Time Tracker Web app. You can track time by checking in time for multiple tasks/activities or you can use a timer that you can Start/Stop as you do your work.

Check In/Out: Checking In/Out on the Time Tracker web page means that you are Starting / Ending a timer as you work on a Project / Task (or whatever has been configured for you). You do this by selecting

Check in Timer on the Web
Check in Timer on the Web

the Check-in button on the top right hand corner of your screen when you login to the Time Tracker Web. You simply select the Project / Task that you are working on. Key in any notes that you want your manager/supervisor to see and click on the Check-in button. This option tracks time as you are working on a Project/Task. When you are done working, click on the Check-Out Now button, if you want to Check out at the current time. If you forgot to Check-Out at the time that you actually finished your work, you can put in the actual hours and minutes that you worked on the task and click on the Checkout button. This will work as long as the Check-in time plus Hours Worked is less than the Current Time.

Multi Check In: Use the multi check-in option, when you want to add timesheet entries for Project / Task that you worked on each day from

Multi line timesheet entry on the Web
Multi line timesheet entry on the Web

the drop downs, Add any information that you need on the additional fields configured for you. Fill in the Start and End times for the activities that you worked on. You can enter up to 10 different activities on this screen. When you are done, click on the Submit button. If you have more activities that you need to add in, you can do so.

A Manager/Supervisor can also Approve / Reject timesheet entries put in by people that report to her.

Time Approval on the web
Time Approval on the web

On the Time Tracker Mobile app

The Time Tracker mobile app works on both iOS and Android devices.There are four different ways that you can track time on the mobile app. Checking in/out as you work on an activity OR manual entry after you’ve completed the activity. We also have a Kiosk mode that you can use as a replacement for a punch clock. This is really useful in a factory/warehouse/office setting where you want all your employees to Clock In and Clock Out as they start and end their work for the day The Time Tracker Team mode allows a Team Lead/Supervisor to Clock In/Out individual team members and then Check In all Clocked in team members.

Check In / Out: As in the other cases, Check In/Out means that you are starting a

Check in on the mobile
Check in on the mobile

timer for work that you are currently working on. There are two ways that this works. If you are set up as an Individual User, you can check in/out of Projects / Tasks on your mobile device. This is a good option for Exempt employees who need to track time for billing/invoicing. If you are set up as a Personal User, you can clock in at the Start of your work day and Check In/Out of multiple Projects/Tasks with different check-in types. Some check-in types that our customers currently use include options for Job, Travel, Loading, Cleanup, etc. This option is good for non-Exempt employees for whom you need to track hours and breaks for payroll purposes. On the mobile, you can configure the app to collect GPS locations at specific transactions. Users can also take pictures at the jobsite and add them in.Users on the mobile can get notifications, when they are assigned a project or when anything changes on their projects.

Manual Entry on the mobile: Sometimes, you may want to enter your time

Manual Time Entry - Mobile
Manual Time Entry – Mobile

details after the actual work is done. You may have forgotten to enter the time, your phone could have been out of charge or perhaps you left your phone at home, Whatever the reason, you may not have been able to Start/Stop the timer as you worked. In such a case, you do have the ability to add the Project / Task that you worked on along with the Start and End Times for the work done. You can add multiple manual entries. You could use this mode of timesheet entry, if you are adding all of your timesheets after completing the work. In general, we suggest that you do this at the end of the day, so you don’t forget things that you have worked on.

Team Mode check ins for entire team

In the Team mode, only the Team Lead needs to have the Time Tracker on his/her mobile phone. The Time Tracker configuration in Salesforce lets you set up Teams with a Team Lead. When you set up Users in Salesforce, you can assign

Team Mode options
Team Mode options

them to specific teams.

When the Team Lead of a specific team logs in, she sees the names of all the people on her team. The Team Lead can Clock In each member of the Team as they arrive for work. When the Team Lead clicks on the Start Job, Start Travel or Start Loading buttons, all Clocked in Team Members are checked into the Selected Project and Task for that Check in type. When the Team Lead clicks on Stop on the previously Started Check in type, all checked in Team Members are automatically checked out of that Project / Task. This is a great option for teams working together on Construction/Landscaping/Installation type of work. GPS locations and photos can be configured to be collected at the jobsite.

Team members can be transferred between teams for better utilization. A Team Lead can Release a Team Member from her team, if needed. Another Team Lead can “Add” the released Team member to their team, as needed.

Kiosk mode Check In / Clock In

The Kiosk mode can be used in a factory/warehouse/office to replace the

Kiosk Check in and Clock in
Kiosk Check in and Clock in

traditional punch card / bio metric time clock. With the Time Tracker in the Kiosk mode, the big advantage is that all time tracking data is in Salesforce and can therefore be used for analysis. Depending on how your Users are set up in the configuration, Users may be able to Check In/Out OR Clock In and then Check In/Out of individual projects. We suggest using an iPad or an Android tablet for the Kiosk. Since multiple people will need to use the same device. The app works just as well on a phone, but the larger format is useful, when you need multiple people to access the device.

So that covers all ten ways of tracking time using the Time Tracker for Salesforce. Whether you want to track time in Salesforce on a web app or on a mobile device, you’ll be hard-pressed to find a solution as configurable and as user-friendly as our Time Tracker for Salesforce.

 

 

10 ways to track time! Part 1

Yesterday, we had a long and interesting demo of the Time Tracker with a fairly large group of people at a new prospect. During the demo, one of the people commented “So you have four different ways of tracking time inside Salesforce”. It struck me that I had never thought about it that way. Perhaps, when you work with the product every day, you gloss over some of these facts.

In any case, this morning, I decided that I’d make a list of all the ways

10 ways to track time
10 ways to track time

that you could track time with the Time Tracker. It turns out that there are 10 different ways in which you can track time with the Time Tracker for Salesforce. See my list here on the right. That’s 4 ways within Salesforce, 4 ways on mobile devices and 2 ways on the Time Tracker web app. Pretty cool, huh?

Based on my list, here’s a short description of each of the ways of time tracking and where you could use it.

Within Salesforce

Within Salesforce, you can track time by Check-in, checking in time for multiple tasks using the Multi Check-in, tracking time automatically to specific Salesforce whenever you are on that record in Salesforce and manually entering the time for a specific task when you are on that record.

Check in: Checking in to work within Salesforce means that you

Check In/Out in Salesforce
Check In/Out in Salesforce

are tracking time to a specific project/task (or whatever has been configured for you). You do this by selecting the Track Time button on the Salesforce Utility Bar. Clicking on the button, pops up a configured window that lets you choose your Project/Task from drop-downs. You can also enter in any notes that you may have. In this case, you are tracking time for an activity as you work on it. So you Check in when you Start on the activity and Check out when you are done.

Multi Checkin: Use the Multi Check in option when you want to

Multi checkin in Salesforce
Multi checkin in Salesforce

add multiple activities in a time-sheet format. You may choose to add in all your activities for the day at the end of the day or maybe at the end of the week. We suggest doing this on a daily basis, because chances are you’ll have forgotten something important that you did on Tuesday by the end of the week. 🙂 You select the Project / Task / Worktype fields from drop-downs. Fill in the Start and End times or the number of hours that you worked on each activity. By default, you’ll see 5 lines on this screen. Once you click on the Submit button, you can add your next set of activities.

Automatic Time Tracking: This is a great way to track time for

Automatic time tracking in Salesforce
Automatic time tracking in Salesforce

people who spend most of their time inside Salesforce. You do NOT need to Start / Stop a timer like you do with the Check in process. Every time you go to records in Accounts, Contacts, Opportunities, Cases or any other Salesforce object, an Automatic Timer starts right away. It keeps tracking time until you move away from that record. If you move to another Opportunity, the Auto Timer starts tracking time to the new Opportunity. The Auto Timer can be added to all the objects that you want to be able to track time to.

Single record time tracking: This feature again allows you to easily

Single time tracking in Salesforce
Single time tracking in Salesforce

track time to specific records in Salesforce. But it’s meant for use when you do NOT want time to be tracked automatically. This is meant for users who want to be able to track time to specific Accounts, Opportunities, Cases. But if the users work primarily outside Salesforce using other tools like AutoCAD, drafting and design tools, then this is a great way to track time. These users can go to the specific record where they want to add their time to. A Salesforce component allows you to add the task and the time that you spent on the activity; while the main Opportunity / Case is automatically selected.

So that’s 4 ways to track time just inside Salesforce. Checkin, Multi Checkin, Automatic Time Tracking and Single record time tracking.

Phew! that was a lot. Next week, we’ll talk about the different ways of tracking time on the Web and on the Time Tracker mobile app. Until then, auf wiedersehen!

Setting up an iPad in Single App Mode

Last week, we spoke about how to set up an iPad for public access using Guided Access. This week, we talk about how to use the Single App method for putting an iPad into a Kiosk mode.

Which method should I use?

The answer lies in what your exact requirements are and how much effort you are willing to put into setting the iPad up. Single App mode means that it locks your iPad to a single app. This is a more advanced method and you need to use Apple Configurator or a mobile device management server to enable this feature. You can only disable the mode using the same tool that you used to enable the feature.

If you don’t have access to the Apple Configurator, then you can only use the Guided Access method. In this method, the mode is secured with a PIN. The downside with this is that people can try to guess your PIN number to use other apps or to reset your iPad.

So make your decision on which method to use based on access to the Apple Configurator and how secure you want the device to be.

Kiosk mode with the Single App mode.

To start using your iPad in a Single App mode, you first need to put your iPad into a Supervised mode. To do this, go to the iTunes Store and install the Apple Configurator. if you don’t already have the Configurator.  You have to install the Apple Configurator on a Mac as it does not work on Windows. Once the Configurator is installed, use it to place your iPad into Supervised mode. Then you use the Configurator to enable Single App mode.

The entire process can be done in 3 steps.

Step 1: Turn off the Find My iPad feature

Turn off the Find My iPad feature
Turn off the Find My iPad feature

Click on Settings and then on iCloud. Now slide the Find My iPad button to the Off position. This will disable the Activation Lock that will prevent Apple Configurator from setting up your iPad. Have your iCloud password handy to complete this step.

 

 

 

Step 2: Place your iPad in Supervised mode

Start Single App Mode
Start Single App Mode

First, connect your iPad to your Mac via a USB cable. Once your iPad is recognized, open the Apple Configurator and select Supervised Mode.

Now, click on the Actions menu, then click on Advanced and select “Start Single App Mode”.

 

Step 3: Select the Single App from the list

Single App selection
Single App selection

Now your iPad is in Single App Mode. You’ll be shown a list of all the apps on your iPad, including the system apps and the apps that you have already installed. Select the app that you want to lock the iPad to. You can click on the “Options” button to enable/disable specific features such as Touch, Motion, Volume, Sleep/Wake etc.  You can choose to enable only those features that make sense for you. Click the Select App button when you are done. And now your iPad is truly locked to just this one app.

Disabling Single App mode

To Disable the Single App Mode, connect the iPad to the Mac. Open the Apple Configurator. Select the Actions menu > Advanced > Stop Single App Mode.

So make your decision on which mode makes sense for you and set up your iPad to work safely and securely in a Kiosk mode for public use.

Setting up an iPad for public use.

Last week, I was speaking with one of our nonprofit customers who use the Kiosk version of V4S Mobile for tracking volunteers. One of the issues that she was wrestling with was how to keep the iPad secure, both physically and from an app usage perspective. So I researched some options for her. I figured that the information would be useful for other iPad app users, using iPads for public use in a Kiosk mode. So here goes:

Physical security.

There are plenty of devices available for managing the physical security of any iPad that you want to use in a public setting. Just look on Amazon.com and

Physical security for iPads
Physical security for iPads

there are plenty of options to suit any budget range and your specific physical needs. And these physical security devices are available for desk, wall, floor and rail mounting options. Whether you need a floor mount for your iPad, a wall mount for your Android tablet or a desk mount for your Windows Surface device, you have many options. With options for rotate, tilt and switch, these devices give your users the flexibility to use the iPad/Android device in a multitude of ways. Starting in price at around $ 50 going all the way up to $ 500, security devices span a large price range.

The next thing you need to think about is application security. How do you prevent users from switching apps on your iPad either accidentally or because they quickly want to check out their Facebook page?

How do I lock down my iPad for just one app?

There are two ways to lock down your iPad to a single app. Guided Access and Single App Mode. Guided is the quickest, fastest way to put an iPad in a Kiosk mode and is often thought of as parental control mode.  It allows you to temporarily lock and iPad or iPhone to a single app. To leave that app, someone will have to enter your PIN or provide your fingerprint.  The Single App Mode locks your iPad to a single app. This is a more advanced feature and this is what we suggest to our V4S Kiosk users.

Guided Access mode.

Guided Access is a quick and dirty method of locking your iPad to a single app. To do this first enable this feature by going to the Settings app and going to General > Accessibility > Guided Access. Slide the Guided Access slider to the On position.

Guided Access for iPads
Guided Access for iPads

Next, tap the “Passcode Settings” to set a PIN for guided access and choose whether or not you can exit Guided Access with a Touch ID, if your iPad has a Touch ID sensor. You can choose to use the same ID that you use to unlock the iPad or use a different one. Just make sure that you note down the ID in a safe place, in case you forget it.

Next, launch the app that you want to lock your iPad to. Quickly press the “Home” button three times. You have now entered the Guided Access mode. There are 3 main options to set up here: Hardware buttons, Touch and Motion.

Hardware Buttons

You can enable or disable specific hardware buttons including the Sleep/Wake buttons and the Volume buttons. If your app needs audio playback, then you should disable the volume buttons to prevent users from accidentally turning the

Hardware buttons for Guided Access for iPads
Hardware buttons for Guided Access for iPads

volume down. Similarly, you may want to disable the Sleep/Wake button to prevent the iPad from going to sleep (or powering off), if someone touches that button. The OFF state means that those buttons are disabled and will not respond when pressed, once you have started the Guided Access mode.

Touch

You can turn touch gestures (taps on the screen) on or off, depending on your specific situation. If your app needs to be interactive (as with V4S Kiosk), then keep Touch enabled. If you are playing a video in a loop and don’t want people to stop it, then disable Touch.

Motion

Use this option to prevent your iPad from changing orientation when the user rotates the device. To do this disable this option, slide the Motion option to off. If your app relies on a particular Portrait or Landscape mode, then rotate your iPad to the particular orientation, then switch Motion off. Now the display will remain fixed, even if the user rotates the device.

Starting Guided Access

Once you’ve set up all the Guided Access setting to the way that you want it, tap on the “Start” button on the top right of your screen. Your app is now running in the “Guided Access” or “Kiosk” mode! Try tapping on the Home button or the volume buttons. Depending on how you’ve set them up, you’ll see that they make no difference. You will see a small message on the screen letting you know that Guided Access is enabled.

Exiting Guided Access

Triple-click the Home button. Enter the passcode that you configured. You’ll be taken back to the Guided Access setup screen, where you can End or Resume Guided Access.

And that’s all there is to put your iPad into a “Kiosk” mode. Next week we’ll talk about how you can use the Single App Mode on your iPad.