How to record crew hours against the right job

Record crew time against the job it belongs to, with a date, person and clear distinction between on-site work and other time. Person-hours are the sum of people’s time; they are not the elapsed duration of the visit.

Explore the wider office and field crews guides for the steps around this decision.

A job-linked timesheet

Date	Person	Job reference	Activity	Hours
Example day	Crew member A	JOB-001	On-site work	3
Example day	Crew member B	JOB-001	On-site work	3
Example day	Crew member A	Travel allocation	Travel	0.5

The job received six on-site person-hours from a three-hour two-person visit. Decide consistently whether travel is assigned to a job, route or separate cost pool.

Correct entries transparently

Set a routine for missing or mistaken time records. A correction should identify the right date and job rather than adding another ambiguous note. Review overlaps and totals that cannot fit the person’s day.

Avoid reconstructing a week from memory if the crew can record time closer to the work. Keep the process simple enough to use, with responsibility for checking the entries before a cost report is trusted.

JobDiary includes field hours and job records. Recording hours does not make it a payroll system or determine pay, overtime, employment rights or tax treatment. Agree payroll requirements with the appropriate adviser and distinguish the operational timesheet from payroll calculations.

Check the cost input

If hours feed job costing, document the labour rate used and which employment costs it includes. A wage rate and a full business labour cost may differ. Do not describe a profit figure as complete while labour inputs are missing.

Connect this to the next step

Continue with WhatsApp vs a shared job record for field crews. If the next issue is elsewhere in the workflow, use How to schedule jobs for two crews without double-booking.

See JobDiary crew scheduling to check how the product supports this work. Use the current product description and a trial to verify the fit for your business.