How to Configure Time Tracking Rules
Define how work order time is captured, categorized, reviewed, and costed so every team follows the same rules without relying on individual judgement.
Quick Summary
Go to Settings gear → Time Tracking Rules to configure capture categories, labor and dispatch defaults, overtime thresholds, and correction policies.
Why Time Tracking Rules Matter
Without consistent rules, time tracking becomes a mix of personal habits. One technician rounds to the nearest 15 minutes, another logs exact minutes, a third forgets to clock out. The result is unreliable labor data that cannot support costing, billing, or compliance reporting.
Time Tracking Rules let you standardize:
- how labor time is categorized (regular work, overtime, emergency callout)
- when overtime kicks in and at what multiplier
- how entries are rounded and corrected
- how work is dispatched to teams and individuals
- when stalled sessions are automatically closed
Before You Begin
- You must be an Organization Admin or Owner
- Time Tracking Rules are available on Professional plan and above
- Set up Labor Rates first for accurate costing
Step-by-Step Guide
Step 1: Open Time Tracking Rules
- Click the Settings gear () at the bottom of the sidebar
- Under Organization Setting, select Time Tracking Rules
You will see summary cards showing the current capture policy, active categories, overtime multiplier, and weekly overtime threshold.
Step 2: Review and Manage Capture Categories
Capture categories classify how time entries are labeled. Infodeck includes system categories that cover common maintenance scenarios:
| System Category | Typical Use |
|---|---|
| Regular Work | Standard maintenance tasks |
| Overtime | Hours beyond daily or weekly threshold |
| Emergency Callout | Unplanned urgent work |
| Inspection | Scheduled inspection rounds |
| Travel | Transit time to and from job sites |
| Training | Skill development and certification |
| Administrative | Non-field operational tasks |
To add a custom category:
- Click Add Category
- Enter a Category Name
- Enter a Code (e.g.,
emergency_callout) - Check Billable if this category should be included in client billing
- Save
System categories cannot be deleted — they provide a stable foundation. You can mark irrelevant system categories as inactive so they stop appearing in time entry dropdowns while keeping historical data intact. Custom categories let you add site-specific classifications when the defaults do not cover your operations.
Step 3: Set Labor and Dispatch Defaults
Default Labor Capture Policy
Choose how person-level labor time is captured across the organization:
| Policy | What Happens |
|---|---|
| Auto by assigned crew | Individual labor entries generate automatically as execution begins |
| Required per assigned crew | Supervisors must ensure each worker has person-level labor capture |
| Work-order duration only | Track job duration without person-level labor costing |
For most facilities teams, Auto by assigned crew provides the cleanest balance between accuracy and ease of use.
Default Dispatch Policy
Choose how work orders reach team members:
| Policy | What Happens |
|---|---|
| Hybrid | Team lead dispatches, crew receives direct action assignment |
| Lead dispatch only | Only the lead or supervisor receives the assignment and dispatches crew |
| Broadcast to whole team | All team members receive the work order as a shared assignment |
Step 4: Configure Overtime Thresholds
Set when overtime begins and what multiplier applies:
| Field | Description |
|---|---|
| Daily Overtime Threshold | Hours per day before overtime rate applies |
| Weekly Overtime Threshold | Hours per week before overtime rate applies |
| Overtime Multiplier | Rate multiplier (e.g., 1.5x base rate) |
| Double Time Threshold | Hours per week before double-time rate applies |
| Double Time Multiplier | Rate multiplier for double-time (e.g., 2.0x base rate) |
Step 5: Set Capture and Correction Policies
These policies control how entries are rounded, reviewed, and corrected:
Policy Toggles
| Toggle | What It Does |
|---|---|
| Require supervisor review for exceptions | Flagged or manually corrected entries stay in review until a supervisor resolves them |
| Allow governed manual correction | Permits corrections for missed auto capture, offline recovery, or approved historical backfill |
| Auto end stalled sessions | Automatically closes execution sessions after a set number of hours |
Rounding and Minimums
| Field | Options |
|---|---|
| Round to nearest | No rounding, 5 min, 15 min, 30 min |
| Minimum entry duration | 5 min, 15 min, 30 min |
Step 6: Save Changes
- Review all settings
- Click Save Changes
- A success message confirms the update
Changes apply organization-wide. All work orders going forward will use the updated rules. Existing time entries are not retroactively modified.
Real-World Example
Facility with Mixed In-House and Contract Teams
Situation: Your facility has in-house technicians (8-hour shifts, 1.5x overtime after 8 hours daily) and contractors (no overtime, time tracked for billing only).
Solution:
- Set Daily Overtime Threshold to 8 hours
- Set Overtime Multiplier to 1.5
- Use Auto by assigned crew for capture
- Set Round to nearest to 15 min (matches billing convention)
- Turn on Require supervisor review for exceptions
- Configure individual Labor Rates with appropriate overtime settings per person
Result: In-house technicians get overtime calculated automatically after 8-hour shifts. Contractor hours are captured for billing without overtime. Supervisors review any corrections before they affect reports.
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