Timesheets & Pay Periods

Rivvex tracks how many hours your team works: when they clocked in, when they clocked out, and how that time breaks down across jobs and work types. This data feeds into payroll processing and helps you understand your labor costs.

Required role: Timesheets (to view and manage), or Site Admin.

How Time Gets Recorded

Time enters the system in 2 ways:

1. Mobile App Clock-In/Clock-Out

Field workers use the Clock-In tab on the mobile app to start and stop their work clock. This is the most common method and records exact times.

2. Job Status Updates

When a crew member marks a job as “In Progress” and later “Day Completed,” the system records how long they spent on that specific job. This gives you job-level time tracking in addition to overall clock-in/clock-out.

Pay Periods

A pay period is the recurring time window used to group hours for payroll. Your site admin configures which type your business uses:

To change your pay period type, go to Settings → Site Settings and look for the timesheet configuration.

Viewing Timesheets

From the Employees Page

1. Go to Employees.
2. Click the Timesheets tab.
3. You’ll see a list of all employees with their hours for the current pay period.
4. Click on any employee to see their detailed timesheet: day-by-day breakdown, clock-in/out times, and job hours.

Filtering

You can filter timesheets by:

• Pay period (current, previous, or a specific date range)
• Employee
• Work type (if you use custom tracked time types)

Custom Tracked Time Types

By default, Rivvex tracks “Work” time. But you can set up additional time types to categorize hours differently. For example:

• Travel - Time spent driving between jobs
• Training - Time spent in training sessions
• Shop work - Time spent at the shop preparing materials
• Administrative - Time spent on paperwork or meetings

To configure custom time types, go to Settings → Site Settings → Timesheet Settings.

Automatic Time Adjustments

Rivvex can automatically adjust time entries based on rules you set. This is useful for businesses that round time to the nearest quarter-hour, or that have a minimum daily threshold.

How It Works

You configure:

• Hours per daily adjustment - The threshold (e.g., 8 hours)
• Daily adjustment amount - How many minutes to add or subtract
• Must be continuous - Whether the time must be a continuous block or can be split

When an employee’s recorded time hits the threshold, the system applies the adjustment automatically.

Verification Workflow

When the system makes an automatic adjustment, it creates a Verify Adjusted Time task in Action Items. A manager must review and confirm the adjustment before it’s finalized. This prevents incorrect auto-adjustments from silently affecting payroll.

Regular and Overtime Hours

The system tracks regular and overtime hours separately. The split is based on your local labor rules (typically, hours over 40 per week are overtime). Your timesheet view shows both columns so you can verify the breakdown before running payroll.

A Realistic Example

GreenTree Services has 12 field workers and uses bi-weekly pay periods.

Daily flow:

• Each morning, workers open the mobile app and tap Clock In when they arrive at the shop or their first job.
• Throughout the day, the system records time on each job via status updates (In Progress → Day Completed).
• At the end of the day, workers tap Clock Out.

Pay period review:

• Every 2 weeks, the office manager goes to Employees → Timesheets.
• She reviews each worker’s hours, checking for:
  • Missing clock-ins or clock-outs
  • Unusual overtime
  • Automatic adjustments that need verification
• She verifies any adjusted time entries flagged in Action Items.
• Once everything looks correct, she exports the data for payroll.

Custom time types:

• GreenTree tracks “Travel” separately from “Work” because they pay travel time at a different rate.
• When a crew member marks “En Route” on a job, that time is categorized as Travel.
• The timesheet shows Work and Travel hours in separate columns.