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GETTING STARTED GUIDE ADMINISTRATOR VERSION

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Getting Started with LMN Time Admin Welcome to the Landscape Management Network Time tracking Application Admin Interface

Step One: Logging In Begin by visiting the LMN time tracking website: http://www.lmntime.com Once you are here input your “admin” username and password and click “Login” to start.

Once you are logged in you will see a screen that looks like the screenshot below, this is the main admin screen, which will show you all the company time sheets and their statuses (in progress, submitted, approved).

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Admin – Timesheet Screen

Admin – Timesheet Screen - Edit Time Make sure at the top of the screen you are selected on Timesheets The admin Timesheets screen allows you to see all timesheets for your company including all those in progress, submitted and approved, you can also go into each timesheet and make any edits.

Search

Deleted Selected

Help

Change Status

Add Timesheet

The Search button allows you to search all the timesheets for a certain job, employee or supervisor without having to go through all the timesheets individually. The checkbox to the left of every timesheet allows you to select the timesheets and make bulk changes for example the delete icon will allow you to delete all selected timesheets, you can do the same with the change status icon and change the status of multiple timesheets at once. The Add Timesheet button allows you to add a new timesheet, for instructions on adding new timesheets refer to the Time Tracking Timesheet Guide.

Admin – Timesheet Screen - Audit Time

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Audit time allows an admin user to see all timesheets that have been submitted or approved in order to verify the hours and location. If you click on any of the timesheets they will expand to give you a summary of the employees on that timesheet, the tasks they were on, the hours worked as well as the exact time they entered the timesheet. There is also the option to hit the map function, which shows you based on GPS where that person was when they clocked in and out.

Admin – Timesheet Screen - Approve Time Approve time allows an admin user to see all the timesheets that have been submitted so the hours can be validated and approved for payroll.

If you click on a timesheet it will show you a summary of the employees on that sheet, the hours, tasks, lunch deductions and total hours.

When you are good with the timesheet and ready to approve click the checkbox on the left hand side of every timesheet you want to approve and click the “Approve Selected” button at

the bottom of the screen

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If you need to make any edits to a timesheet you can click the magnifying glass to the right of the timesheet and it will open that timesheet for editing.

Admin – Timesheet Screen - Timesheet Warnings The timesheet warnings screen lists various warnings for example a timesheet being open and in progress for more that 2 days or if an employee skips their lunch for a timesheet. If you click on one of the warnings it will open that timesheet to allow you to make any necessary adjustments or look into the timesheet.

Admin – Timesheet Screen - Payroll Warnings The payroll warnings screen lists any warnings that could affect payroll for example if an employee is not on any timesheet but also not marked as absent they might have forgot to log their time. You can click on the green bar for the date you want to look at and all the warnings will be listed along with the employee’s name. This screen also warns if an employee has a timesheet with a large amount of hours (we set that hour amount in settings) to ensure timesheets don’t get left clocked in.

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Admin – Staff Before crews can track their time you need to add in all your employees so their time can be tracked. Start by clicking on the staff tab at the top of the window (See Screenshot below)

Once you are in the staff screen we can start adding employees by clicking the “Employee”

button at the bottom of the screen.

Fill in the required details to add an employee into the staff screen, once an employee is added as an employee they can start tracking their time. Also in the staff screen on the left hand side you will see the option to click “Where are they”

Click on that button and this allows you to see where your employees are currently based on GPS location when they clocked in or clocked out.

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Every employee that is clocked in or out will have an entry in this list, and you are able to click the “Map” button beside each name to bring up a map of their exact location at that time to keep track of where your employees are each day.

Admin – Adding Jobs Before we can track time we need to add a job so the employees have a job site to clock in under. Start by clicking on the jobs tab at the top of the window (Show in the screenshot below)

Once you get to the jobs screen it should look like below, yours might be blank if you haven’t setup any jobs yet.

There are two ways to add a job site and tasks into LMN the first we are going to go through is adding a job site from an LMN estimate.

Admin – Jobs - Adding Jobs from an LMN Estimate If you estimated a job and now want to bring it over to track time against you can start by

clicking the Import Estimate at the bottom of the screen.

Search for a certain job

Help

Import an estimate from LMN

Create a new job from scratch

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The first screen you will see allows us to search for estimates in LMN to bring over, by default none will show up, if you want all the estimates to show up click the search button and it will show all estimates. There are also dropdowns to change the time period and the type of estimate you are searching for.

Find the estimate you want to import and click the import button to the right of that estimate.

You will now have a few options to go over before importing the estimate. The first is to confirm the job name; the second is to decide whether you want to track time by cost code or by work area. Work areas are more detailed and take more attention to track; cost codes are simpler if your company utilizes cost codes. The table after selecting those options allows you to check off which work areas or cost codes you want to import and allow your employees to clock time against. The last option you need to worry about is checking off the T + M box. If a task on a job is being billed by the hour instead of a fixed rate you can check off the T + M box on the right of the task. Once you are satisfied with the settings click Import Now at the bottom.

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Once the estimate is imported you do have some new options, all the job details including name and address will be shown on the main screen. You will notice on the bottom the buttons are very similar to the ones on other screens, you can delete the job, save, get help or back out of the jobs. Click on the tasks tab on the left hand side, this brings up the tasks window in which you can

add tasks by clicking the Add Task button in the bottom right and entering some basic details.

If there is a task that came over that you don’t want to include in time tracking you can select it by clicking on the name, which will allow you to make any changes as well as delete that task if needed. On the right hand side the Task History button allows you to change the task name on past timesheets if this task was used on previous timesheets. The next step is to setup rates if you have T+M work that is billable. Start by clicking on the Hourly Rates tab on the left as seen in the screenshot below.

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In order to add a rate click the Add Rate button and if you have setup default rates in the settings you can click Add Default Rates. The add rate screen prompts the user for the name of the rate, if it is per hour or a flat rate and then the actual rate, once you are done entering that click Ok. The next screen down on the left when adding a job is setting up activities. You can do that by clicking the Activities button on the left hand side as seen in the screenshot below.

Admin – Jobs - Adding a Job from Scratch

To start a job from scratch click the New Job button in the bottom right of the Jobs screen The Add New Job window will pop-up and prompt you for the type of job, job name, address, customer and how you want to track your time. Once you are done filling in these options click the OK button.

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The next screen will be the same as if you are importing an estimate from LMN, you will see all the job details and have the options on the left to add tasks, rates, and activities.

The first thing to do after adding a job is to add the tasks that you will clock time against. Click Tasks on the left hand side. The tasks screen will be blank by default, start by clicking the Add Task button in the bottom right

The add task window will prompt you for a few details including the task name, cost code and estimated hours if you want to track those.

Once you are done click OK and it will add the task to that job, each task you add will be available for the users to clock into when selecting this jobsite. Once you added all the tasks you need the next option on the left is hourly rates, this screen is only used if it is a T+M job and there are billable rates.

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Adding a rate is very similar to adding a task. Once you are in the rates screen click add new rate in the bottom right, enter the rate name and the rate. Rates will come up when clocking into the job if it is listed as a T+M job.

Admin – Settings To change your settings click the settings button at the top of the screen shown in the screenshot below.

Admin – Settings – Timetracking Settings This is the screen we use to set all your company settings depending on how you want your time tracking system to run. Below we go over each setting and what it does.

1) When creating short names for jobs use the jobs a. This allows you to choose what name your employees see for a job if the name is

long 2) Allow staff to clock out time in the future

a. This allows your employees to clock out for future times, for example they are starting their day at 6AM and they put 5PM for their end time should you allow it or make them clock out at the time it is.

3) Highlight payroll review when an employees daily hours exceeds a. Enter a number of hours that should come up for payroll review if it exceeds, in

case someone leaves it logged in or tried to add extra hours 4) Default lunch time

a. Change the default lunch time when people clock their lunch 5) By default track hours on jobs by

a. Either work areas/services or cost codes depending on what you utilize 6) Prompt user for task comments on every task you clock out

a. Do you want to prompt your employees to enter notes for each task they do 7) Allow crews to leave notes blank

a. Do you want to allow employees to skip the notes 8) Ensure every job task is assigned to a cost code

a. Do you want to enforce cost codes with your job tasks

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Admin – Settings – Payroll Settings To access payroll setting click on the PAYROLL button on the left hand side of the screen.

The payroll settings all hinges on if you pay overtime or not, if you do pay overtime make sure the first box is set to yes. If you don’t pay overtime you can change that to no and everything else will be greyed out.

Admin – Settings – Company Information Company information is the next option on the left in the settings screen.

Go through and change any company information if you need to.

Admin – Settings – Rates The next screen on the left is the rates screen which allows you to setup default rates that you use often with T+M jobs, makes it very easy to select which rates you want when setting up a new job.

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To add a new default rate just click the add rate button at the bottom of the screen and enter the rate information, these will be available to any new job you create or any current job you have.

Admin – Settings – Activities The next screen on the left is the activities screen in which you can add any default activities you want to make available to jobs. The below screenshot shows you some various options for activities, usually an extra to a job that might be charged per application or a flat rate, or sometimes not billable at all.

Admin – Settings – Default Tasks The last screen on the left is the default tasks screen in which you can create any tasks you want to set as default when you create a job. If you use very broad task names sometimes this is a good idea to save time.

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