Time Tracking & Mileage Tracking

Time Tracking and Mileage Tracking allows your team to clock in and clock out of shifts and record their mileage directly through Time To Pet (both on mobile and on the desktop version of TTP). Time Tracking and Mileage Tracking also includes reporting to help you quickly see data for time worked and mileage driven. Lastly - this data is easy to download if you need to enter it into a payroll processor.

Time Tracking is designed for those pet care companies that pay their team members an hourly rate. Your staff can track all of their time in Time To Pet and you can then enter your information into your payroll processor to making paying your hourly employees easy. As a reminder - Time To Pet is not a payroll processor ourselves and we do not collect employment taxes and process payments directly to your team.

Mileage Tracking is designed for all pet care companies that track their mileage. Mileage Tracking also includes handy reports so you (and your team) can quickly see their miles driven.

In This Article


Enabling Time Tracking & Mileage Tracking

Time Tracking and Mileage Tracking can be enabled in the Time & Mileage Settings section. These options are broken out into two separate configurations - Hourly Tracking and Mileage Tracking. You can enable Hourly Time Tracking without enabling Mileage Tracking and can also enable Mileage Tracking without enabling Hourly Time Tracking.

Time Tracking & Mileage Tracking - Enabling Time Tracking and Mileage Tracking settings

To enable hourly time tracking, set the "Hourly Tracking" tool to "Enabled". After enabled, Time To Pet will show you a new option to enable or disable GPS tracking for clocking in and clocking out.

Time Tracking & Mileage Tracking - Enabled Settings
When GPS is enabled for hourly time tracking, Time To Pet will also capture your staff member's GPS coordinates each time they clock in and clock out of a shift.

Lastly, you can enable Mileage Tracking by setting this option to "Enabled".

Time Tracking & Mileage Tracking - Enabled SettingsJust be sure to save your changes.

After enabling Hourly Tracking and/or Mileage Tracking, you can customize these settings on a staff by staff basis. For example - if only some of your staff need to be able to track their time or mileage, you can ensure that these settings are enabled for them and disabled for your other staff members. This can be done in the "Staff" tab of the Time & Mileage Settings section.


Clocking In, Clocking Out And Tracking Mileage On Staff App

Your staff members can clock in and clout and track mileage on the Staff App. When logged into the Staff App - there is a "Time / Mileage" button found on the bottom menu bar. Clicking this will load the Time and Mileage section.

Time Tracking and Mileage Tracking will only show if they have been enabled. If only Hourly Tracking has been enabled, you will only see a button to "Clock In" or "Clock Out". If only Mileage Tracking has been enabled, you will only see a button to Track Mileage. See Enabling Time Tracking & Mileage Tracking for more information.

To "Clock in" to a shift, select the "Clock In" button. Time To Pet will capture the current time and allow you to enter an optional note. Click "Confirm Clock In" to start your shift.

You can also record Mileage here. To start mileage tracking, click the "Start Mileage Tracking" button and enter your mileage. To save this, click the "Save Current Mileage" button.

At the end of your shift or when you want to stop tracking mileage, you can navigate back to the Time and Mileage section. To clock out, click the red "Clock Out" button. To end mileage tracking, click the red "End Mileage Tracking" button.

Staff members can also see a complete history of their shifts and mileage from their Staff App. To do so, click the "View Shift History" or "View Mileage History" links.

Shift history looks like this:

And mileage history looks like this:


Clocking in, Clocking Out And Tracking Mileage On Mobile

To track time and mileage on the Time To Pet Staff App - review our Tracking Time & Mileage on Staff App section.

Your staff members can clock in and clock out and track mileage on the mobile website version of Time To Pet. When navigating to the Dashboard on any mobile device, your staff members will see buttons at the bottom of the screen to "Clock In" or to "Track Mileage". If only hourly time tracking has been enabled, there will only be a button to "Clock In". If only mileage tracking has been enabled, there will only be a button to "Track Mileage".

Time Tracking & Mileage Tracking - Clock In and Track Mileage screen

Time Tracking and Mileage Tracking will only show if they have been enabled. If only Hourly Tracking has been enabled, you will only see a button to "Clock In" or "Clock Out". If only Mileage Tracking has been enabled, you will only see a button to Track Mileage. See Enabling Time Tracking & Mileage Tracking  for more information.

To "Clock in" to a shift, select the "Clock In" button. Time To Pet will capture the current time and allow you to enter an optional note. You also have the option to track your mileage here as well.

Time Tracking & Mileage Tracking - Clock In ScreenAfter clocking in - the "Clock In" button will be replaced with a new button to "Clock Out". If you have tracked your mileage - you will see the "Track Mileage" button has been updated to an "End Mileage" button.

Time Tracking & Mileage Tracking - Clock Out and End Mileage buttons

To clock out of a shift, click the "Clock Out" button. Time To Pet will show you a window that includes the time you clocked in, the total amount of time you worked, your optional note (which can be updated) and an option to enter your end odometer ready (if you had previously tracked your mileage). You can also undo your clock in from this screen if you previously clocked in by mistake.

Time Tracking & Mileage Tracking - Clock Out ScreenAfter clocking out, your buttons will be restored to the original "Clock In" and "Track Mileage" buttons.

Tracking Mileage Without Clocking In Or Clocking Out

In some cases - you may want to track mileage without clocking in or clocking out. You can record your mileage at any point by selecting the "Track Mileage" button on the mobile website Dashboard. If you are already clocked into a shift and have recorded your start odometer reading, just click the "End Mileage" button.

To track mileage without first clocking in, just click the "Track Mileage" button.

Time Tracking & Mileage Tracking. - Track Mileage button

You will be prompted to enter your current odometer reading and can also enter an optional note.

Time Tracking & Mileage Tracking - Track Your Mileage screen

When ending your mileage without also clocking in or clocking out, you will be shown the beginning mileage entered and the time that was recorded at. You can then enter your ending odometer reading and an optional note. You can also undo your mileage tracking if it was entered by mistake.

Time Tracking & Mileage Tracking - Record End Mileage screen


Clocking In, Clocking Out And Tracking Mileage On Desktop

Your staff members can also clock in and clock out and track mileage directly on the desktop version of Time To Pet. This is most commonly used by admin or office manager staff who may be paid hourly but are not using the mobile version of Time To Pet.

Time Tracking and Mileage Tracking will only show if they have been enabled. If only Hourly Tracking has been enabled, you will only see a button to "Clock In" or "Clock Out". If only Mileage Tracking has been enabled, you will only see a button to Track Mileage. See Enabling Time Tracking & Mileage Tracking for more information.

To clock in or track mileage from the desktop version of Time To Pet - just navigate to the My Schedule section and you will see buttons to "Clock In" and "Track Mileage". If only hourly time tracking has been enabled, there will only be a button to "Clock In". If only mileage tracking has been enabled, there will only be a button to "Track Mileage".

Time Tracking & Mileage Tracking - Clocking In on the desktop screen

To "Clock in" to a shift, select the "Clock In" button. Time To Pet will capture the current time and allow you to enter an optional note. You also have the option to track your mileage here if mileage tracking has also been enabled.

Time Tracking & Mileage Tracking - Clocking in on the desktop version of Time To PetAfter clocking in - the "Clock In" button will be replaced with a new button to "Clock Out". If you have tracked your mileage - you will see the "Track Mileage" button has been updated to an "End Mileage" button.

Time Tracking & Mileage Tracking - Clock In button on the My Schedule screen of desktop version of Time To Pet

To clock out of a shift, click the "Clock Out" button. Time To Pet will show you a window that includes the time you clocked in, the total amount of time you worked, your optional note (which can be updated) and an option to enter your end odometer ready (if you had previously tracked your mileage). You can also undo your clock in from this screen if you previously clocked in by mistake.

Time and Mileage Tracking - Clock Out on desktop screenAfter clocking out, your buttons will be restored to the original "Clock In" and "Track Mileage" buttons.

Tracking Mileage Without Clocking In Or Clocking Out

In some cases - you may want to track mileage without clocking in or clocking out. You can record your mileage at any point by selecting the "Track Mileage" button in the My Schedule section. If you are already clocked into a shift and have recorded your start odometer reading, just click the "End Mileage" button.

To track mileage without first clocking in, just click the "Track Mileage" button.

Time and Mileage Tracking - Track Mileage button

You will be prompted to enter your current odometer reading and can also enter an optional note.

Time and Mileage Tracking - Track Mileage screen

When ending your mileage without also clocking in or clocking out, you will be shown the beginning mileage entered and the time that was recorded at. You can then enter your ending odometer reading and an optional note. You can also undo your mileage tracking if it was entered by mistake.

Time and Mileage Tracking - Record End Mileage screen


Viewing/Editing/Adding Time Tracking And Mileage Tracking Data

After hourly time tracking or mileage tracking data has been recorded, only an Admin or an Office Manager (with the correct permission of "Manage Staff") can edit this data. Time tracking and mileage tracking data can be viewed and edited directly on a staff profile page. When time tracking and mileage tracking are enabled, the Staff Profile page will include a "Time & Mileage" tab.

Time and Mileage Tracking - Viewing, Editing, Adding Time Tracking and Mileage screen on desktop

This tab includes two sections - one for Time Shifts and one for Mileage.

Time Shifts

In the Time Shifts section, you can view and edit all of the data sources for individual shifts.

Time and Mileage Tracking - view Time Shifts

To edit a shift, just click the blue "Edit" button next to each line item. When editing a shift, you can adjust the clock in date, the clock in time, the clock out date, the clock out time, and the optional note. You can also delete this data source if needed.

Time and Mileage Tracking - Adjust Time Shifts

To manually record a new shift, click the "+ Time Shift" button.

Time and Mileage Tracking - Record new shift, "+ Time Shift" button

When manually recording a new shift, Time To Pet will show you the staff member the shift is for and allow you to set the clock in date and time, the clock out date and time, and add an optional note. Just be sure to click "Add Time Shift" when complete.

Time and Mileage Tracking - Add Time Shift data screen

Mileage

In the Mileage section, you can view and edit all of the data sources for mileage.

Time and Mileage Tracking - View and Edit all data sources for mileage

When editing a mileage tracking data source, you can adjust the start/stop odometer readings, the recorded at dates, the recorded at times, and the optional note. You can also delete this data source if needed.

Time and Mileage Tracking - editing mileage tracking data

To manually record new mileage, click the "+ Mileage Entry" button.

Time and Mileage Tracking - Mileage Entry button

When manually recording a new mileage entry, Time To Pet will allow you to set the start odometer reading, the time/date the recording took place, the end odometer reading, time/date the recording took place, and an optional note. Just be sure to click "Save Changes" when complete.

Time and Mileage Tracking - Adding Mileage Tracking

Staff View

Staff members can view their own Time & Mileage tracking data (without the ability to edit this data) in the Staff App or in the My Pay section under the "Time & Mileage" tab.

In the Staff App, this data can be found in the "Time and Mileage" section by clicking the "View History" links.

On the web version of Time To Pet - this can be found in the My Pay section under the "Time & Mileage" tab.

Time and Mileage Tracking - Staff view of data Time & Mileage tab


Reporting For Time Tracking And Mileage Tracking

Reporting for both Time & Mileage Tracking can be found in the Reporting - Time Report. Hourly Time Tracking data can be found in the "Time Shifts" report and Mileage Tracking data can be found in the "Mileage By Date" report. For a full list of all available reports for Time & Mileage please visit our Time & Mileage Reports help article.

Including Time Tracking Data On Pay Stubs

When time tracking has been enabled and shifts have been completed for a staff member, Time To Pet will automatically include this data in the staff member's pay stub (also referred to as a User Invoice). when the "Include Time Shifts" checkbox has been selected.

Time shift data is included at the top of the pay stub and any per visit data is included at the bottom.

All time shift data is also included on the downloaded pay stub.


FAQs

Why do I have to log mileage? Can Time To Pet track my GPS directly and show how much I've driven?

The nature of a pet sitter or dog walker is different from a delivery driver or other industries where mileage tracking is important. In our industry, not only are pet care providers driving from home to home, but they are also taking their smartphones with them on walks and excursions. It is impossible to automatically determine, with absolute certainty, when a smartphone is moving because it is in a car and when it is moving in the pocket of a dog walker on a 2-mile walk.

Additionally, GPS data can occasionally be unreliable. Tracking mileage by logging the odometer readings is a much more reliable way to record miles driven. Lastly - GPS can also be a battery intensive operation on a smartphone. Tracking GPS coordinates for an entire day (and not just when a pet care provider is checked in to an event) can have a major impact on the device's battery resources.

Can I edit clock in/clock out data or mileage data after it has been submitted?

An Admin or Office Manager can edit or delete clock in/clock out data or mileage data after it has been submitted. This can be done in the reporting section or directly on a staff member's profile.

Can I add an hourly pay rate? 

Because Time To Pet is not a payroll processor there is not currently a way to set hourly pay rates for staff members in Time To Pet. By setting the Staff Rate for services to $0, it's then possible to calculate pay stubs for payroll processing based on the reports in Reporting - Time Report. It's also possible to generate pay stubs to include time shifts and use the generated reports or pay stubs with a payroll processor. 

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