Summary
In this article, we'll delve into the recent enhancements made to our work order check-in/check-out feature. These enhancements aim to improve the accuracy of time tracking, streamline work order status changes, and ensure mandatory notes are completed by end-of-day.
Understanding Check In/Check Out
Before we dive into the enhancements, let's grasp the core concept of check-in and check-out within ServiceBox. Check-ins and check-outs are like a time tracking feature. When a technician clicks on the check-in button, the system starts tracking their time, signifying the start of the job. Similarly, when they click check-out, the system records the job's end time. These Check In/Check Out cycles may be done daily for ongoing jobs, or one time for a one-off service call on a Work Order. These timestamps are crucial for calculating job durations accurately for our Job Costing feature.
Work Order Check In / Check Out settings
1. Round Hours on Check-Out
Administrators can configure how technician hours are rounded off. For example, you can round to the next 30-minute interval.
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Customizable Time Entry Settings
These settings are available to customers who have the "Work Order Labor Notes" feature enabled. They will not be visible to users who do not use work order labor notes.
Here is a screenshot of Time Entry and Check-In/Out where "Work Order Labor Notes" is not enabled. You will notice that Time Entry is missing from this setting.
To activate the "Work Order Labor Notes" feature:
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Go to Settings → Plan tab → Features
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Check the box "Work Order Labor Notes"
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Click the "Save" button
Here is a screen shot of Time Entry and Check in/out where the "Work Order Labor Notes" feature is enabled.
Seamless Integration with Work Order Labor Notes
A seamless integration with labor notes enhances consistency and ensures job information is accurately documented. The time settings include three options linked to notes, and all are associated with work notes.
2. Note Entered with Time Is Always a Work Note
If selected, any note technicians enter—whether through Check-In/Out or the T&M tab—will be saved as a Work Note.
3. Notes Entered via Work Order Check-In/Check-Out
When you check in/out, the system displays a screen with "Add Work Note" checked by default. Any note typed into the "Notes" box will appear in the Work Order → Work Notes tab.
Here is the screen print of the Work Order > Work Notes.
4. Notes Entered via T&M Tab
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Navigate to the T&M tab
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Enter labor notes by selecting a name and entering hours
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Click the three dots to open the note entry screen
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"Add Work Note" is checked by default
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Any note added to the "Labor Item Note" box appears in both the Work Notes tab and T & M tab
- Here is the screenshot of the Work Order > Work Notes
- You can also view these notes directly in the T & M tab by clicking the green tab.
Work Notes Can Be Made Mandatory
5. Required Work Note May Be Entered by User for Date to Enter Time
When enabled, the system will prompt the user to enter a note for the specified date/time. If a work note hasn’t been entered, check-out is blocked and a system message will appear.
For example, in the following work order, the required note is missing:
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The system forces entry of both hours and a note
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Message: "A note is required on Checkout"
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Once entered, it appears under the Work Note tab
Importantly, if the logged-in user enters another note for the same date (even for another user), the system will not request a note again.
6. All Time Entries Must Have a Note Entered
If this is checked, the system will require a note every time time is entered—whether via Check-In/Out or labor notes, even for multiple entries in one day.
7. All Three Settings Selected
If all three settings are enabled, the system prioritizes work note entry. It will:
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Automatically check "Add Work Note"
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Enforce note entry for all time entries
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Ignore the second setting if the third is enabled
8. Minimum Note Length
Admins can set a required minimum number of characters for time entry notes (e.g., 9 characters). This ensures note quality and sufficient detail.
In the above screen we have set minimum note length to 9 characters.
The technician will have to add a note with at least 9 characters in the Labor Item Note box.
Setting Work Order Status on Check In and Check Out
One of the significant features of Service Box is the ability to automate work order status changes. Administrators can configure the system to change the work order status automatically upon check-in. This eliminates the need for manual status updates. For instance, if a client wishes to change the status to "Started/Ongoing" when a technician checks in, they can set this up in the system. This simplifies the workflow and ensures that the right status is applied at the right time.
9. Automatically Set Status on Check-In
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Go to Settings → Work Order → Time Entry & Check-In/Out
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Select the desired status from the dropdown under "Set Work Order Status on Check In"
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Click Save
Customizing Work Order Status on Check-Out
Continuing with the ability to automate work order status changes, administrators can also configure the system to change the work order status automatically upon checkout. This eliminates the need for manual status updates. For instance, if a client wishes to change the status to "On Hold" when a technician checks out, they can set this up in the system. This also simplifies the workflow and ensures that the right status is applied at the right time.
10. Automatically Set Status on Check-Out
- Go to the Settings -> Work Order -> Time Entry & Check in/Out tab.
- Check the box "Automatically set Work Order Status on Checkout."
- Select the status from the dropdown menu under "Default Work Order" Status on Checkout."
- Click "Save."
Enhancements to Work Order Check-In/Check-Out
Service Box has introduced some other noteworthy enhancements to the work order check-in/check-out feature to offer even more precision and control. These improvements cater to both users and administrators.
11. Real-Time Check-Out Timestamps
Previously, time was recorded as soon as a technician clicked the check-out button—even if they hadn’t completed the notes.
Now, time is only recorded when the "OK" button is clicked at the end of the process.
Example:
A technician clicks on the check-in button say at 9:43
Clicks on Check out button at 9:47
So now the act of filling out the notes during the check out process is considered part of the job, and the job isn't over until that task is complete and the OK button is pushed.
On the screen below, technician enters notes and clicks on the OK button at 9:50
You will notice that the time recorded for the checkout is 9:50
You can see this information on the Events tab as well
12. Time Calculation Example
In the example given below, the settings for "Round hours on Checkout to (minutes)" is 1 minute
Check in time 9:43
Check Out time 9:50
Time spent on the work order is 7 minute (difference between check in and checkout time)
Note that this calculation will take the minutes you have entered in the settings for "Round hours on Checkout to (minutes)"
13. Force Time Entry on Check-Out
Prevents users from checking out without entering hours.
To enable:
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Go to Settings → Work Order → Time Entry & Check-In/Out
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Check "Time must be entered when checking out"
14. All Related Settings in One Place
Service Box has gathered all the important settings for work order check-in/check-out in one location, making it easier for administrators to set up the system as needed.
You might notice that "Restrict check-in to one work order at a time" has been moved from the Work Order Settings tab to the Work Order Check-In/Out tab. When you enable this option, the system ensures that a technician can check in to only one work order at a time.
Access levels are available in the secure site related to Check-in Check-Out.
Please click here to review available access levels related to Check-in Check-Out.
Need Help?
Contact support by clicking the Help button in the bottom-right corner of your screen when logged in or email us at support@jobboxsoft.com.