"Choosing Clockware's leading web-based time and work tracking software was based upon careful evaluation. We are very happy with our choice. Our major goal was to find a time reporting system that was easy to install and easy to manage. Volvo IT North America has several locations in the US with more 2,500 people, so we especially wanted a product that could be easily deployed throughout the organization that our people could easily access, whether they were in the office, on-the-road or telecommuting."

John Lindberg Software Systems Engineer Volvo Corporation of North America
Tock 4.5 Users Guide
Overview
 
Table of Contents
#1 Login
Adding and removing work items on your timesheet
Entering timesheet data
Entering a Global timesheet comment
Viewing your system information At-A-Glance
Save and Submit a timesheet
Copy previous timesheet to setup new week
Expense
Report
Preferences
Online Help
Logout
Overview
Clockware’s Tock is a web-based application that allows your organization to capture, monitor, analyze and report on time and work data of users, or groups of users. In this document you will learn to:
  1. Login and Log out of Tock through a browser..
  2. Navigate through the time tracking system.
  3. Setup your timesheet.
  4. Record time, entry details and comments on your timesheet.
  5. Save and submit your timesheet.
  6. Run reports.
  7. Access online help.
 
Step 1: Login
Your Tock Administrator will provide you with the URL or address of the Tock system, as well as your User login name and password. Enter this information and click the Login button to access your timesheet.
Finding different timesheets
The Time Period bar allows you to past and future timesheets. The date range with an asterisk (*) is the current period’s timesheet. Depending upon system settings, when you login the system will either bring to your current timesheet or the last unsubmitted timesheet.
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Step 2: Adding and removing work items on your timesheet
Adding work items
Work Items are the elements of a project such as a task, activity or phase. Click on the plus (+) sign (A) and find the appropriate work item in the dialog box “Select Work Item.” Highlight the work item and click OK.
Removing Work Items
Click the check box of the work item row (C), then click the minus sign (-) (B). You can also remove any work item from the timesheet by clicking on any cell in the work item row and then clicking the minus sign. You can remove all work items and exception/leave items from your timesheet by checking the box on the Total row and then clicking the minus sign (-).
Searching for the right work item
After clicking the Plus sign (+) the dialog box “Select a Work Item” shown below will appear. If a project or job has many work item levels, find the appropriate top level and double click or drill down until you find the right task that you are authorized to add to your timesheet, then click add. To go up to a higher level click on the up arrow. The system will only allow you to add work item levels that you are authorized to add.
*key word or fragment*
if you want to find work items that begin with your key word or numbers. The asterisk command searches for work item names that begin this way.
key word or fragment*
if you want to find work items that end with your key word or numbers. The asterisk command searches for work item names that end this way.
*key word or fragment*
if you want to find work items that contain your key word or numbers. The asterisk command searches for work item name that contain they key word or fragment.
Step 3: Entering timesheet data
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You can enter several types of data on your timesheet
Project/Task Hours
Enter hours you work each day on a work item in an individual entry cell.
Entering Total Hours As a shortcut
You can enter the total hours for a work item on far right total cell and have them evenly spread across the days of the work week.
Entering Other Work Item Data
Depending upon the setup of your system, you might record other data on your Timesheet. Many of these data can be selected from Pick Lists or entered into edit boxes. These Pick Lists and Edit Boxes can be in the Work Item row or in the Timesheet Details.
Changing Billing Status
You might also be given the choice of changing the billable status of a work item, or changing the Financial Group to which you will charge these hours.
Changing Financial Group
You might also be given the choice of changing the financial group of the hours you worked on a work item. Your primary financial group can appear in Timesheet Details when your cursor is in the appropriate work item cell. Click on the ellipses (…) and select another group for which you performed this work. Using this feature, you will be able to work for several groups in one day.
Step 4: Entering a Global timesheet comment
By selecting the yellow comment icon you can enter up to 2,000 characters of comments on your timesheet period. These can be global comments to relay to your Timesheet Approver. This comment will be routed to your Timesheet Approver’s dashboard.
Note: Remember to save your Entries frequently.
Step 5: Viewing your system information At-A-Glance
Click on your name at the top of timesheet and a User “At a Glance” report will appear. This report shows both contact information, and other important information on your productivity, utilization, hours, and available exception/leave balances:
  • User ID · Status
  • Financial Group
  • Email
  • Phone
  • Productivity metric
  • Utilization metrics
  • Billable Hours
  • Non-billable Hours
  • Sick Leave Balances available
  • Vacation Leave Balances available
  • Other Leave Balances available
  • Leave Balances used on this timesheet
If your company is using Tock to track your vacation or other leave, check your leave balances before submitting time against that leave item. If you submit a timesheet taking leave hours that exceed your available balance, the system will either issue a warning to you and your Supervisor when you submit the timesheet. In other cases, the system might reject the timesheet altogether. Ask your Supervisor about these settings.
To learn how you can edit your User Profile information, see Preferences.
Step 6: Save and Submit a timesheet
Work Item Comments
After saving the timesheet (and you should save your work frequently) you will notice that work item comments become highlighted on the timesheet.
Submit and Lock the Timesheet
When you submit the timesheet, if it is accepted by the system, the timesheet will become locked. You know this because the lock icon (when unsubmitted it is unlocked) becomes locked. All data in that timesheet will become read-only and you will no longer be able to make any changes to it. However, you can still navigate the other timesheets in the system.
Step 7: Copy previous timesheet to setup new week
Copy Previous
When you begin a new time period, you can copy the previous time period’s timesheet data forward by clicking the “copy previous” button. This will include all work items, hours, pick list, edit box, and comments data. The copy previous button only appears for new timesheets without data.
Erase the Timesheet
You can also erase the timesheet by clicking on the eraser. This deletes all data in a timesheet. If you used Copy Previous and decide that the new time period’s work will be substantially different from the prior period, you can erase the copied timesheet, and start with a fresh timesheet. Sometimes, if you have a timesheet that has data errors or is producing anomalies in reports, erasing the timesheet and re-entering the data can often solve the problem.
Step 8: Expense
Entering Expenses
To enter the expense modules click on the Expense button available in the timesheet page.
Once you click on this button you come to the Expense module.
 
Adding, editing and removing expenses
To add a new expense click on the plus sign button (D) .On clicking this the add expense popup appears
You can enter your expense details here and save it.
To edit an expense select an expense and click on (E) .The expense edit popup will appear and you can edit the needful.
In the same way to remove an expense select the expense and click on (F).
Save and submit expenses.
When you submit an expense detail, and if it is accepted by the system, then the expense will become locked as you can see the lock icon becomes locked. Similar to timesheet, all data will become read-only and you will not be able make any changes to it. You can still navigate the other expense details.
Viewing Expense status
Expense details created can have either of the four status types. You can view expense details status wise by selecting each status type in the Show option available in the expense page. The statuses are as follows:
Unsubmitted
The expenses which are not submitted fall under this category. You can create new expenses here and submit them for approval. You can add, edit and delete expenses in this section.
Submitted
This section displays the expenses which are submitted. These are locked from further modifications and you can only be view them.
Rejected
The expenses which are rejected by approver(s) in the approval section appear in this section. You can edit and re-submit your expense details for further approval. You can create, edit and delete expenses in this section.
Approved
The expenses which are approved by the approver appear in this section. You can only view them and these are locked from modifications.
Step 9: Report

You have access to four

 reports by clicking on the Reports icon.

My Time Sheet Report

This report produces a web page version of your timesheet. Select the time period you want to see and whether to display comments.

My Time Sheet – Hard Copy Report

This report has the same information as the “My Time Sheet” report. However, its rtf format allows you to save it as a file or print it in hardcopy form.

Time Sheet Details Report

This report shows an itemized listing of all fields of your time sheet. You can export this data to a .csv file and open in Microsoft Excel to perform further calculations or analysis.

User-Expense

This gives you information regarding your expenses.
This report shows  your expense details and can be generated status wise.

 
Step 10: Preferences
Changing Password
Under preferences you will see a “change password” link. Click on the change password link, enter and re-enter the new password and click save. Your password is now changed.
Edit My Profile
You can edit your User Profile information online.  This profile includes:
  • First Name
  • Last Name
  • Phone number
  • Email address
You can also establish regional settings for your timesheet that affect number, date and time formats. Select the country or region you are conducting your work to find the most convenient settings.
Step 11: Online Help
Online Help is available to the User by clicking on the Help icon along the top. This Online Help will open in a new window. The Online Help contains a number of topics, has an index and is searchable.
If you should have a question or issue not covered by this document or the Online Help, please contact you Tock Administrator.
Step 12: Logout
Before logging out the system will warn you if you have unsaved changes to the timesheet. The system is setup to automatically log you out of your session after a certain amount of inactivity. Check with Supervisor or Administrator on these settings. After logging out, you will be returned to the Login page.