Fieldworker Timesheet Summary Report (Technicians)

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Fieldworker Timesheet Summary Report (Technicians)

Fieldworker Timesheet Summary Report Diagram

The Timesheet Summary report (sometimes labelled Timesheet Summary (Technicians)) is an admin timesheet view that helps you review scheduled hours vs actual (attended) hours for each fieldworker (technician) over a selected date range. It’s commonly used for payroll review, attendance validation, and identifying gaps between planned schedules and what actually happened in the field.

What this report is for

  • Payroll review: verify attended hours before paying fieldworkers/technicians.
  • Scheduled vs actual comparison: quickly identify overruns, early finishes, late starts, and missing attendance logs.
  • Operational visibility: review booking volume and workload distribution across your field team.
  • Audit trail: support internal reviews using time-stamped job progress (when fieldworkers use check-in/out).
  • Export & share: export, print, or email timesheets for records or payroll processing (depending on your setup).

Important: how “Actual (Attended) Hours” are calculated

Actual (Attended) Hours are typically calculated from the fieldworker’s job attendance timestamps recorded in the Fieldworker App (for example: Started → Finished). If a fieldworker doesn’t complete the attendance steps, their attended hours may show as 0 or appear incomplete.

Related (opens in new tab): Fieldworker Job Check-In & Check-Out Tracking (Time, GPS & Timesheets)

Fieldworker Job Checkin and Checkout Tracking

Quick navigation

Who can access this report

This is an admin report. It’s available to admins and office users who have permission to access Reports (specifically Technicians Reports / Timesheets). If you don’t see it, ask your admin to review your role permissions.

How to open the Timesheet Summary report

  1. Go to Reports.
  2. Open Technicians Reports.
  3. Select Timesheets to view Timesheet Summary (often titled Timesheet Summary (Technicians)).

Timesheet Summary report showing filters and totals by fieldworker (technician)

Filters (Fieldworkers/Technicians, Labels, Date Range)

Use the filters at the top of the report to control which fieldworkers and timesheet period you want to review:

  • Fieldworkers/Technicians: choose Active Technicians (default label in some accounts) or select specific fieldworkers.
  • Labels: filter by fieldworker labels/tags (useful for teams, regions, trades, branches, or employment type).
  • Start Date / End Date: set the reporting period (weekly, fortnightly, monthly, or custom).

Actions

  • Search: run the report using your selected filters.
  • Reset: clear filters and return to defaults.
  • Export Timesheet: export the summary data for the filtered results (export behaviour may vary by account configuration).

Tip: If you pay weekly/fortnightly, set your start/end dates to match your payroll cycle for cleaner exports and approvals.

Understand the summary columns

The summary table lists each fieldworker (technician) and their totals for the selected date range. Common columns include:

  • First Name / Surname: fieldworker name (often clickable to drill into their timesheet details).
  • No of bookings: number of bookings included for that fieldworker in the selected period.
  • Period: the activity window for that fieldworker within the selected range (may display N/A if not available).
  • Scheduled Hours: total planned time based on booking/appointment schedules.
  • Actual (Attended) Hours: total attended time based on recorded attendance timestamps (when used).
  • Break Hours: total break time (only if break tracking is part of your workflow).
  • Approved Hours: hours approved by an admin (commonly used for payroll approvals; may remain 0 if approvals are not used).

Tip: If Actual (Attended) Hours shows as 0 or there’s a large gap between Scheduled Hours and Actual (Attended) Hours, it usually means the fieldworker didn’t complete the Start/Finish (check-in/out) steps in the Fieldworker App, or OctopusPro couldn’t capture timestamps due to permissions/settings (for example, location services/notifications disabled). See Troubleshooting & FAQs.

Drill down: Fieldworker Booking Details

To review totals at booking level, click the fieldworker’s name from the summary table to open Fieldworker Booking Details (sometimes labelled Technician Booking Details). This view lists each booking included in the period and shows how each booking contributes to the fieldworker’s hours.

What you can review in Fieldworker Booking Details

  • Booking Num: the booking reference number (useful for investigations and payroll queries).
  • Date: booking date within the selected period.
  • Booking Status: e.g., To Do, In Progress, Completed.
  • Jobs: number of jobs/appointments within the booking (useful for multi-job bookings).
  • Start Time / End Time: recorded visit times used in the breakdown.
  • Scheduled Hours: planned time for that booking.
  • Actual (Attended) Hours: attended time recorded for that booking (based on attendance timestamps, where used).
  • Approved Hours: approved time for payroll workflows (if enabled).
  • Search by booking: quickly locate a specific booking number.

Timezone note: the fieldworker’s timezone may display next to their name. Always review times within the correct timezone when validating attendance.

Fieldworker (Technician) Booking Details view showing booking-level scheduled vs attended hours

Fieldworker Booking Details example with mixed booking statuses and totals

Drill down: Booking Appointment Breakdown

If a booking includes multiple appointments (for example, multi-site work, multi-visit services, or split shifts), you can drill deeper into the Booking Appointment Breakdown (where available) to see appointment-level details for that fieldworker.

Appointment breakdown typically shows

  • Date and Booking#
  • Booking status
  • Location (useful for multi-location bookings)
  • Start time / End time
  • Scheduled hours vs Actual (Attended) hours
  • Break (if tracked)

Booking Appointment Breakdown showing appointment-level scheduled and attended hours for a fieldworker

Export, print, and email timesheets

Depending on your account configuration, admins can typically perform these actions from the summary and drill-down views:

  • Export Timesheet: download the timesheet data for reporting, payroll, or record-keeping.
  • Print Timesheet: generate a printable version (useful for offline approvals or records).
  • Email Timesheet To Technician: send the fieldworker’s timesheet directly to them (button text may still say “Technician” in some accounts).
  • Refresh: reload the report after updates (for example, if a fieldworker just corrected check-in/out steps).

Best practice: Run exports after fieldworkers complete their day/week attendance updates to avoid exporting incomplete attended-hour totals.

Best practices

  • Standardise attendance steps: ensure fieldworkers consistently complete Start and Finish (check-in/out) in the Fieldworker App.
  • Use labels for payroll grouping: label fieldworkers by branch/region/team/trade to filter and export payroll batches quickly.
  • Review exceptions first: scan for large gaps between Scheduled and Actual, then drill down to identify which bookings caused the difference.
  • Confirm device permissions: location services and notifications improve the reliability of time-stamped attendance logs.

Troubleshooting & FAQs

Why is Actual (Attended) Hours showing as 0 (or missing)?

  • The fieldworker didn’t complete the Start and/or Finish steps in the Fieldworker App.
  • The check-in/out tracking workflow is disabled, or attendance capture is not enforced in your settings.
  • App permissions blocked timestamps (for example, location services or notifications disabled).
  • The device was offline and hasn’t synced yet (try Refresh once connectivity is restored).

Why is there a large gap between Scheduled Hours and Actual (Attended) Hours?

  • Late starts/early finishes, extended breaks, or incomplete attendance steps on one or more bookings.
  • Some bookings are still To Do / In Progress, so attended time may be partial.
  • Schedule changes were made, but attendance logs were not captured consistently.

Why is Approved Hours showing as 0?

  • You may not be using an approvals workflow, or approvals are disabled for your account.
  • Hours haven’t been approved yet for the selected period.
  • Approvals may be restricted to specific admin roles.

Why can’t I find a fieldworker in the report?

  • The fieldworker is inactive and the filter is set to Active Technicians.
  • The fieldworker has no bookings within the selected date range.
  • A label filter is excluding them (clear labels and run the report again).

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