Job Management - TimeMatrix Support

Overview
Creating Jobs
Phase Management
Team Assignment

Job Management Overview

Jobs are the primary organizational unit in TimeMatrix. Each job represents a construction project and can contain multiple phases (projects) for better organization and tracking.

Job Structure Hierarchy

Job

Overall Project

Phases (Projects)

Work Breakdown

Time Entries

Daily Tracking

Jobs Dashboard

The Jobs dashboard provides an overview of all projects with key information and status indicators.

Dashboard Features

Job Information Display:

External ID: Client job number (e.g., "903")
Job Name: Project description
Location: Project site address
Status: Active/Inactive indicator
Phases: Number of project phases

Quick Actions:

Dashboard: View job overview
Edit: Modify job details
Phases: Manage project phases
Search: Find specific jobs

Job Status Indicators

Active

Active Jobs

Currently in progress, accepting time entries and available for all users.

Completed/Archived

Completed Jobs

Finished projects, historical data preserved but no new entries accepted.

Job Overview Dashboard

The job overview provides detailed information about project progress, team assignments, and current status.

Overview Components

Job Details

External ID and name
Current status
Project phases list
Last activity timestamp

Team Assignment

Assigned foremen
Project supervisors
Contact information
Role permissions

Progress Tracking

Total employee hours
Equipment usage
Phase completion status
Recent activity

Creating New Jobs

1Job Creation Process

Required Information:

External ID

Client job number
Must be unique
Used for identification
Example: "903", "2024-15"

Job Name

Descriptive project name
Client-facing description
Should be clear and specific
Example: "Residential Subdivision Phase 2"

Location

Project site address
City, state information
Helps with logistics
Example: "123 Main St, Anytown, ST"

Managing Job Phases

Job phases help organize work into logical segments, making tracking and reporting more manageable.

Phase Management Benefits

Organization: Break large projects into manageable segments
Tracking: Monitor progress by individual phase
Reporting: Generate phase-specific reports
Scheduling: Better control over project timeline

Adding New Phases

Phase Information Required:

Phase Name: Descriptive title (e.g., "Phase 2", "Utilities Installation")
External ID: Client reference number if applicable
Description: Detailed phase scope

Status: Active or inactive
Start Date: Planned or actual start
Target Completion: Scheduled end date

Common Phase Examples

Site Preparation

Clearing and grubbing
Rough grading
Erosion control

Utilities

Storm drainage
Water/sewer lines
Electrical underground

Final Construction

Paving
Landscaping
Final cleanup

Team Assignment

Proper team assignment ensures the right people have access to the right projects and maintains data security.

Foremen Assignment

Foremen have day-to-day responsibility for data entry and project tracking.

Supervisor Assignment

Supervisors have oversight responsibility and broader data access.

Role Differences

Foremen Access:

Enter timesheet data for assigned jobs
View their own job data only
Add/edit employee time entries
Record equipment and material usage
Cannot see other foremen's entries

Supervisor Access:

View all data for assigned jobs
See entries from all foremen
Generate comprehensive reports
Review and verify timesheet data
Can make corrections if needed

Assignment Process

Adding Team Members

Navigate to job edit screen
Select "Foremen" or "Supervisors" tab
Choose user from dropdown
Click "Add" to assign
Verify assignment appears in list

Removing Team Members

Locate user in assignment list
Click "Remove" button
Confirm removal action
User loses access immediately
Historical data remains intact

Bid Targets Management

Bid targets help track project performance against original estimates and budgets.

Bid Targets Purpose

Performance Tracking:

Compare actual vs. estimated hours
Monitor budget performance
Identify cost overruns early
Track efficiency by bid item

Project Planning:

Set realistic completion targets
Resource allocation planning
Schedule optimization
Improve future estimates

Setting Bid Targets

For each bid item in the project, you can set:

Estimated Hours: Planned labor hours for completion
Target Quantity: Expected amount of work (LF, CY, etc.)
Budget Amount: Financial target for the bid item
Completion Target: Planned completion date

Best Practice: Review and update targets as the project progresses to maintain accuracy.

Job Dashboard Details

The job dashboard provides real-time insights into project performance and current status.

Progress Metrics

Total employee hours
Equipment utilization
Material quantities used
Completion percentage

Schedule Information

Last activity date
Phase status updates
Upcoming milestones
Critical path items

Team Activity

Active team members
Recent time entries
Data entry completeness
User activity logs

Job Management Best Practices

Setup Best Practices

Use meaningful job names and external IDs
Set up phases before starting work
Assign team members at job creation
Configure bid targets early in the project
Establish clear naming conventions

Ongoing Management

Regular dashboard reviews
Update targets as project evolves
Monitor team access and permissions
Archive completed jobs promptly
Document lessons learned

Need More Help?

Explore related guides and resources

Timesheet Management System Administration Contact Support